Marketing and

Regulatory

Programs

Agricultural

Marketing

Service

Fruit and

Vegetable

Program

Specialty 

Crops 

Inspection

Division

General Procedures 

Manual

July 2013
i

General Procedures Manual

Table of Contents

Introduction.................................................................................................................................. 1

Guide for Electronic Usage.......................................................................................................... 1

Appeal Inspections....................................................................................................................... 1

Formal Appeal Inspections.................................................................................................. 1

Bulk Containers ........................................................................................................................... 6

Frozen Products Packed in Used Containers............................................................................... 6

Tote Bins...................................................................................................................................... 6

Correspondence............................................................................................................................ 8

Correspondence to the National Office................................................................................ 8

Fee Computation........................................................................................................................ 12

Current Fee Documents ..................................................................................................... 12

Fees for Lot Inspection grading service............................................................................. 12

Table I Product Grouping .......................................................................................................... 13

Table II Fees for Product Grouping........................................................................................... 14

Table III Fees for Dried Fruits and Processed Raisins (Excluding Figs & Dates) .................... 14

Table IV Fees for Coffee, Tea, and Sugar Products.................................................................. 15

Table V Fees for Samples Submitted by the Applicant (Unofficial Samples) .......................... 16

Table VI Fees for Update Samples............................................................................................ 16

Table VII.................................................................................................................................... 17

Fees for Special Agreements for Lot Inspection........................................................................ 17

Fees for Continuous Inspection and Pack Certification contracts..................................... 17

Fees for chemical and microbiological analyses ............................................................... 18

Fees for Dried Dates .......................................................................................................... 20

Fees for letter contracts for unofficial samples.................................................................. 20

Certification Fees....................................................................................................................... 21

Certify to a U.S. Grade ..................................................................................................... 21

Export Certificates restricted to product condition........................................................... 21

Export Verification Service .............................................................................................. 23

Dairy Verification Service ................................................................................................ 23

Microanalysis.................................................................................................................... 24

Futures........................................................................................................................................ 25

Review Program for Concentrated Orange Juice for Manufacturing (OM) and Pasteurized 

Orange Juice (POJ) for Futures Contracts................................................................................. 26
ii

Futures Review Sample ............................................................................................................. 28

Review Program for Apple Juice Concentrate (AJC) Futures................................................... 32

General Inspection ..................................................................................................................... 39

Initial Grading Procedures......................................................................................................... 39

Determining Net Contents......................................................................................................... 40

Definitions......................................................................................................................... 40

Scales ................................................................................................................................ 40

Rules for Reading Scales.................................................................................................. 40

Taking Net Weights.......................................................................................................... 40

Measuring Net Contents .................................................................................................. 41

Determining Tare Weight .......................................................................................................... 41

Determining Drained Weight..................................................................................................... 43

Grade or Compliance Determination......................................................................................... 43

Deviants/Worse than Deviants................................................................................................... 46

Multiple Deviants on a Single Sample Unit ..................................................................... 46

Administrative Allowances for “Worse than Deviants”................................................... 46

Scoring Individual Quality Factors............................................................................................ 49

Alien Vegetables........................................................................................................................ 49

Inspection Procedures for Fruit Concentrates, Nectars, and Purees.......................................... 50

Products Packed with Sauce, Garnish, or Seasonings ............................................................... 53

Emerson Good Samaritan Food Donation Act .......................................................................... 55

Disposition of Samples.............................................................................................................. 55

Donated/Returned Product Disposition Log.............................................................................. 56

In-Plant Inspection..................................................................................................................... 57

Types of In-Plant inspection ...................................................................................................... 57

Continuous Inspection ...................................................................................................... 57

Plant-Assisted Continuous Inspection (PAC)................................................................... 57

Pack Certification.............................................................................................................. 61

The Role of In-Plant inspection ................................................................................................. 62

Services provided by the Applicant under In-Plant inspection.................................................. 62

Basic Facility Requirements...................................................................................................... 64

The SCI Inspector ...................................................................................................................... 69

Service versus Regulatory Authority................................................................................ 69

Competence....................................................................................................................... 69

Decisions........................................................................................................................... 69
iii

Uniformity......................................................................................................................... 69

Demeanor of Inspectors.................................................................................................... 70

Inspector’s Guidelines for Acceptable Behavior............................................................... 71

Management of Inspection Costs....................................................................................... 75

Constructive Suggestions and Advice ............................................................................... 76

Prompt Reporting............................................................................................................... 76

Authority of SCI Inspection Staff.............................................................................................. 77

Treatment of SCI Inspection Staff............................................................................................. 78

Automatic Samplers................................................................................................................... 80

In-Plant Line Check Guidelines for Inspectors.......................................................................... 81

Line checks for grade determination of finished product ................................................. 81

Line checks of unprocessed product................................................................................. 82

Incomplete Grade.............................................................................................................. 83

Inspection of Sort-Out Fruit....................................................................................................... 84

Reporting Results....................................................................................................................... 84

Reporting Inspection Results............................................................................................ 84

Reporting Special Cases ................................................................................................... 85

Other In-Plant Inspection Duties ............................................................................................... 85

Sanitation and Safety ........................................................................................................ 85

Inspection of Products Processed Elsewhere.................................................................... 86

In-Plant tanker inspection and sealing .............................................................................. 86

Syrup Designations........................................................................................................... 90

In-Plant Inspectors Filing System.............................................................................................. 94

Yearly (Y) File........................................................................................................................... 95

Permanent (P) File ..................................................................................................................... 96

In-Plant Label Review and Approved Identification................................................................. 97

Label Control - Official Marks......................................................................................... 98

Label Control Sheet ................................................................................................................. 100

Labels for Products Not Under Contract ........................................................................ 101

Labels for Products Not Covered by U.S. Grade Standards........................................... 101

Maintain a Permanent File .............................................................................................. 101

Division Action on the Misuse of Approved Identification............................................ 102

Misbranding Report ................................................................................................................. 103

Forms and Reports................................................................................................................... 106

Signing and Initialing Completed Forms........................................................................ 106
iv

Daily Inspection Report (DIR) (Form FV-416).............................................................. 107

Daily Pack Report........................................................................................................... 113

Request for Certificate .................................................................................................... 115

Certificate Request Worksheet ................................................................................................ 116

Hold and Release Forms................................................................................................. 117

Annual Report................................................................................................................. 120

Labeling ................................................................................................................................... 131

Definition of Labels........................................................................................................ 131

Classification of Labels................................................................................................... 132

Approved Identification.................................................................................................. 133

Official Grade and Inspection Marks.............................................................................. 133

Marks Not Considered Official....................................................................................... 133

Questionable Marks........................................................................................................ 134

Division Policy on Use of Approved Identification ....................................................... 134

Misrepresentation by Unfair Labeling Practices............................................................. 137

Metrication............................................................................................................................... 144

Numerical Values............................................................................................................ 144

Rounding......................................................................................................................... 145

Systems........................................................................................................................... 146

Domestic and metric measures ....................................................................................... 146

Non-Manipulation Certification Inspection Service................................................................ 148

Applicant responsibilities: .............................................................................................. 148

SCI field office responsibilities: ..................................................................................... 150

Inspection procedures ..................................................................................................... 152

Product Origin Requirements .................................................................................................. 158

Regulations .............................................................................................................................. 159

Re-Inspection ........................................................................................................................... 160

Classification of Inspection............................................................................................. 160

Review Programs..................................................................................................................... 161

Review Program for Processed Raisins.......................................................................... 161

Review Programs for Flavor Evaluation of Canned Ripe Olives................................... 162

Product Grade Review Procedures for Products Not Covered by Formal Review Programs 

(Monthly and Four Month Cycle Review Program)........................................................ 165

Score Sheet/Tally Sheet Completion ....................................................................................... 176

Completing standardized score sheets and tally sheets................................................... 176

Completing the universal score sheet, form FV-364 ...................................................... 186
v

No Applicable Grade Products ....................................................................................... 187

Quality Level Descriptions and Abbreviations........................................................................ 189

Updating Previously Inspected Product.......................................................................... 189

Guidelines for the Development of Plant Score Sheets.................................................. 190

Optional Check List for Completion of Score Sheets and Tally Sheets.................................. 191

Attachments ....................................................................................................................... 192
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 1 of 192

INTRODUCTION

This manual is designed for Specialty Crops Inspection (SCI) Division (SCI) employees of the 

U.S. Department of Agriculture (USDA). Its purpose is to provide background information and 

guidelines to assist in the uniform inspection of processed fruit and vegetable commodities and 

in the performance of general inspection duties. The procedures contained in this manual are an 

integral part of Division services. If needed, contact your immediate supervisor for any situation 

not addressed in this manual.

This manual contains links to various internal and external sources of information. For 

inspection personnel without internet or intranet access, please contact your immediate 

supervisor to obtain hard copies of documents as needed.

GUIDE FOR ELECTRONIC USAGE

The Administrative, Inspection, and Management (AIM) System of instructional manuals is 

available electronically in Adobe Acrobat Portable Document Format (PDF) at the following 

intranet address: http://agnis/sites/FV/PPB/AIM/default.aspx. 

When accessed electronically, AIM materials have hyperlinks and hypertext (visible as 

underlined blue text) available to the PDF user. Clicking on a hyperlink takes the reader to a 

web site with information relating to the subject. Hypertext will link the reader to a different 

page within the current manual - or even a different manual - with information relating to the 

subject. For example, the hypertext in the Table of Contents allows a reader to go directly to the 

section of interest in the manual by clicking on the section title within the Table of Contents. 

PDF offers a variety of tools depending on the Adobe version the reader has. The newer the 

version, the more tools available. To learn about the variety of PDF search options available: 

• Click on the “Help” tab on the top of this page, 

• Then click on the “Adobe Acrobat Help” bar, 

• Type the word “Search” in the “Search” box, and click on the “Search” button, 

• A series of options will become available, 

• Click on the “Access Search Features” link and follow the instructions for the type of 

search you are interested in.

This document format allows a PDF user to easily search for content within a document, or within 

multiple documents.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 1 of 192

APPEAL INSPECTIONS

Processed products are re-inspected in order to issue either an up-to-date certificate or an appeal 

certificate. Frequently the applicant doesn’t question the quality and condition of the lot, but 

needs a current certificate in order to satisfy a buyer-seller contract. Occasionally the quality of 

previously inspected merchandise is questioned by a financially interested party, and they 

request an appeal inspection.

Inspection certificates are accepted as prima facie evidence of the facts contained within. 

Although it is Division policy to assign only one grade representing a specific lot as a whole, 

there have been cases involving the Perishable Agricultural Commodities Act (PACA) in which 

both the plaintiff and defendant produced USDA certificates, each with a different grade. It is 

very difficult to settle such claims unless the grade on one certificate can be reversed.

There should be no conflicting certificates on the lot unless the quality of the lot has changed due 

to age, storage, handling, or other condition factors. If such a change has taken place, the 

original certificate is valid for the date of original inspection, and the later certificate is also valid 

for the date of the later inspection. These instructions will address such situations. 

A. Formal Appeal Inspections

If possible, formal appeal inspections should be discouraged. An appeal may 

often be avoided by having the inspector or supervisor review a few samples of 

the product with the applicant. He or she can explain why the sample units were 

assigned a certain grade, or why certain factors were evaluated as they were.

If the applicant requests a formal appeal, the inspection should be handled as 

outlined in the Regulations for appeal inspections. These instructions supplement 

the Regulations.

1. Filing for Appeal

An appeal inspection may be requested by any financially interested party 

who is not satisfied with the results of the inspection as represented by a 

certificate on the lot in question. They may file for an appeal, provided:

a. the lot of processed products can be identified as the same lot 

previously inspected;

b. the request is within 30 days of the previous inspection (this period 

may be extended by the Regional or National offices); and

c. the complaint concerns a factor(s) which would not be a result of a 

change in a condition factor(s) since the previous inspection. See 

Section 2a below.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 2 of 192

The Division will issue an appeal certificate when it has been established that the 

previous inspection is in error. The original certificate is reversed and copies of 

the appeal certificate are sent to all financially interested parties.

2. Denying Request for Appeal

Requests for an appeal inspection may be denied under the following 

circumstances:

a. The complaint concerns a factor which may have undergone a 

change of condition since the original inspection, such as:

(1) Oxidation of frozen fruits,

(2) Severe de-tinning of apple sauce or other canned product

(3) Hydrogen swells or other types of spoilage,

(4) Frozen broccoli or asparagus spears that are shattered due 

to possible mishandling,

(5) Flavor deterioration of canned citrus juice due to long 

storage at high temperatures, and 

(6) Severe dehydration of frozen vegetables.

b. The lot cannot be identified. 

c. The first inspection certification was based on restricted sampling.

For an example of a certificate showing restricted sampling, see 

the AIM Inspection Series, Certification Manual. 

d. Code marks do not agree with the original inspection.

e. Count does not agree with the original certificate. There are 

certain exceptions to this provision. If the original certificate 

covered a large lot, and the re-inspection covers a substantial 

quantity of merchandise, an appeal on a portion of the original 

certificate may be granted, provided that there is no question about 

identity. However, an appeal would not be granted on a very small 

segment of the original quantity; for example if the quantity would 

be substantially less than the quantity represented by a single 

sample unit on the original inspection. 

f. Lot is not accessible for proper sampling.

g. If there has been a revision to the grade standards between the two 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 3 of 192

inspections, and such revision would affect the grade assigned to 

the product.

h. The original certificate is Grade Not Certified (GNC) account 

unsanitary conditions of the plant, or use of unsound or 

unwholesome raw material.

For example, a frog or mouse may be found in a container during 

the original inspection. Plant conditions may warrant a GNC 

certificate even though this incident is strictly accidental. It would 

be most unlikely that a re-inspection of the lot would find another 

frog or mouse. However the Division would not deem it advisable 

to completely ignore previous production or inspection history and 

reverse the original inspection certificate.

i. Reasons for appeal are inadequate or frivolous, for example - "I 

just don't trust the inspectors in the (location) office."

j. When it is not in the interest of USDA to perform the appeal. This 

is a broad category and the National office would need to evaluate 

all facts in order to render an appropriate decision.

Even if denied an appeal inspection due to any of these reasons, the 

applicant may request a re-inspection or an up-to-date inspection on the lot 

in question. The result of this new inspection would establish the grade of 

the lot except that no grade would be assigned if USDA records show that 

the original certificate was GNC account unsanitary processing conditions,

or use of unsound or unwholesome raw material (see 2 h. above).

3. Performing the Appeal

a. Information Required

The application may be made orally or in writing. If made orally,

it must be confirmed in writing. It must include:

(1) The location of the lot,

(2) The reason(s) for the appeal,

(3) The date and serial number of the certificate covering the 

original inspection of the product, and

(4) The name of issuing office.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 4 of 192

b. Sampling

The sampling rate on an appeal inspection should be at least the 

next sample size larger than the normal sampling rate for the lot 

size, based on the single sampling plan. In other words, if the 

sample size in the Regulations would normally be 13 for the size of 

lot involved, at least 21 sample units would be drawn on the same 

lot for an appeal inspection.

If the applicant merely requests an up-to-date inspection and it is 

not known until the sample is examined that an appeal is in order 

(as determined by the Division), the certificate should not be 

issued until additional sample units are drawn.

Since stratification can occur in large containers, at least a portion 

of samples of bulk container lots (such as 30 pound frozen) should 

be full containers. For example, frozen strawberries may contain 

rocks that would tend to settle to the bottom of the can during 

handling prior to freezing. A subsample from the top or center of 

the can is not likely to reveal the presence of this type of foreign 

material.

c. Who may perform the Appeal inspection?

Any inspector other than the inspector who performed the original 

inspection may perform an appeal inspection. Whenever practical, 

two inspectors who are thoroughly familiar with the product 

should be assigned to conduct the appeal. 

If one inspector starts the inspection, and the need to issue an 

appeal inspection certificate doesn’t become evident until the 

inspection is partially complete, a second inspector should be 

called in to confirm the results.

d. Notify the Regional and National offices

If a formal appeal is filed, or if during a routine re-inspection 

procedure it appears that an appeal is in order, notify the Regional

and National offices. They may require a few samples to verify 

the new inspection results.

e. Examination of Product

Because of the economic significance of the appeal, all samples of 

the product should be very carefully graded and checked for all 

factors. If objective tests are available, they should be used. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 5 of 192

f. GNC

Ordinarily an appeal would not be granted because of unsanitary 

plant or product conditions where the original inspection findings 

make an appeal unjustified. See 2 h. on page 3.

4. Fees

a. Appeal fees are as follows:

(1) Grade Sustained - charge regular fee plus expenses.

(2) Grade Reversed - no charge for inspection, but charge 

applicant for expenses incurred in sampling or shipping 

samples.

Note: An appeal certificate reversing the original inspection can only be 

issued after receiving authority from the National office. If the 

inspection results indicate that this is the case, submit details to the 

Regional office. The Regional office will confer with the National

office before results are reported or a certificate is issued. 

5. Certification

See the AIM Inspection Series, Certification Manual for specific 

information related to the certification of appeals and re-inspections.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 6 of 192

BULK CONTAINERS

Frozen Products Packed in Used Containers

Used 30-pound metal and/or plastic containers with friction-type lids are refilled by some

processors of frozen foods. Reused containers must be clean at time of refilling. Obtain a letter 

of conformance from the processor stating that the containers were not previously used for nonfood products. Products filled into unsanitary containers are to be classed as Grade Not 

Certified (GNC).

It may be difficult to accurately describe reused containers. Some of these may have been used 

several times and appear to be old, abused, or otherwise damaged. They may bear an assortment 

of code marks and label statements. Certification statements regarding used containers may be 

found in the AIM Inspection Series, Certification Manual.

Note: Reused containers are not acceptable for government purchases (state, Federal, and 

Department of Defense) unless specified in the contract or solicitation. Do not certify 

without a written waiver unless specified in the contract.

Tote Bins

Many packers use large bulk containers called "tote-bins" for frozen vegetables. These bins are 

used during the packing season to store frozen vegetables for repack at a later date. The bins 

vary in size and construction but can hold as much as a ton of product.

For financial reasons, users of tote-bins need to know whether or not the product is free flowing 

or frozen in a solid mass. The type of pack should always be shown in the Body of the 

Inspection Certificate. 

A. Free flowing describes a pack in which the individual units of the pack are not 

frozen together in a solid mass, but may be easily separated into individual units. 

There may be some crusting on the interior surface of the tote-bin or a few clumps 

of units frozen together within the container, but these can be separated with 

moderate pressure.

B. Solid mass describes a pack in which the individual units of the product in the 

container are predominantly or entirely frozen together in a solid mass. Such 

product will require additional cost in repacking the product due a special "breakup" step in the process. 

For the purpose of inspection and certification, a lot can be a group of tote-bins or a single totebin. Tote-bins must be properly identified for future re-inspection, segregation, etc. Codes 

should be at least 1⁄2 inch in height, and stamped on the tote bins or on tags placed in upper right 

or left-hand corner of the side normally facing the fork lift driver. The area for applying the 

codes may be painted to facilitate application and legibility. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 7 of 192

The coding system may include the following:

• Plant (when more than 1 plant is operated by the same company)

• Quality designation

• Date of Pack (day, month, and year)

• Product, type style, size, etc. (when not readily apparent, such as covered bins or 

numerous product styles)

• Period, shift, or lot number

• Bin numbers 

• Special notation of abnormal quality variations (i.e., Grade B for color only, etc.)

• Different colored tape, tags, or marking ink for different quality levels, or other 

special notations.

To determine the sampling rate for an item packed in tote-bins or bulk storage, the poundage is 

converted to institutional size (2 1⁄2 pound) containers. Using the number of 2 1⁄2 pound 

containers the lot would represent, refer to the Regulations or the AIM Inspection Series, 

Sampling Manual.

When sampling tote bins, use a sample scoop and dig into the product as far as possible in at 

least 3 locations. The sample drawn from each of the three locations may be considered as a 

sample unit for inspection and certification if each tote-bin is a separate lot. It may be 

composited as one sample unit if the lot consists of a group of tote-bins. Sampling may be more 

representative with the use of a trier, or thief, which will penetrate deeply into each bin. This 

implement should be constructed to permit sampling of the product from all levels in the bin. If 

the product is a solid mass, or if representative portions of the bin cannot be sampled, the 

certificate should be flagged to indicate the extent of restricted sampling. For restricted 

certification of tote-bins, see the AIM Inspection Series, Certification Manual.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 8 of 192

CORRESPONDENCE

The cost for mailing personal items, including personal letters, notices of group social functions, 

holiday greetings, or job applications, must be paid for by the employee regardless of any 

association of the contents to official business.

With the use of personal computers and the electronic media, all letterheads and memos 

produced locally should be reviewed by a supervisor before use. Correspondence directed to 

parties outside the Department must be cleared with the Officer-in-Charge (OIC) before mailing. 

Approved USDA/Agricultural Marketing Service (AMS) letterhead for communications of any 

official nature should always be used, whether within the Department or to outside parties. 

Approved AMS letterhead may be found at the AMS Correspondence and Writing Guidelines 

site at the following intranet address under “Templates”: 

http://agnis/sites/compliance/PAD/PerAcc/AMSCorrGuid/default.aspx

Inspectors with an AMS network ID and AMS electronic mail (e-mail) address can use this as an 

effective means of communication. In-plant inspectors may access this e-mail through the 

plant’s network, as long as the plant agrees and the AMS activity meets AMS security 

requirements. It is not appropriate to use plant stationery for official correspondence, even if 

used internally. An exception would be to use e-mail to stop shipment initially and place nonconforming product on hold. However, the proper official forms must be prepared and executed 

according to instructions when finalizing. 

A. Correspondence to the National Office

1. Identification of the sender

Return addresses on envelopes consist of the inspector’s name, title, and 

field office address.

2. Identification of the receiver - Incoming mail

To facilitate the sorting of incoming mail, mark all items with the last 

name of the recipient if the envelope contains items for more than one 

person. 

When the entire contents of the envelope is destined to go to a specific 

recipient, mark the outside of the envelope to identify the delivery point

(i.e., Inspection Branch, Division Director, etc).

a. Envelopes and packages

Envelopes and packages that are sent through the U.S. Postal 

Service (including MRE, Tray Pack, and USDA review samples)

shall be addressed as shown on the following page: 

USDA AMS FV Specialty Crops Inspection (SCI) Division
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 9 of 192

STOP 0247

1400 Independence Ave. SW

Washington, DC 20250-0247

Refer to the applicable sections in the AIM Inspection Series, 

USDA Purchases Manual, or the Contract Service Section (CSS) 

SharePoint site located at the following intranet address: 

http://agnis/sites/FV/PPB/DCIS/default.aspx for instructions on 

marking shipping cases for review samples under CSS and USDA 

inspection programs.

b. Confidential correspondence 

Envelopes containing correspondence of a confidential nature shall 

be opened only by the addressee, and be identified as follows: 

FOR THE PERSONAL ATTENTION OF

or

TO BE OPENED BY ADDRESSEE ONLY

These statements are to be used only when mailing information 

that calls for confidentiality, such as employee data subject to the 

privacy act, or material of a sensitive nature.

3. Courtesy copies 

The original and all copies of Division correspondence sent through the 

U.S. postal system shall note where courtesy copies were sent. When 

transmitting an electronic message, a courtesy copy shall be sent to the 

appropriate mailboxes. Employees shall use discretion and recognize that 

sensitive materials should not be transmitted electronically.

Distribution of courtesy copies will be based on the originating location. 

Use the following guide:

a. Regional offices

A copy of all typed and/or electronic correspondence that concerns 

policy or procedure, or other subjects that may have an effect on 

Division programs will be forwarded to the Division Director. 

b. Field offices 

(1) A copy to the Regional office in the sending and receiving 

area, if applicable. 

(2) When appropriate, a copy to the Division Director and 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 10 of 192

Chief of the applicable Branch. 

"When appropriate" refers to items of a sensitive nature, 

such as correspondence related to personnel issues, or 

briefs that pertain to industry representatives, trade 

associations, the news media, or other governmental 

agencies. Material of this nature shall not be released 

unless it has been cleared by the Regional Section Head. 

c. Inspection points and plant inspectors 

(1) A copy to the field office.

(2) When appropriate, a copy to the Regional office.

(3) When appropriate, a copy to the Division Director and 

Chief of the applicable Branch. 

4. Correspondence or samples shipped by express delivery

a. Delivery by special carrier

When sending correspondence that must be delivered overnight, or 

when shipping packages of canned or frozen review samples that 

are handled by any express company (such as Federal Express), 

DO NOT use the National office STOP 0247 address. The 

National office address for deliveries by an express carrier is:

USDA AMS FV Specialty Crops Inspection (SCI) Division

1400 Independence Avenue SW

Room 0726 South Building

Washington, DC 20250-0001

The carrier has to guarantee in house delivery during the posted 

office hours. Destination delivery charges must be prepaid, or the 

sender's account number used for payment. 

Refer to the applicable sections in the AIM Inspection Series, 

Inspections for Operational Rations Purchased by the Department 

of Defense Manual, or USDA Purchases Manual for instructions 

on marking shipping cases for review samples under DCIS and 

USDA inspection programs.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 11 of 192

b. Samples submitted for special review

Duplicate sample units will be drawn for the field and Regional 

offices when submitting samples to the National office for 

evaluation of quality factors. Inspectors will complete three score 

sheets/tally sheets, including the reason for submission either on 

the inspection document or on a Sample Review Form. Send one 

copy of the applicable score/tally sheet with the sample(s) to the 

National office, and similar sets to the field and Regional offices. 

Product evaluation results will be returned through the Regional 

office.

When sending samples for special review, mark the shipping case 

SPECIAL REVIEW, and notify the appropriate section by 

telephone or fax of the approximate delivery date. This should 

prevent any delay in evaluation.

c. Samples for Inspection Branch (IB)

Samples submitted for Inspection purposes are usually requested 

by a Marketing Specialist of the IB. A memo should be enclosed

with the sample to indicate the purpose for submitting the sample, 

and the shipping case should be marked to the attention of the IB.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 12 of 192

FEE COMPUTATION

A. Current Fee Documents

The current fees for various inspection services are located on the USDA, SCI home page 

at the following internet address: 

http://www.ams.usda.gov/AMSv1.0/processedinspection by clicking on the “SCI News” 

link found in the “SCI Services” block.

B. Fees for Lot Inspection grading service 

Table I Product grouping.

Table II Fees for product grouping.

Table III Fees for dried fruits and processed raisins (excluding figs & dates).

Table IV Fees for coffee, tea, and sugar products.

Table V Fees for samples submitted by the applicant.

Table VI Fees for update samples.

Table VII Fees for special agreements for lot inspection.

The hours in Tables II, III, and IV are for grading the product. This includes time 

for set-up, clean-up, typing, and other time spent in normal inspection and 

certification, as well as analysis (including all analyses called for in the AIM 

Inspection Series, Foreign Material Manual). The hours do not include travel and 

sampling time, nor do they include special requirements, such as vitamin C 

analysis on fortified products. Fees for sampling, condition of container, 

checkloading, and case stamping must be charged at a minimum of one-half hour 

for each task. 

If the fees computed using the applicable tables are determined to be inadequate 

or excessive for the time involved, bill for the actual time required for the 

inspection. However, prior to billing clear this with the Regional Section Head,

who will inform the National office of the circumstances.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 13 of 192

TABLE I

PRODUCT GROUPING

(Use with Tables II & III)

GROUP I

Includes all non-standardized products and products covered by U.S. Grade Standards, except for those 

products which are listed in Groups II - IV, and Table IV.

GROUP II

 CANNED FROZEN

Asparagus Olive Oil and

Corn, W. Kernel Olive-Pomace Oil

Cranberry Juice Cocktail Peaches

Cranberry Sauce Pears

Fruit Butters Pie Filling

Fruit Concentrates Pineapple (all styles)

Fruits for Salad Pineapple Juice

Fruit Nectars Plums

Fruit Purees Preserves

Green Beans RTP Cherries

Green Olives Ripe Olives

Mushrooms Sweet Potatoes

Wax Beans

Asparagus Onion Rings

Broccoli Potatoes, Fr. Fried

Brussels Sprouts Potatoes Hash Br.

Conc. Apple Juice RTP Cherries

Corn (all styles) Succotash

Cranberries Turnip Greens

Cauliflower with Turnips

Green Beans Wax Beans

GROUP III

 CANNED FROZEN

Barbecue Sauce Raspberries

Berries Salsa

Blueberries Sauerkraut

Chili Sauce Spaghetti Sauce

Conc. Tomato Juice Spinach

Fruit Cocktail Three Bean Salad

Leafy Greens Tomatoes (all styles)

Mixed Vegetables Tomato Catsup

Peas Tomato Juice

Peas and Carrots Tomatoes and Okra

Pickles & Relish Tomato Puree

Tomato Sauce

Berries

Blueberries

Leafy Greens

Mixed Vegetables

Peas

Peas and Carrots

Raspberries

Strawberries

DEHYDRATED PRODUCTS

Dehydrated Fruits 

Dehydrated Potatoes

GROUP IV

 CANNED FROZEN

Tomato Paste

All Citrus Juices

Peanut Butter

Frozen Concentrated Grape Juice

All Citrus Juices

DEHYDRATED PRODUCTS

Dehydrated Grape Crystals

Dehydrated Citrus Crystals
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 14 of 192

TABLE II

FEES FOR PRODUCT GROUPING

(Use with Table I)

Sample Size 3 6 13 21 29 38 1/

Group I Products 

Hours

3 3.5 4.75 5.75 7 9.25

Group II Products 

Hours

3.5 4.5 6.5 8.25 10.5 14.25

Group III Products 

Hours

4 5.5 8 11.5 15 20.25

Group IV Products 

Hours 

4.5 6.5 10 15 20 26.5

1/ For re-inspection only, when lot originally required 29 sample units.

TABLE III

FEES FOR DRIED FRUITS AND PROCESSED RAISINS

(EXCLUDING FIGS & DATES)

(Use with Table I)

Sample Size 6 12 18 24 30

Composite(s) 1 2 3 4 5

Total Hours For Grading 

Including One Microanalysis

4 7 10 13 16

Total Hours For Grading With 

More Than One Microanalysis

5.5 10 14.5 19 23.5
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 15 of 192

TABLE IV

FEES FOR COFFEE, TEA, AND SUGAR PRODUCTS

Molasses, Syrup, Honey

For 3 samples units, or less 3 hours

For each additional sample unit 0.25 hour

Green Coffee

Green bean grade, first sample 1 hour

For each additional sample 0.5 hour

Cup test, first sample 1 hour

For each additional sample 0.25 hour

Combination green bean grade and cup test, first sample 1.5 hours

For each additional sample 0.75 hour

Coffee and Tea - bid samples 2/

Cup test, first sample 1 hour

For each additional sample 0.25 hour

Coffee, Instant Coffee, Tea, Instant Tea 2/

1-10,000 lbs. 1 hour

10,001-20,000 lbs. 2 hours

20,001-30,000 lbs. 3 hours

Each additional 10,000 lbs. 0.5 hour 

2/ Charge additional time for analysis at the rate specified in section D. “Fees for 

chemical and microbiological analyses”. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 16 of 192

Guidelines for fees for grading services performed on samples submitted by the applicant shall 

be based on the hours specified below. Product groupings are as shown in Table I of this 

instruction.

TABLE V

FEES FOR SAMPLES SUBMITTED BY THE APPLICANT

(UNOFFICIAL SAMPLES)

Product Group Two sample units or less of 

the same product 3/

Each additional sample unit

Group I, Hours 2.5 0.5

Group II, Hours 3 0.75

Group III, Hours 3.5 1

Group IV, Hours 4.0 1.25

Coffee, tea, and sugar products should be billed in accordance with Table IV.

3/ For products graded on attributes standards, see the AIM Inspection Series, Sampling 

Manual for special procedures for unofficial samples.

TABLE VI

FEES FOR UPDATE SAMPLES

Sample Size (Range) 1 - 3 4 - 6 7 - 13

Total Hours For Update 1.5 2.5 3.5
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 17 of 192

TABLE VII

FEES FOR SPECIAL AGREEMENTS FOR LOT INSPECTION

Sample Size 3 6 13 21 29

Group I Hours 1.75 2.25 3.25 4.25 5.25

Group II Hours 2.25 3 4.25 6.5 8

Group III Hours 2.5 3.25 4.75 7 9.25

Group IV Hours 3 4 5 8 10

Note: Special agreements for lot inspection service should be initiated when the 

volume of the total pack suggests that increased personnel efficiency 

would result. See the AIM Management Site regarding contractual 

agreements.

C. Fees for Continuous Inspection and Pack Certification contracts

All charges will be in accordance with the current rate as shown in the Code of 

Federal Regulations (CFR) 7 CFR 52.41 through 52.52 found at the following 

internet address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR.

Holiday pay includes those holidays in Section 6103 (a) Title 5 U.S. Code, found 

at the following internet address: http://uscode.house.gov/search/criteria.shtml. 

For Pack Certification Contracts, no travel expenses, mileage and/or per diem 

shall be charged on any year-round or less than year-round contracts. Only the 

hours actually worked on the assignment are charged. Intermittent contracts 

(minimum of 8 hours in lieu of 40) shall be billed in accordance with 

7 CFR 52.51. Applicants will be billed for travel time as well as hours worked on 

the assignment; no mileage and/or per diem expenses are charged.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 18 of 192

D. Fees for chemical and microbiological analyses

The following table contains the hours to charge for chemical and microbiological 

analyses that are made at the request of the applicant, or that are required because 

of specification or program requirements (such as vitamin C analysis on fortified 

products). Do not assess a fee for analytical tests when routine tests such as Brix 

or acidity are associated with quality grading. The applicable fee shown for the 

various groupings in the previous section “B. Fees - Lot Inspection Grading 

Service” incorporates these charge(s) for analysis.

The hourly charge shown includes normal sample preparation time. When the 

nature of the product requires more than normal sample preparation time, the 

applicant shall be charged for the extra time on an hourly basis to the nearest 

quarter hour. The charge for this preparation time shall be recorded so that it is 

separately identifiable from the analysis fee.

This fee structure was established to promote uniformity in the charges assessed 

for chemical and bacteriological tests. When the hour(s) shown for a single 

analysis is found to be grossly inadequate or excessive for the time involved for a 

particular test, the fee assessed may be based on the actual time it takes to perform 

the test(s). However any modification or variation to the hours shown must be 

cleared with the Regional Section Head.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 19 of 192

Type of Test Analysis Hours for Single Analysis Hours for Each Additional 1/

 

Absorbency (grape juice) 1⁄2 1⁄2

Acidity 1⁄4 1⁄4

Alcohol Insoluble Solids (AIS) 1 1⁄2 

Ascorbic acid (titration) 1 1⁄4 

Brix (direct) 1⁄4 1⁄4

Brix (dilution) 1⁄2 1⁄2

Catalase Test 1⁄2 1⁄2

Color (honey etc.) 1⁄2 1⁄4 

Consistency, Bostwick 1⁄4 1⁄4

Fiber Test (green & wax beans) 1 1

Filth, heavy 1⁄2 1⁄2

Filth, light (macro) 1⁄2 1⁄2

Filth, light (micro) 1 1

Fly Egg and Maggot 1⁄2 1⁄4 

Insect Fragments 1 3⁄4 

Insoluble Solids 1⁄2 1⁄2

Maggot/Larvae/Worm Count 1⁄2 1⁄2

Maggot Count (Mushrooms only) 1 1⁄2

Methyl Anthranilate 1 1⁄2 

Microscopic Examination 1 1

Moisture (oven) 1⁄2 1⁄4 

Mold Count (direct smear) 1⁄2 1⁄4 

Mold Count (centrifuge) 3⁄4 1⁄2 

Mold Count (pulping) 1 3⁄4 

Naringin 1 1⁄4 

Peroxidase Test 1⁄2 1⁄4 

Potassium Sorbate 1 1⁄2 1

pH 1⁄4 1⁄4

Recoverable Oil (citrus) 1 1⁄2 

Salt (back titration) 3⁄4 3⁄4

Salt (potentiometric) 1⁄2 1⁄4 

Sand Test (raisins) 1 1

Sieve Test 1⁄4 1⁄4

Soluble Solids (refractometer) 1⁄4 1⁄4

Specific Gravity 1 1

Sulfur Dioxide (Monier-Williams) 1 1⁄2 1

Titer 1 1

Total Solids (oven drying) 1⁄2 1⁄4 

Tough String Test (green/wax beans) 1⁄2 1⁄2

Viscosity 1 1⁄2 1

Vitamin C (see Ascorbic Acid)

Water Insoluble Inorganic Residues 2 1 1⁄2 

(WIIR)

Wrapper Adherence Test 1⁄2 1⁄4 

1/ If no charge is listed for an additional analysis, charge at the same rate as a single analysis.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 20 of 192

E. Fees for Dried Dates

In order to provide uniformity in the assessment of fees, the schedule as outlined 

here shall be observed unless circumstances are so unusual as to justify using the 

hourly rate. 

In calculating the fee, when multiple code marks are offered for inspection, bill 

and certify each code mark or lot separately.

Charge for driving and sampling time at the current hourly rate. 

FEE SCHEDULE for DRIED DATES

Sample 

Size

3 8 14 26 36 44 56 68 82

Hours 2 2 3/4 4 1/2 6 1/2 8 1/2 10 3/4 13 1/4 16 1/4 19 1/4

F. Fees for letter contracts for unofficial samples

The following instructions outline requirements for special letter contracts for 

unofficial samples. This service may be used by any applicant that does not need

official sampling. 

The following fees and conditions are applicable to products covered by U.S. 

Grade Standards, although products not covered by U.S. Grade Standards may be 

included. Please check with the National Office for the appropriate fee. 

1. A sample unit is a container and/or its entire contents, a portion of the 

contents of one or more containers, or other unit of commodity, or a 

composite mixture of a product used for inspection. (For products graded 

on attribute standards, see the AIM Inspection Series, Sampling Manual).

2. A sample is any number of sample units to be used for inspection.

3. A minimum of six sample units shall be used per submittal. Sample units 

may consist of multiples of one or more products.

4. A minimum of 50 sample units will be submitted per year.

5. Unofficial grading will not be performed on products packed under inplant inspection, or on lots that have previously been officially inspected. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 21 of 192

6. Restrictive grading or analysis

a. The applicant may request the grading to be restricted to any 

quality or non-quality factor, and/or analysis. The fee for 

restrictive grading (excluding micro, chemical, or analytical work) 

will be in accordance with the fee for product Group I. The micro, 

chemical, or analytical fee will be in accordance with the 

appropriate fee for that test.

Charges for Inspection

Product Two sample units or

less of same product

Each additional sample

unit of same product

Group I* Hours 1.5 0.25

Group II* Hours 2 0.5

Group III* Hours 2.5 0.75

Group IV* Hours 3 1.0

∗ Product grouping as shown in B. Table I, Fees for Lot Inspection Grading Service

Certification Fees

A. Certify to a U.S. Grade

The applicable fee shall be in accordance with the current SCI Fees-Lot 

Inspection Grading Service found at the following internet address: 

http://www.ams.usda.gov/processedinspection, under “SCI Services” click on the 

“SCI News” link, under “SCI Services and Fees” click on the “Current User Fee 

Information” link.

B. Export Certificates restricted to product condition

The fee for product that is restricted to organoleptic evaluations and certified for 

export shall be in accordance with the current SCI Fees-Lot Inspection Grading 

Service found at the following internet address: 

http://www.ams.usda.gov/AMSv1.0/processedinspection. The number of hours to 

charge is shown in the following examples:

1. Sample units submitted by an applicant

Unofficial sample units submitted at one time by an applicant may consist 

of more than one item, including any number of sample units per item. 

Charge one hour for the first sample unit, and 1⁄4 hour for each additional 

sample unit.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 22 of 192

Example: An applicant requests export certification for 20 items and each item 

consists of two sample units.

20 items x 2 sample units = 40 sample units

First sample unit = 1 sample x 1 hour = 1 hour charged at the current lot 

rate.

39 additional sample units = 39 samples x 1⁄4 hour = a charge of 9 3⁄4 hours 

at the current lot rate.

Total Cost = 10 3⁄4 hours charged at the current lot rate.

2. Officially Drawn Sample

When an applicant requests that sample units be drawn from a lot or more 

than one lot at the same time, the lot or lots shall be sampled in accordance 

with SCI Division sampling plans. Charge 1 1⁄2 hours for the first three 

sample units and 1⁄4 hour for each additional sample unit.

Example: An applicant requests export certification for four lots of product. One lot 

of canned green beans - 150 cases; one lot of canned pears - 150 cases; 

one lot of canned corn - 150 cases; and one lot of canned beets - 150 

cases. Each lot requires a minimum of 3 sample units. The total number 

of sample units evaluated is 12. Charge as follows:

4 lots x 3 sample units = 12 sample units

First 3 sample units charge 1 1⁄2 hours at the current lot rate.

9 additional sample units = 9 samples x 1/4 hour = 2 1⁄4 hours charged at 

the current lot rate.

Total Cost = 3 3⁄4 hours charged at the current lot rate.

Example: An applicant requests export certification for three lots of product. One lot 

of canned peaches - 650 cases; one lot of canned pears - 200 cases; and 

one lot of canned cherries - 200 cases. The lot of canned peaches requires 

a minimum of 13 sample units. Each lot of pears and cherries requires a 

minimum of 6 sample units. The total number of sample units evaluated is 

25. 

Charge as follows:

First 3 sample units charge 1 1⁄2 hours at the current lot rate.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 23 of 192

22 additional sample units = 22 samples x 1⁄4 hour = 5 1⁄2 hours charged at 

the current lot rate.

Total Cost = 7 hours charged at the current lot rate.

Note: The applicant shall be charged for travel time, sampling time, condition of 

container inspection, etc., for officially drawn samples.

When the certificate is restricted to organoleptic evaluation, and includes 

sample units either submitted by an applicant or officially drawn samples, 

the hours charged include the cost of issuing certificates. Do not charge 

an applicant for additional certificates, even though the applicant may 

request that each item be certified separately.

C. Export Verification Service

Assess the applicant at the hourly rate currently in effect in accordance with the 

Regulations, 7 CFR 52.42 which may be found at the following internet address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR. 

The fee shall cover the time for travel, the verification inspection, and the 

certificate preparation. Charge one hour for the first certificate on an application. 

For additional certificates requested by the same applicant at the same time, 

charge one half hour per certificate.

D. Dairy Verification Service

The applicant will be charged at the current hourly rate in effect in accordance 

with the Regulations, 7 CFR 52.42 which may be found at the following internet 

address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR. 

Charges will be assessed to cover the time for travel, verification inspection 

procedure, and preparation of the certificate.

Example: Various Processed Products Offered

One on-site verification is performed to cover four dairy items, and 

the applicant submits five samples of processed fruit and vegetable 

products. Charges to assess are as follows:

1.0 Hour driving time;

2.5 Hours verification inspection and preparation of the dairy 

export Certificate; and

2.0 Hours for product condition evaluation of the five 

processed fruit and vegetable items.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 24 of 192

5.5 Total hours assessed at current hourly rate.

E. Microanalysis

When such tests are requested by the applicant, or when required by an FDA 

defect action level or Division guideline, charges for microanalysis will be in 

accordance with section D. “Fees for chemical and microbiological analyses”.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 25 of 192

FUTURES 

The following instructions are for sampling orange juice products packed in tanker trucks for 

futures contracts when facilities have not contracted with SCI for in-plant continuous inspection 

services, but are contracted under an alternate Intercontinental Exchange (ICE) approved SCI

inspection program. ICE has changed the requirements for delivery and warehousing of futures. 

Continuous Inspection is no longer required for Frozen Concentrated Orange Juice (FCOJ). In 

addition, Not from Concentrate (NFC) orange juice has been added to futures contracts and does 

not require Continuous Inspection. Lot inspection as described below is acceptable for futures 

contracts.

When applicants request lot inspection of FCOJ or NFC loaded into tanker trucks for futures

contracts, follow these procedures:

A. Schedule inspection personnel to perform sanitation inspection of the processing 

facility and the bulk container(s) prior to loading. Complete and retain the 

Sanitation Score sheet FV 416-3 which can be found on the AMS Forms Catalog 

at the following intranet address: 

http://agnis/AMSFormsCatalog/Forms/AllItems.aspx.

Follow instructions in the AIM Inspection Series, Sanitation and Safety Manual

for recording, following up, and reporting deficiencies.

B. Draw samples of the product during loading into the tanker truck(s). Sampling of 

pre-loaded tankers is not authorized. 

C. Draw samples using one of the following procedures:

1. Automatic sampler - Use automatic samplers to obtain representative 

samples. Follow Division Instructions for set up and use of automatic 

samplers. (See the Automatic Samplers section in this Manual.)

2. Manually drawn samples - Draw representative, individual sub-samples 

randomly during the filling process. The frequency will be determined by 

the time it takes to fill the container. Draw the number of samples as 

specified in the Regulations, 7 CFR 52.38 Table III, Group IV, which may

be found at the following internet address:

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=C

FR. 

The “on-line” rate is authorized. 

D. Analyze and record the results for each individual sample at the facility. 

E. Bill applicants in accordance with Section A of this manual, under “Fee 

Computation”.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 26 of 192

Review Program for Concentrated Orange Juice for Manufacturing (OM) and Pasteurized 

Orange Juice (POJ) for Futures Contracts 

To ensure uniform grading of Futures deliveries, these instructions provide procedures for the 

review of product samples of OM that represent deliveries of Frozen Concentrated Orange Juice 

(FCOJ) Futures, and POJ that represent deliveries of Not From Concentrate (NFC) Futures. 

In January 2007, Intercontinental Exchange (ICE), Inc. acquired the New York Board of Trade 

(NYBOT), which was previously known as Citrus Associates of the New York Cotton 

Exchange, Inc. NYBOT is now known as ICE Futures US. ICE Futures US is regulated by the 

Commodity Futures Trading Commission, and has been designated as a marketer for contracts in 

FCOJ and NFC Futures buying and options on Futures. OM is produced to meet the 

requirements of an FCOJ Futures contract. POJ is produced to meet the requirements of an NFC 

Futures contract. ICE Rules Chapters 7, 13, and 25 are the source of most of the requirements 

for these commodities.

The U.S. Standards for Grades of Orange Juice effective January 10, 1983, are used as the 

standards to determine the grade and quality delivered on contracts, per ICE rules 13.02 and 

25.02. A USDA certificate is issued at the time of grading. In addition, ICE Futures US 

procedures require USDA, AMS, FV, SCI to perform a “grade review” for each lot SCI grades 

for ICE Futures US. Any delivery of FCOJ or NFC futures which fails the grade review is 

subject to penalties or remedies per ICE Rule 7.70. ICE Rules 13.02, 13.03, and 7.64 of the 

FCOJ rules state: 

“For FCOJ-A and FCOJ-B: “U.S. Grade A” with a Brix value of not less than 62.5 degrees, 

having a Brix value to acid ratio of not less than 14.0 to 1 nor more than 19.0 to 1 and a 

minimum score of 94 points, with the minimums for the component factors fixed at 37 points for 

color, 37 points for flavor, and 19 points for defects.

The maximum amount of bottom (sinking) pulp shall be twelve percent, and the percentage of 

recoverable oil shall not be less than 0.005 percent nor more than 0.020 percent. The maximum 

temperature allowed at tanker shipment is plus 20 degrees Fahrenheit.” 

Effective with the July 2009 delivery month, the country of origin requirements stipulate that the 

OM be produced from product of the United States, Brazil, Mexico, Costa Rica, or any blend 

thereof.

For NFC, the following is in accordance with Rules 25.02, 25.03, and 7.64 of the ICE Futures 

US:

“U.S. Grade A” Pasteurized Orange Juice conforming to Food and Drug Administration 

(FDA), 21 CFR 146.140, but without the addition of any of the optional concentrated 

orange juice ingredients referenced in CFR 146.140(b) and without the addition of 

optional sweetening ingredients referenced in CFR 146.140(c), with a Brix value of 11.5 

to 12.5 degrees having a Brix value to acid ratio of not less than 14.0 to 1 nor more than 

20.5 to 1 and a minimum score of 92 points, with the minimums for the component 

factors fixed at 36 for color, 36 points for flavor, and 18 points for defects; product shall 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 27 of 192

be 100 percent Florida origin. The maximum amount of bottom (sinking) pulp shall be 

fifteen percent and the percentage of recoverable oil shall not be greater than 0.035

percent. The maximum temperature allowed at tanker shipment is plus 35 degrees 

Fahrenheit.

ICE Futures US rules require USDA inspection for grade at the time of Futures delivery, 

as well as specifying a review program to monitor the quality requirements. The 

following reviews were put in place to meet these requirements:

1. Effective January 1992, all deliveries for FCOJ Futures will be reviewed 

by the Winter Haven Area office, (WHAO) Winter Haven, Florida.

2. Effective January 2007, all deliveries for NFC Futures will be reviewed by 

the WHAO, Winter Haven, Florida.

Note: Product declared by applicants as “Futures Quality” is not considered 

Futures product. 

3. SCI Responsibilities

a. Inform the applicant(s) about sampling, grading, billing, and 

review procedures;

b. Select and draw official sample units of product as it is being 

loaded for delivery; 

c. Inspect and grade OM/POJ, issue score sheets, distribute 

certificates, and retain a portion of the sample for review; and

d. Conduct product reviews to assure uniformity of grading and 

inspection at all facilities.

4. Grade reviews

SCI will conduct grade reviews as follows:

a. All sample units for review shall be officially drawn. Unofficial 

sample units submitted by the applicant will not be accepted.

b. Unless otherwise specified, all grade reviews will be conducted by 

the WHAO, on behalf of the ICE Futures US Inc.

c. The origin and facility identity will be unknown to the SCI

reviewers.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 28 of 192

5. Sampling procedure for review samples

Retain 2 six ounce (minimum) samples for each OM/FCOJ delivery (each 

mobile tanker) and retain two 24 to 32 ounce (minimum) samples for each 

POJ/NFC delivery. Of the two samples drawn, retain one sample. Submit 

the other sample to the WHAO for review. The sample MUST be 

delivered or sent into the WHAO for next day delivery, and should arrive 

at the WHAO Monday thru Friday, 0800 to 1630, not including holidays. 

Do not ship on Friday. Samples shall be adequately packed in insulated 

containers with sufficient cool packs to preserve product quality. Samples 

can be shipped in plastic bottles, or any other container that can be safely

shipped without breakage or leakage. Taped screw cap lids or sealed cans 

are preferred. Each sample shall be identified as indicated in Section 6 

below, and shall be accompanied by a score sheet, certificate (FV-149 or 

FV-146 as applicable), and the bill of lading. Associated submittal 

numbers shall be recorded on all paper work submitted with the samples.

Futures Sampling Reminder:

The sample must be representative of the lot. This will be the actual juice 

sample taken from the tanker. The sample must not be pulled from a 

blend tank or from a blend of storage tanks. It must also be the same 

sample which was graded and recorded on the score sheet.

6. Identification of review samples for submittal to the WHAO 

Mark all review samples with labels taped to each sample container. 

Submittal numbers are to be assigned to each review sample based on the 

fiscal year beginning with the number 1 and continuing with consecutive 

numbers throughout the fiscal year. An example of a label for marking the 

first submitted review sample of the fiscal year is as follows:

Futures Review Sample

Plant Name: John Doe and Company

Facility No: 6000

Date Inspected: 04/01/10

BL/Manifest No: B58505

Submittal No: 001
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 29 of 192

7. Notification of WHAO

The field office providing the inspection service will notify the WHAO of 

futures deliveries via email on a weekly basis. The message shall include 

the following information for each delivery:

• Facility No.

• BL/Manifest No.

• Submittal No.

• Certificate No.

• Date Inspected

8. Sample control procedure

The WHAO OIC will designate a control official for handling samples 

during the receipt and review process. When a Futures FCOJ/NFC sample

arrives in the WHAO, the designated control official will record the 

sample identification in a review log and assign a control number. The 

identification label will be removed to ensure that the origin and 

production facility are not disclosed during the review process. Only the 

control official will know the sample origin and production facility - he or 

she will not participate as a member of the review panel to determine

compliance with ICE Futures US. 

9. Review procedure 

The grade review will evaluate the product in accordance with quality 

requirements of the U.S. Standards for Grades of Orange Juice and the 

ICE Futures US Rules as follows:

a. FCOJ Futures (Graded as OM)

(1) Reconstitution

The review sample will be reconstituted to a corrected Brix 

of 11.8 degrees.

(2) Color

The quality factor of color will be determined using a 

USDA approved colorimeter. The minimum color score 

for FCOJ Futures is 37 points. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 30 of 192

(3) Defects

The quality factor for defects will be determined by visual 

examination. The minimum defect score for FCOJ Futures 

is 19 points.

(4) Flavor

The quality factor for flavor will be determined 

organoleptically. The minimum flavor score for FCOJ 

Futures is 37 points.

(5) Documentation

The reviewers will report the score points for each quality 

factor for each assigned control number to the control 

official. The control official will record the results of the 

flavor panel scores and other results in the review log as 

final documentation. 

(6) Notification of Review Results

Results of the review in relationship to the production 

facility and origin are confidential and will be available 

only to authorized ICE Futures US representatives. A 

summary will be provided quarterly to the Division

Director. 

b. NFC Futures (Graded as POJ)

(1) Color

The quality factor of color will be determined using a 

USDA approved colorimeter. The minimum color score 

for NFC Futures is 36 points. 

(2) Defects

The quality factor for defects will be determined by visual 

examination. The minimum defect score for NFC Futures 

is 18 points.

(3) Flavor

The quality factor for flavor will be determined 

organoleptically. The minimum flavor score for NFC 

Futures is 36 points.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 31 of 192

(4) Documentation

The reviewers will report the score points for each quality 

factor for each assigned control number to the control 

official. The control official will record the results of the 

flavor panel scores and other results in the review log as 

final documentation. 

(5) Notification of Review Results

Results of the review in relationship to the production 

facility and origin are confidential and will be available 

only to authorized ICE Futures representatives. A 

summary will be provided quarterly to the Division

Director.

10. Billing for review samples

The Winter Haven Area office will bill the applicant one hour for each 

review sample at the current hourly rate shown in the Regulations, 

7 CFR 52.42 which may be found at the following internet address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=C

FR.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 32 of 192

Review Program for Apple Juice Concentrate (AJC) Futures 

The AJC sampling and testing process begins when a Minneapolis Grain Exchange (MGEX)

Regular warehouse contacts a Specialty Crops Inspection (SCI) Division field office to schedule 

sampling of AJC product. The SCI scheduler must collect the warehouse name and the number 

of test lots as well as any other information that is required by SCI to schedule a test. Sampling 

appointments must fall within three business days of the initial notification from the warehouse.

Note: A Regular warehouse is a warehouse authorized by MGEX to participate in the AJC 

Futures Program. A warehouse contact list can be found in Appendix 1 of the Apple Juice 

Concentrate Manual at www.mgex.com/ajc/ .

Procedures

A. At the time of scheduling, the warehouse must provide the Certificate of Analysis 

(COA), the production manifest provided by the producer, and a Warehouse 

Management System (WMS) report listing the individual drums/bins contained in 

each test lot to the SCI field office by their preferred method (fax or email). The 

warehouse email address/fax number must be able to receive the completed test 

results from SCI as well. Prior to making the sample selection(s) SCI must ensure 

that the WMS report of the test lot provided by the warehouse clearly identifies 

the COA lot number (identifying a unique production run) listed on the COA 

and/or the production manifest.

B. Upon receipt of the documentation described in A., SCI must verify that all 

product specification(s) listed on the documentation received from the warehouse 

meets MGEX delivery specification requirements as shown on the following 

page. If any contract specification is not met, the warehouse must be contacted

and the sampling appointment canceled. If the sampling appointment is cancelled 

subsequent to this verification process, SCI may assess an administrative charge 

of two hours or actual time, whichever is greater, at the current lot rate. 

C. If no link between the WMS Report, the COA and the manifest can be 

established, SCI must contact the warehouse to notify them of the issue. Unless 

the issue can be promptly resolved by the warehouse, SCI must cancel the 

sampling appointment until the warehouse submits the proper documentation. 

D. SCI must identify its random test sample drum(s)/bin(s) and notify the appropriate 

warehouse no later than the close of business on the following business day that 

the documents described in A. are received. After receipt of this information, the 

warehouse will prepare the drum/bin for testing.

E. The SCI inspector must complete or review an applicant completed FV-356 

Application for Inspection and Certificate of Sampling. The form must identify 

the test lot number, test lot size (number of drums/bins), the entire COA number, 

the type of container (drums/bins), and the number of samples drawn from the lot. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 33 of 192

MGEX Apple Juice Concentrate Futures Contract 

Specifications

Brix (degrees) Minimum 70.0°

Acid (Malic, weight/weight, %) 1.0 - 2.2

Color (transmittance @ 440 

nm) > 40 %

Turbidity (NTU) ≤ 3 NTU

Thermoduric Acidophilic Bacilli 

(TAB) < 1 cfu/10 mL

Total Plate Count (TPC) < 1,000 cfu/mL

Patulin @ single strength ≤ 50 ppb

Yeast < 500 cfu/ml

Flavor

Characteristic of ripe, mature 

apples with no off flavors or 

aromas.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 34 of 192

Sampling

A. On the day of sampling, the SCI field inspectors must arrive at the warehouse at 

the scheduled time and notify the appropriate contact person at the regular 

warehouse upon arrival. The SCI field office will charge the warehouse for travel 

time to and from the warehouse at the current lot rate.

B. Prior to the AJC sampling, the SCI inspectors must ensure that the label of the 

drum/bin selected for sampling clearly identifies the COA lot number listed on the 

COA and manifest. If any other information is on the label, it must meet MGEX 

contract specifications. If the COA lot number is not listed on the label, the SCI

inspector must ensure that the producer manifest clearly links the drum/bin to the 

proper COA/production run. The production label or WMS label must identify 

the correct drum/bin that was selected for sampling. If the drum or bin is not 

labeled, the SCI inspector must verify with the warehouse that the proper drum or 

bin was pulled as requested. 

C. The warehouse must assist SCI in all matters required for sampling such as 

providing a sanitary sampling environment. The SCI inspector must also observe 

the unsealing of the container. 

D. Using sanitary utensils and containers, supplied by the warehouse, the SCI

inspector will pull:

• one (1) eight ounce sample for SCI,

• three (3) eight ounce samples for Science and Technology (S&T), and 

• one (1) eight ounce retain sample for a total of five (5) samples per production lot. 

If the warehouse does not supply appropriate containers, both cups and lids, the 

SCI office may charge the warehouse for containers supplied by the USDA.

 

E. Immediately after drawing the samples, the SCI inspector should label all five (5) 

samples with the test lot number. The SCI inspector shall place the samples in a 

cooler with adequate cool packs for transport to the respective testing locations.

SCI inspectors will have an appropriate number of coolers depending on the 

sample size taken. 

F. After the samples have successfully been drawn from the container, the SCI

inspector must affix a “USDA TESTED” label, supplied by the warehouse, on the 

sampled drum/bin. The inspector must also observe the warehouseman re-sealing 

(closing) the drum/bin using the appropriate warehouse method. 

G. If there is any noncompliance with the sampling procedures above, SCI must 

cancel the sampling appointment unless the issue can be promptly resolved by the 

warehouse. Should the product owner wish to continue the testing process even 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 35 of 192

though the issue is not resolved, the MGEX USDA Letter Report (see example 

Letter Report) must not be used to issue testing results.

H. Form FV-637 Laboratory Sample Submittal Sheet must be completed for S&T 

and for SCI. The SCI inspector must submit the appropriate paperwork with the 

samples. The FV-637 must contain the test lot number in the “Lot No.” field and 

the four requested analyses, TAB, TPC, Patulin and Yeast in the “Analysis 

Requested” field. 

I. The SCI inspector shall mark the sample to be shipped for grading by SCI with 

the test lot number and drum/bin number and SCI on the lid and cup. 

J. S&T receives three (3) samples. The SCI inspector should mark each cup and lid 

with S&T (for Science and Technology), plus the test lot number and drum/bin 

number. Indentify the specific analysis each sample is to be tested for by marking 

one sample cup TPC (total plate count) and Yeast, the second sample cup Patulin 

and the remaining cup TAB (Thermoduric Acidophilic Bacilli). 

K. The retained sample shall be marked SCI, the test lot number, the drum/bin 

number as well as the word “retain”. 

L. The sampling office shall keep the retained sample for a minimum of thirty (30) 

days from the date of sampling. Any retained samples must be stored below 32 

degrees Fahrenheit within 6 hours of sampling.

M. Samples shall be adequately packed in insulated containers with sufficient cool 

packs to preserve product quality. If at any time the samples are not stored 

correctly or the SCI security strips are broken other than by the sampling/grading 

office, the sample is void and unusable. 

N. All samples must be properly packed (as stated in G. above), and shipped 

overnight to the appropriate labs for testing on the same business or the next 

available business day following when the sample was taken. If, due to the timing 

of sampling, same day shipping cannot be performed, the sampling office must 

store the samples below 32 degrees Fahrenheit within 6 hours of sampling and 

ship the samples on the following business day. The SCI office will charge the 

warehouse actual shipping expense and preparation time to ship samples to the 

appropriate location. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 36 of 192

Issuing a Letter Report

Upon receiving test results from the samples taken, the SCI office issuing the Letter Report must 

ensure the following when issuing a USDA Letter Report for delivery against an MGEX futures 

contract to the warehouse. (USDA Report FV- ####):

A. The USDA Letter Report must contain the following:

1. Unique USDA Letter Report Number

2. The name and address of the warehouse storing the tested AJC

3. Date in which the AJC was sampled

4. Date in which the associated AJC was produced (from COA)

5. The Test Lot number identified by the warehouse requesting the sampling

6. The drum/bin numbers sampled by the SCI inspectors

7. Product specifications for MGEX delivery listed on the COA must be 

identified under the Applicant’s COA Results: column

8. USDA test results must be listed under USDA Analysis: column of the 

Letter Report

9. The Letter Report must also identify whether product tested meets or fails 

MGEX contract specifications as noted in the “Meets/Fails” column of the 

Letter Report. 

B. All Letter Reports must be issued to the warehouse within two (2) business days 

from the completion of all tests or a maximum of fifteen (15) business days from 

sampling. The Letter Report must be issued by email. The letter may be faxed if 

the inspection office is unable to issue the letter by email 

C. SCI must keep copies of issued Letter Reports for a minimum of five (5) years 

and have the ability to re-issue a previously issued Letter Report should the 

original be lost or misplaced. 

D. Any re-issued Letter Report issued as a result of the scenario described in C.

above, must be clearly marked “Duplicate.” Any re-issue will result in an 

administrative charge of one hour at the current lot rate. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 37 of 192

Example Letter Report

WHL – (####) (Issue Date)

(Warehouse Operator)

(Warehouse Address)

(Warehouse Address)

Dear: (Warehouse Operator),

This report details the results of the analysis on one sampling of Apple Juice Concentrate (AJC) that our department drew on 

(sample date). The samples were drawn from (drum/bin) number (###) from Test Lot number (###) as established by the 

warehouse. The Certificate of Analysis (COA) presented to our department at the time of sampling represents lot number

(###) and production date (###) establishing the applicant’s connection to the COA and the production run established by the 

applicant’s lot.

In conducting the analysis, our department verified that all AJC product characteristics listed on any document obtained in the 

sampling process meets or exceeds Minneapolis Grain Exchange, Inc. (MGEX) AJC futures contract specifications. The test 

results are provided below and are used to provide verification that AJC product represented by Test Lot number (###) meets 

or fails MGEX AJC futures contract specifications.

DATE SAMPLED:(sample date)

APPLICANT (Warehouse Operator) 

Test LOT # (See above)

DRUM/BIN (See above)

MGEX AJC Futures Contract 

Specifications

Applicant’s 

COA Results USDA Analysis Meets/Fails

Brix (degrees) Min 70.0 70 71.0 Meets

Acid (Malic, weight/weight,%) 1.0 - 2.2 1.86 1.92 Meets

Color (transmittance@ 440 nm) > 40% 50 % 68% Meets

Turbidity ≤ 3 NTU 1 NTU ≤ 3 NTU Meets

Thermoduric Acidophilic Bacilli (TAB) < 1 cfu/10 ml < 1 cfu/10 ml < 1 cfu/10 ml Meets

Total Plate Count (TPC) < 1,000 cfu/ml < 1,000 cfu/ml < 1,000 cfu/ml Meets

Patulin @ single strength ≤ 50 ppb 10 ppb ≤ 50 ppb Meets

Yeast ≤ 500 cfu/ml 300 cfu/ml ≤ 500 cfu/ml Meets

Flavor Characteristic of mature 

apples with no off flavors or 

aromas.

mature Typical Meets

 

Based on the test results listed above, the sample (Meets or Fails) the MGEX AJC Futures specifications.

Sincerely,

(NAME, TITLE)

USDA-AMS-FV-PPD

123 Third Street, S.E.

Juiceville, FL 12345

cc: ____________

123 Third Street, S.E.

 Juiceville, Fl 12345
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 38 of 192

Billing

The SCI field office performing the sampling duties for the AJC Futures verification program 

will charge the warehouse for travel time to and from the sampling location, shipping expense 

and preparation time to ship the samples to the appropriate location. SCI may also charge for 

sampling containers, if not supplied by the warehouse, and any cancellation charges that may 

apply. If a warehouse(s) requests sampling in more than one location in the same day, please see 

you immediate supervisor for clarification of billing charges.

The grading office shall charge three (3) hours per verification sample(s) tested. 

Science and Technology Division (S&T) will be responsible for billing the warehouse for the 

analysis S&T performs.

Shipping Samples

The sampling field office shall ship the SCI sample, completed FV-356 Application for 

Inspection and Certificate of Sampling, and a copy of the FV-637 Laboratory Sample Submittal 

Sheet for S&T and COA (s) to the Winter Haven Office:

ATTN: Officer in Charge

USDA-AMS-FV-SCI

98 Third Street, S.W.

Winter Haven, Fl 33880

Office: (863) 294-7416

Fax: (863) 294-5219

The S&T samples, and the FV-637 Laboratory Sample Submittal Sheet and COA(s) shall be 

shipped to the National Science Lab:

Roger Simonds, Laboratory Manager

USDA-AMS-National Science Laboratory

801 Summit Crossing Place, Suite B

Gastonia, NC 28054

Office: (704) 867-3873

Fax: (704) 853-2800
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 39 of 192

GENERAL INSPECTION 

Initial Grading Procedures

The order of examination for quality, analytical and microanalyses is much the same for most 

products. Generally factors that are affected by exposure to the air are evaluated first, such as 

Color. For some products such as jams, jellies and applesauce, Consistency is the first 

consideration. 

Another general rule is to make the physical and organoleptic examination before analytical and 

micro tests, cooking or any other tests that do not require the product to be intact or that would 

not be affected by the results of other testing.

Familiarity with the product, its grade standard, and any additional grading instructions is 

essential in starting grading procedures.

The color factor is more critical in some products such as mushrooms and sweet-potatoes, but in 

all cases there is a tendency for product to become dull and somewhat darkened on exposure to 

air. Color should be evaluated soon as possible after the container is opened.

After obtaining net weights, be alert for any abnormal product or container characteristics upon 

opening containers. 

A. In the case of dried fruits, look for darkening, sugaring, etc. 

B. For jams and jellies, check for mold in the head space area. In low moisture fruits 

and fruit juice crystals (or powder), look for "caking".

C. For frozen product, look for abnormal appearance, color and/or odor. Observe 

amount of frost, ice crystals, layer of ice, dehydration, shattered or broken units 

(as in broccoli and asparagus).

D. For canned product, look for darkening in the head space area, particularly, with 

light colored products such as applesauce. 

E. Also visually check the head space of canned fruits and vegetables. Often the 

actual measurement is unnecessary since the can is obviously filled to more than 

90 percent of its capacity. As a general rule, check the headspace of any sample 

units that have a low net weight, or appear to have a low content level. This is 

done easily with a head space gauge.

F. After emptying cans to determine fill of container and/or drained weight, check 

metal cans for internal defects such as severe detinning or rust. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 40 of 192

Determining Net Contents 

A. Definitions

"Gross weight" is the weight of the packaged unit including both the food and the 

primary container.

"Tare" or "tare weight" is the weight of the empty, clean, dry primary container in 

which the food is packaged.

"Net weight" is the difference between the gross weight and the tare weight. It is

the weight of the food itself, including any packing medium

B. Scales

Scale accuracy and sensitivity to one tenth of an ounce is adequate for most 

grading purposes. In some instances greater sensitivity may be necessary. For 

example it may be necessary to weigh small packages in gram units rather than 

ounces. Individual procedures for specific products will incorporate such 

requirements. 

Check scales frequently to verify that they are accurate and in proper working 

order. A standardized weight or set of calibrated weights may be used for this 

purpose. These weights must be kept clean and damage free, and not used for 

routine weighing operations.

C. Rules for Reading Scales

Tares - Electronic scales can zero tare weights exactly. If using a mechanical 

scale, read to the higher mark. For example, if the scale is graduated in tenths of 

an ounce and the weight of the tare can is between 1.3 and 1.4 ounces, read the 

weight as 1.4 ounces. 

When the tare has been established, the tare bar may be adjusted accordingly and 

the net weights can be read directly. If there is no predetermined tare, take gross 

weights first and determine the tare weight after containers are empty, clean and 

dry. Record net weight by subtracting the tare weight from the gross weight. 

Gross, Net and Drained Weight - Read to the lower mark. For example, if the 

scale is graduated in tenths of an ounce and if a package of asparagus weights 

between 10.3 and 10.4 ounces, read as 10.3 ounces.

D. Taking Net Weights

Place containers on the scale in the center of the pan for an accurate reading. If 

there is any residue on the containers such as frost on the exterior surfaces of 

frozen food packages, remove such material before weighing. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 41 of 192

E. Measuring Net Contents

When the product is fluid in nature use the following methods to determine net 

contents or volume.

1. Convert Net Weight to Fluid Ounces

After determining net weights as indicated above, convert to volume 

measurement with the following formula:

Net Weight (oz) X 0.9614

Fill (fl. oz.) = Specific Gravity @ 20 degrees C.

Example -- Tomato Juice No. 3 cylinder

Net Weight - 49.2 ounces

Refractive Index (20 degrees C) - 1.3415 (See AIM Inspection Series, 

Technical Procedures Manual, Sucrose Conversion Table to obtain 

Specific Gravity) Specific Gravity - 1.02289

(49.2) (0.9614) 47.3

Fill = 1.02289 = 1.02289 = 46.24 fl. oz. 

2. Measuring Flask

Glass flasks are available that are accurately calibrated for measuring 

volume of liquids. The flask is calibrated for volume of a liquid at a 

standard temperature, usually 20 degrees C. The legend is etched on each 

flask. The fluid product being measured must be at this temperature for 

accuracy. It is also important to avoid incorporating air into the liquid 

when filling the flask. To do so, always pour the liquid slowly down the 

side of the flask. Heavier products such as tomato juice, nectars, etc., 

must stand after filling the flask to permit any trapped air to escape.

Determining Tare Weight

These procedures applies to all types of primary containers -- cans, glass, fiber, etc., except 

polyethylene or other thin plastic film when the weight of the primary container is quite uniform 

and is a very small percentage of the total gross weight. In such uniform light weight poly-bags, 

a single bag from the lot may be used as the tare.

When the tare involves cartons, the liquid from frozen products such as frozen sliced 

strawberries soaks into the fiber during the freezing period. Rather than using new or air-dried 

cartons, use soaked cartons wiped with a dry towel to determine the tare for such a lot. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 42 of 192

A. Field Office Procedures, Option 1 - Average Tare

Wash, dry and weigh 3 empty containers from the lot. Subtract the smallest 

weight from the largest. Using this number, determine the minimum total number 

of containers to be weighed for the tare according to the Table below. The larger 

the variations between containers the more samples are needed to determine the 

average tare for the lot.

Range of First Three Minimum Number Containers 

Container Weights to Determine Tare

Ounces Grams Containers Needed

0 to .10 0 to 2.83 3

.10 to .20 2.84 to 5.67 6

.20 to .25 5.69 to 7.08 9

.25 to .30 7.09 to 8.50 15

.30 to .35 8.51 to 9.92 20

.35 or greater 9.53 or greater 25

B. Field Office Procedures, Option 2 - Two Heaviest

If it is impractical or impossible to weigh the number of containers called for in 

the above Table, or if the applicant desires, use the average weight of the 2 

heaviest of the 3 containers as the tare.

C. In-Plant Inspection, Option 1 - Average Tare

Select at random 15 empty containers and lids, and weigh them (collectively, if 

possible). Use the average weight from these 15 containers as the tare. Make this 

tare determination at least once per day, normally early in the shift and again at 

any time there is a change in the supply of containers. 

D. In-Plant Inspection, Option 2 – Pre-weighed Tare

Weigh the tare containers, and mark these containers with their respective 

weights; or identify the containers with the tare weight recorded on the worksheet. 

Pass these pre-weighed tare containers through the filler, and capture them after a 

point where there is no further chance to alter the fill. Subtract the appropriate 

tare weight from the gross weight to determine the net weight of each container. 

E. In-Plant Inspection, Option 3 - Heaviest Tare

In some instances the plant may wish to use the heaviest of the 15 weighed cans 

as tare. Or if in line control is based on subgroups of, for example 5 cans, the 

heaviest of the 5 may be used as the tare. This option should only be used when 

the plant requests such restrictive control.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 43 of 192

Determining Drained Weight

Tare a dry, empty 8 mesh sieve (except use a 2 mesh sieve for Canned Tomatoes). Use the 8 

inch diameter sieve for smaller capacity containers, and the 12 inch diameter sieve for larger 

containers. Rest one edge of the tared sieve on the side of a grading tray approximately 2 1⁄2 

inches deep. This will produce a sieve slope angle of about 15 to 17 degrees. Distribute the 

product evenly on the screen, except for canned spinach which is not spread on the screen. Drain 

for two minutes without disturbing the product, except to invert halves of fruit that are obviously 

holding pockets of syrup.

At the end of two minutes, place the sieve on the scale and read the drained weight directly. To 

expedite grading and examination of the product, it is ideal to have several sieves standardized to 

a particular weight. This can be done through careful selection of sieves, and the addition of 

solder or stainless steel washers and wire to increase the lighter sieves to the weight of the 

heaviest. By using a single tare on the scale, standardized sieve weights will allow multiple 

drained weight samples to be weighed sequentially at the end of the two minute draining period.

Do not re-tare the sieves after the first weighing. Any slight residue remaining on the mesh is 

considered a part of drained weight. Re-taring the sieve would offset this small increment of 

weight. However, the sieve should be washed if there is excessive build-up of material and 

syrup. This is often seen when draining Canned Apples, for example.

Grade or Compliance Determination

When inspection for quality is based on any U.S. grade standard with a scoring system, there is 

an allowance for samples that fall below the quality of the indicated grade. Lot sizes range from 

3 sample units to 29 sample units, based on the type of containers and the size of the lot. Apply 

the following acceptance numbers (the number of sample units that may fall outside the indicated 

grade). If these numbers are not exceeded, the lot as a whole can meet the grade. (See the AIM 

Inspection Series, Sampling Manual.) 

LOT INSPECTION:

Sample Size (No. of Sample Units)

Acceptance Number 1/

3

0

6

1

13

2

21

3

29

4

ON-LINE IN-PLANT 

INSPECTION: 

Sample Size (No. of Sample Units)

Acceptance Number 1/

3

0

6

1

6

1

13

2

21

3

1/ Indicates the number of grade deviants allowed for the sample size of the lot
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 44 of 192

However there are other considerations before a final grade for a lot can be determined. See A. 

through F. below.

The Regulations, 7 CFR 52.13, which may be found at the following internet address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR, states in part: 

“ Inspection service shall be performed on the basis of the appropriate United States standards 

for grades of processed products, Federal, Military, Veterans Administration or other 

government agency specifications, written contract specifications, or any written specification or 

instruction which is approved by the Administrator.”

Unless otherwise approved by the Administrator, compliance with such grade standards, 

specifications, or instructions shall be determined by evaluating the product, or sample, in 

accordance with the requirements of such standards, specifications or instructions: Provided,

that when inspection for quality is based on any U.S. grade standard which contains a scoring 

system, the grade to be assigned to a lot is the grade indicated by the average of the total of the 

scores of the respective sample units: Provided further, That -

A. Such sample complies with the applicable standards of quality promulgated under 

the Federal Food, Drug, and Cosmetic Act;

B. Such sample complies with the product description;

C. Such sample meets the indicated grade with respect to factors of quality which are 

not rated by score points; and

D. With respect to those factors of quality which are rated by score points, each of 

the following requirements is met:

1. None of the sample units falls more than one grade below the indicated 

grade because of any quality factor to which a limiting rule applies;

2. None of the sample units falls more than 4 score points below the 

minimum total score for the indicated grade;

3. The number of deviants does not exceed the applicable acceptance number 

indicated in the sampling plans contained in Sec. 52.38 (“deviants”, as 

used in this paragraph, means sample units that fall into the next grade 

below the indicated grade but do not score more than 4 points below the 

minimum total score for the indicated grade); 

E. If any of the provisions contained in paragraphs (b) (3) and (4) of this section are 

not met, the grade is determined by considering such provisions in connection 

with lower grades in succession until the grade of the lot, if assignable, is 

established; and

F. When it is determined that a portion of a lot bearing a particular identification 

mark is of lower quality or deficient in other factors, the grade or compliance of 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 45 of 192

the lot shall be no higher than that of the portion bearing the particular 

identification mark. 

The Regulations also state in 7 CFR 52.38 that: Except as otherwise provided for in this 

section in connection with in-plant inspection and unless otherwise approved by the 

Administrator, samples shall be selected from each lot in the exact number of sample 

units indicated for the lot size in the applicable sampling plans. The lot size is to 

correspond to a sample size with a maximum of 29 sample units: Provided, that at the 

discretion of the inspection service, the number of sample units selected may be increased 

to the exact number of sample units indicated for any one of the larger sample sizes 

provided for in the appropriate plans. The samples size may be increased beyond 29 

sample units in accordance with the following sampling plan:

Sample Size 38 48 60

Acceptance Number 5 6 7
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 46 of 192

Deviants/Worse than Deviants

A. Multiple Deviants on a Single Sample Unit

Many U.S. Standards provide allowance for several kinds of deviations within a 

single quality factor. Related deviations on a single unit should be counted only 

once. Unrelated deviations should be counted for each deviation. This procedure 

should be followed whether the product has a score point or an attribute standard. 

Examples:

Related defects ("off-suture" and “partially detached piece") on a single peach 

half:

Count the unit against partially detached pieces. Don't count the unit 

again under off-suture.

Unrelated defects ("off-suture" and "poor color") on a single peach half:

Count the half twice, against both off-suture and poor color.

B. Administrative Allowances for “Worse than Deviants”

This instruction outlines the Division policy of accepting “worse than deviants” 

for quality. This does not apply to sample units containing foreign material 

(GNC). 

The Division Regulations do not provide any tolerance or acceptance criteria to 

cover sample units that are “worse than deviants.” However, administrative 

discretion permits an infrequent occurrence of a sample unit that is “worse than a 

deviant” with respect to quality factors. 

1. “Worse than Deviant” Allowance

An infrequent sample unit - 1 in 48 - will be permitted to be “worse than 

deviant.” 

A sample size of 48 is not typically graded during in-plant inspection, and 

the maximum sample size for lot inspection is 29. So a “worse than a 

deviant” would not be acceptable under normal circumstances. However 

the applicant may request that additional samples be drawn from the lot to 

make up to 48 samples. If these additional samples contain no further 

“worse than deviant” units, the lot is considered acceptable. 

2. Application of Allowance

If a lot meets the 1 in 48 infrequent occurrence criteria, the offending 

factor is scored at the lower limit permitted for a deviant for the grade, and 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 47 of 192

included with other deviants for lot acceptance and certification.

Example:

If a sample unit in a Grade “A” lot is “Substandard” account maturity, it is 

considered a “worse than deviant.” If a total of 48 units are graded and 

contain no additional “worse than deviant” samples, the offending sample 

unit is scored at the lower limit of the Grade B range for maturity, and 

included with other deviants for lot acceptance and certification.

3. Segregation and re-inspection

a. In-Plant

If an item fails by having two or more sample units in 48 that are 

“worse than deviants,” the packer may segregate the lot and offer it 

for re-inspection if:

(1) It is consecutive production not containing any “worse than 

deviants” and

(2) The portion is separately identified by sub-code from any 

portions containing “worse than deviants” or

(3) It is a sub-code with only one “worse than deviant.”

Example:

21 sample units were graded from a product consisting of 8 subcodes. The item fails because it contains a “worse than deviant” in 

sub-code 7.

If the applicant requests, a total of 48 samples may be graded. If 

no additional “worse than deviants” are found, the lot is accepted.

If another “worse than deviant” is found in the additional sample 

units, for example in sub-code 2, the lot fails, but may be 

segregated and re-inspected as follows:

Assume 6 sample units have been graded from each sub-code. 

• No sub-codes may be passed without further examination.

• Sub-codes 3, 4, 5, and 6 may be combined per a. (1) and (2) 

above. Twenty-four more sample units (to total 48) from these 

four codes must be graded.

• Since they are not consecutive sub-codes per a. (1) above, 1 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 48 of 192

and 8 must be examined separately, with an additional 42 

sample units checked from each sub-code. 

• Sub-codes 2 and 7 must also be examined separately, each with 

an additional 42 sample units graded. No additional “worse 

than deviant” is permitted in either of the two codes.

b. Lot Inspection

If a lot fails by having 2 or more sample units in 48 that are “worse 

than deviant,” the applicant may segregate the lot and offer it for 

re-inspection if:

(1) It consists of code marks not containing any “worse than 

deviants”, or

(2) It is a code mark with only one “worse than deviant.”

Example:

21 sample units were graded from a lot consisting of 6 code marks. 

The lot fails because one “worse than deviant” is found in code A.

If the applicant requests, a total of 48 samples may be graded. If 

no additional “worse than deviants” are found, the lot is accepted.

If in the 27 additional sample units any additional “worse than 

deviants” are found (for example, one in code A and one in code 

C), the lot fails, but may be segregated and re-inspected as follows:

Assume 8 sample units have been graded from each code.

• No codes may be passed without further examination.

• Codes B, D, E, and F may be combined per b. (1) above. 

Sixteen more sample units (to total 48) from the 4 codes must 

be graded.

• Code C must be examined separately with an additional 40 

sample units graded. No additional “worse than deviants” are 

permitted.

• Code A may not be re-inspected, as it already has 2 “worse 

than deviants” in 48 sample units.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 49 of 192

Scoring Individual Quality Factors

Most score point grade standards evaluate and score each quality factor independently. Some of 

these factors are closely related. Most attributes grade standards evaluate the quality factors 

collectively. However, some factors (e.g., color in frozen field peas) are set to separate sampling 

plans in attribute standards.

Unless otherwise cited in the standards or grading manuals, evaluate each quality factor without 

consideration of other quality factors.

Alien Vegetables

The following guidelines provide for the uniform classification of small units of "alien" 

vegetables (e.g., diced turnips in diced carrots, corn in peas, lima beans in speckled butter beans, 

etc.) when accidentally included with other vegetables. 

The standard sample unit size shall be 10 ounces (284 grams), or multiples of 10 ounces. If 

multiples are used, divide the number of 10 ounce increments to obtain the average number of 

"alien" units per 10 ounces.

Unless the U.S. Standards for Grades provide for "dissimilar varieties" (e.g., frozen field peas 

and frozen black-eyed peas), classify each offending alien unit as minor, major or severe.

A. Minor

Similar in size, shape, and color, such as lima beans in butter beans, chopped kale 

in chopped collards, diced parsnips in diced turnips.

B Major

Similar in size and shape, but different in color, such as diced carrots in diced 

turnips, lima beans in speckled butter beans.

C. Severe

Different in size, shape or color, such as corn in peas, diced carrots in cut green 

beans, black-eyed peas in lima beans.

Products that contain alien vegetables shall be considered as meeting the labeled component(s) if 

all the allowances in the U.S. Standards for Grades (if any) are satisfied, and the tolerances in the 

table below are met.

Total (Minor + Major + Severe) Major Severe

Average number per 10 ounces 6 2 1
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 50 of 192

Inspection Procedures for Fruit Concentrates, Nectars, and Purees

This instruction provides general guidelines for the uniform inspection of fruit concentrates, 

nectars, and purees. Similar techniques may also be applied to vegetable purees, which may not 

be covered by a U.S. Standards for Grades. However, there are Commercial Item Descriptions 

(CID's) that have established salient characteristics and product requirements related to these 

products. CIDs may be found on the USDA, SCI home page at the following internet address: 

http://www.ams.usda.gov/AMSv1.0/processedinspection. From the SCI homepage, in the “I 

Want To” box on the top right of the screen, click on the “Find a Standard or CID” link. This 

will take you to the current CIDs available.

A. Definitions

1. Fruit Concentrate

Pulped and/or chopped fruit from which a substantial portion of the water 

has been removed. The Brix reading of the product is at least two times 

that of the juice of the fruit.

2. Fruit Nectar

A pulpy fruit drink prepared by blending fruit juice and/or pureed fruit 

pulp or whole fruit equivalent with water or syrup to a specified fruit 

content by weight, usually in the range of one-half by weight of fruit pulp.

3. Fruit Puree

Pulped and screened fruit which may or may not have a portion of the 

water removed. The Brix reading of the product is usually less than two 

times that of the juice of the fruit.

B. In-plant inspection of raw materials

Observe the quality and condition of the raw product used to prepare the finished 

product. Good initial product wholesomeness should lead to good processed 

product wholesomeness.

Observe the effectiveness of the washing process in removing dirt and other loose 

material, and the effectiveness of the trimming and removal of decayed and 

unsound fruit. Report any deficiencies to the appropriate plant contact person.

C. Non-Quality Factors

1. Fill of Container

Be sure to measure the headspace of any containers with low net contents 

to determine if they meet the recommended headspace allowance. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 51 of 192

2. Brix or Refractive Index

Determine the refractive index on all quality samples. 

3. Total Acidity

The total acidity (anhydrous citric acid) may be important to the end user. 

When total acidity is determined for concentrates and purees, express the 

result as wt/wt; when determined for nectars, express the result as wt/vol.

D. Quality Factors

1. Color

Determine the factor for color on the finished product. 

Procedure: 

Nectars Pour a well mixed aliquot into a 11⁄4"-11⁄2" diameter 

glass cylinder for color evaluation. 

Concentrates Dilute sample to same Brix used for defect 

and Purees determination. Pour a carefully diluted aliquot into 

a 11⁄4"-11⁄2" diameter glass cylinder. Consider both 

the diluted aliquot and the finished product when 

making color determination.

"Good color" means that the color is bright and typical, and is free from 

any slight brown or dull color due to oxidation, scorching, or other causes.

"Fairly good color" means that the color is typical and may have a slight 

brown color due to oxidation, or may be slightly dull. 

"Poor color" means the product is off color for any reason.

Color descriptions for "Good" color (also see applicable CID for color):

Apricot A bright orange color, free from brown cast.

Peach A bright color ranging from light-yellow to orange-yellow, 

free from any material dullness or green tinge.

Pear A color ranging from yellow-white to beige-white. A slight 

dull tinge is typical. The color shall be free from any 

material dullness or dark cream tinge.

Apple A color ranging from a whitish to a golden yellow, or may 

show a slight green tinge characteristic of the variety. A 

good color is normally slightly translucent and shiny.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 52 of 192

2. Defects

a. Sample Size

Defects in these products usually originate in the fruit pulp. They 

may be caused by poor trimming of the fruit, or from faulty 

machinery such as broken screens, or improperly set brushes or 

paddles in the finishers. Other defects such as dark specks may 

come from burned coils or improperly cleaned tanks or machinery.

For all nectars, use a 200 gram sample of the finished product for 

defect determination. For all concentrates and purees, use a 100 

gram sample after dilution to the following Brix level for defect 

determination.

Apricot 14.5 ± 0.5 degree brix

Peach 11.0 ± 0.5 degree brix

Pear 13.5 ± 0.5 degree brix

Apple 14.0 ± 0.5 degree brix

Nectarine 11.0 ± 0.5 degree brix

Prune 19.0 ± 0.5 degree brix

b. Evaluation 

Pour the sample into an approximately 12x19 inch large, shallow,

white bottom tray, and spread the material evenly over the bottom 

surface. Use the table below as a guide to evaluating defects.

Defects Practically Free 1/ Reasonably Free 2/

Particles of pit exceeding 1/16 1 3

inch in greatest dimension

Dark specks exceeding 1/16 but 1 4

not 1

/8 inch in greatest dimension

Dark specks exceeding 1/8 but not 0 1

1

/4 inch in greatest dimension

Total of above, plus dark specks 12 36

1

/32 to 1/16 inch, light specks

exceeding 1

/32 inch, and particles

of pit 1/16 inch or less

 1/ Total of above, plus any other defects that do not materially affect appearance

 2/ Total of above, plus any other defects that do not seriously affect appearance
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 53 of 192

3. Flavor and Odor

Good flavor and odor means that the finished product shall have a normal 

flavor and odor, characteristic of ripe and properly processed fruit, and 

shall be free from any objectionable flavors and odors including traces of 

bitter or immature flavor.

E. Analysis

Prepare the sample for mold analysis in accordance with instructions in the AIM 

Inspection Series, Foreign Material Manual. 

Products Packed with Sauce, Garnish, or Seasonings

The following instructions concern Division policy on the applicability of the U. S. Standards to 

products which have added sauce, garnish, or seasonings, whether or not specifically mentioned 

in the standard. The same principles apply to all methods of processing. 

Examples: 

Frozen Peas with Petite Onions 

Frozen Broccoli with Cheese Sauce 

Canned Asparagus with Butter Sauce 

Because the U. S. Standards do not generally include sauces and garnishes as a part of product 

description, misunderstandings have led to incorrect certification of such products as “No 

Applicable Grade.”

A. Policy

Division policy is to consider the U. S. Standards for the principal item as 

applicable to those products packed "with" or "in" or "seasoned with" another 

ingredient. Consider the U. S. Standards for both items as applicable to those 

products packed "and” another ingredient. 

Examples:

For “Frozen Peas with Onions” the primary ingredient would be considered peas, 

and the U. S. Standards for Frozen Peas would be applicable. Onions would be 

considered a garnish.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 54 of 192

For “Canned Peas and Onions” the product is considered a “mixture” of two 

principal items packed together. In this case, each component should be graded 

on its applicable standard. In this example, the product would be certified as: 

PRODUCT: CANNED PEAS AND ONIONS 

GRADE: PEAS – U. S. GRADE A or U. S. FANCY 

ONIONS – U. S. GRADE B or U. S. EXTRA STANDARD 

B. Inspection procedure

It may be difficult to grade certain products because of the presence of a sauce, 

seasoning or garnish. In general, these should be removed by washing and 

draining from the main product prior to grading. Then the principal ingredient 

can be evaluated in accordance with its U. S. Standard. Observing the quality of 

various ingredients prior to mixing can be helpful under in-plant inspection.

Consideration should be given to the effect of the garnish or seasoning on the 

appearance and eating quality of the end item. For example, if lima beans are 

packed in butter sauce that has a rancid flavor which carries over into the end 

product, certify the product as substandard. 

Example:

GRADE: SUBSTANDARD account off-flavor (rancid flavor in butter sauce) 

Some sauces may contribute a flavor that one inspector finds distasteful, such as a 

pungent or sharp cheese sauce. This would be normal for the particular sauce and 

should not be "flagged" because of the inspector’s personal likes or dislikes. 

C. Official marks

Our policy permits grade labeling and use of official marks on products 

considered to be covered by the applicable U. S. Standard for the principal 

ingredient. 

Those using official marks on such products need to furnish the Division with 

some indication that the ingredients used are wholesome and of good quality. 

Under in-plant inspection, it is frequently possible for the inspector to verify that 

the in-going ingredient is of acceptable quality. In some instances it may be 

necessary to secure a grading certificate or other official document from another 

commodity program (e.g. Dairy) indicating that the added ingredient is a 

wholesome product. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 55 of 192

Emerson Good Samaritan Food Donation Act 

The Emerson Act is Public Law 104 – 210. By giving the Act the full force and effect of law, it 

serves to encourage the donation of food and grocery products to nonprofit organizations for 

distribution to needy. The full text of the Emerson Good Samaritan Food Donation Act may be 

found at the following internet address: http://www.gpo.gov/fdsys/pkg/PLAW104publ210/html/PLAW-104publ210.htm.

Disposition of Samples

Division employees must exercise ethical standards and proper conduct in the disposition of 

samples of processed products. Failure to comply with product disposition procedures as 

described in these instructions may result in appropriate disciplinary action.

Under no circumstance shall any Division employee be permitted to remove any product 

for personal use from any processing plant, grading office, inspection point, or from any 

other site where official grading is performed. This includes product from containers that 

have been opened as well as product from unopened containers.

The Regulations Governing Inspection and Certification of Processed Fruits and Vegetables and 

Related Products found in 7 CFR 52.12 (which may be found at the following internet address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR) states "Any 

sample of a processed product that has been used for inspection may be returned to the applicant, 

at his request and expense; otherwise it shall be destroyed or disposed of to a charitable 

institution."

The area field office supervisor will make sure that all product is returned to the applicant or 

disposed of in accordance with Division policy. A product disposition log will be established for 

all grading sites when product samples are returned to the applicant or donated to a charitable 

organization. Product disposition records shall be maintained for a period of three years. 

The product disposition log may consist of entries made in a spiral notebook, or on sheets of 

paper in a 3-ring binder. The log shall name the grading site and must include the following:

A. Date product returned/donated;

B. Product (example: canned green beans);

C. Quantity (example: 6 cases - various size containers);

D. Name of organization receiving samples; and

E. Signature of individual accepting the samples.

Contact your supervisor with any questions regarding the procedure for recording the disposition 

of samples or the method used to dispose of samples. An example guide is shown on the 

following page.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 56 of 192

Donated/Returned Product Disposition Log

Date Product Quantity Organization 

Receiving Samples

Signature of 

Receiving Individual
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 57 of 192

IN-PLANT INSPECTION 

In-Plant Inspection is the term applied to the type of inspection service in which a USDA 

inspector is assigned to a specific plant under a formal contract. The Inspector will establish the 

grade and condition of all products covered by the agreement, and performs other duties as 

required by the contract or by administrative approval of the Division. In-Plant Inspection is 

further designated as either Continuous Inspection (Type 1 or 2) or Pack Certification. 

Note: The Quality Assurance Program (QAP) is a separate inspection program. See the 

AIM Inspection Series, QAP Manual for QAP-specific information.

Types of In-Plant inspection

A. Continuous Inspection

Continuous Inspection (Type 1) is the type of In-Plant Inspection in which an 

inspector is stationed in the plant during all stages of food preparation and 

processing, during any re-packing operations, and during any operations which 

will remove or change the original code placed on containers (e.g., re-labeling 

frozen products when the code is perforated in the label). Aside from product 

grading and certification, In-plant duties include:

1. Monitoring the plant’s Sanitation Standard Operating Procedure (SSOP) to 

assure the sanitation policies are satisfactory and executed effectively;

2. Case stamping, or checkloading and condition of container when requested 

by the management for certification;

3. If removal of “Approved Identification” marks is required, verify their 

removal from container labels.

B. Plant-Assisted Continuous Inspection (PAC)

The PAC program (also known as Type 2 Continuous Inspection) is a voluntary 

program designed to give facilities under continuous inspection an alternative 

means of utilizing SCI personnel. The PAC program requires that at least one 

SCI inspector be present in a facility whenever the facility is running. In this 

respect, it is the same as Type 1 Continuous Inspection. However, PAC is 

designed to utilize plant-supplied personnel to perform certain inspection duties 

while under the direction of SCI personnel. 

SCI inspectors are assigned to processing facilities with continuous year-round, 

in-plant contracts after the plant meets the Plant Survey requirements listed in the 

Regulations, 7 CFR 52.81, which may be found at the following internet address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR. A 

SCI Plant Systems Audit is acceptable in lieu of the SCI Plant Survey for the PAC 

program.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 58 of 192

This program will enable a processor to use SCI in-plant inspection procedures, 

sampling plans, instructions, and acceptance and rejection criteria. Designated 

grade marks and the “OFFICIALLY SAMPLED” stamp may also be used. 

1. Guidelines for Development of a PAC Program

a. Letter Agreement

SCI and Plant management establish a mutual agreement on plant 

assigned personnel and their duties. This agreement will detail the 

assigned plant personnel’s specific job requirements and 

responsibilities while under SCI direction. The details will be 

outlined in a signed Letter Agreement, which will be maintained 

on file by SCI. The original will be filed at the plant, and a copy 

filed at both the area field office and the Regional offices.

b. Training

The plant provides employees with the basic training necessary to 

perform their job responsibilities. 

SCI will train and test plant personnel on performing specific tasks 

according to guidelines in SCI instructions and procedures. The 

results of the training and testing program will be used to evaluate 

the plant employee’s performance and competency. We then 

designate which job functions the plant employee may perform.

We work alongside plant employees to assure satisfactory 

completion of assigned duties. We provide feedback to 

employees’ supervisors, and may provide plant employees with 

additional training.

We maintain records on plant personnel participating in the 

program, and inform plant management if a plant employee 

demonstrates unacceptable performance. Plant management may 

select another employee to perform required tasks, and we will 

assist with training of the new employee. The Letter Agreement 

will be updated with the new employee’s name and his or her 

assigned tasks.

c. Certification

Only SCI inspectors may sign USDA Certificates of Quality and 

Condition, and USDA Certificates of Loading.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 59 of 192

2. Letter Agreement

A Letter Agreement will be prepared for the signature of the SCI Officerin-Charge and plant management. This will show the name of each plant 

employee assigned to assist the SCI inspector, and each employee’s job

function(s) under PAC. An example of an acceptable Letter Agreement is 

shown below. The tasks contained in the Letter Agreement will indicate a 

brief description of the job function. The task may be unique to the 

operation in a specific plant and for a particular product. Tasks for a plant 

employee assigned to assist the SCI inspector in sampling and other 

routine tasks may include but are not limited to the following:

a. Start of shift and during shift:

Sanitize equipment (food contact surfaces).

Draw samples from lines per SCI instructions.

Records time sample is drawn and container code mark.

Determines and records net weight of each container.

Records vacuum and quality score point values as directed.

Prepares sample for mold count as directed.

b. End of shift:

Cleans laboratory and grading equipment

Sanitize food contact surfaces.

The SCI Inspector-in-Charge shall file the original Letter Agreement with 

the in-plant contract, and provide a photocopy to the area field office and 

to plant management. The Letter Agreement must be updated whenever a 

plant employee not listed on the document is trained and assigned a task to 

assist the Inspector-in-Charge.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 60 of 192

United States Department of Agriculture

Agricultural Marketing Service

Fruit and Vegetable Program

Specialty Crops Inspection (SCI) Division

Letter Agreement – Plant Assisted Continuous Inspection Program

 Plant Assigned Personnel

I (We) ____________________________, located at ___________________________________

 Plant Official(s) printed name (Plant name and address) 

_______________________________ hereby agree to assign the plant personnel shown below 

to assist the Specialty Crops Inspection (SCI) Division inspector in performing certain routine 

tasks as listed:

NAME TASKS DATE 

 ASSIGNED

EXAMPLE

The above employees will be under the direct supervision of the SCI Inspector-in-Charge in the 

performance of the above tasks. The plant employee will have access to all written instructions 

describing the procedure or method that is relevant to the job function, and if applicable, a job 

instruction sheet will be prepared to describe the tasks.

_____________________________________ ______________________________________

By (Print & Sign Name of Plant Management) By (Print and Sign Name of Officer-In-Charge

_____________________________________ _______________________________________

Title Title

_____________________________________ _______________________________________

Date Date

EXAMPLE
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 61 of 192

3. Reporting performance

If the performance of a plant employee assigned to assist SCI under a 

Letter Agreement is satisfactory, the Inspector-in-Charge can inform plant 

management verbally. For any occasion that plant employee performance 

is unacceptable, plant management should be notified in writing. A 

memorandum should be prepared stating the name of the employee, the 

task(s) that the employee is assigned to perform, and deficiencies in the 

employee’s performance of a particular task. Recommendations for 

achieving acceptable performance, such as additional training, should be 

included. If it is necessary to remove the employee from an area, the 

Letter Agreement should be revised immediately to remove the employee, 

and a courtesy copy of the revised Letter Agreement sent to the Officer-inCharge. If plant officials refuse to remove an employee who has 

demonstrated repeated unacceptable performance, contact your supervisor. 

C. Pack Certification

Pack Certification is another contracted service of inspection and grading in an 

approved plant. For this service, one or more inspectors may make inspections of 

the preparation and processing of products under contract, but are not required to 

be present at all times the plant is in operation.

1. Under a Designated Lot contract, inspectors will sample, grade, and 

certify only those lots designated by the applicant.

2. Under a Quality Assurance (QA) contract, inspectors use information 

available from the applicant’s quality control records to certify lots, as 

requested. The inspector(s) grade lots at random as often as necessary to 

verify the reliability of the applicant’s quality control system.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 62 of 192

The Role of In-Plant inspection

The primary purpose of in-plant inspection is to inspect and certify the quality of all products 

covered by the agreement. Formal certificates are issued on those lots specifically requested by 

the applicant or contractor. Other advantages of in-plant inspection include:

A. Rapid grading and certification on the applicant’s premises. Since inspectors are 

available to certify designated lots upon request, results may be obtained quickly, 

which is a significant advantage. 

B. Assisting the applicant in maintaining desired quality levels. Although USDA 

inspectors are not to function primarily as quality control personnel, their duties 

are often closely integrated with the plant quality control program. Their 

constructive suggestions may assist in achieving and maintaining good quality. 

C. Assuring compliance with specifications or contract requirements for those 

factors that can only be readily checked by in-plant observation. Such factors 

include the proportion of fruit in preserves and jellies, the time and temperature of 

blanch, the fruit-sugar ratio in frozen fruits, the fill weights for canned fruits, and 

domestic origin requirements.

D. Maintaining regular checks on plant sanitation and condition of raw materials.

E. Assisting in compliance with Food and Drug Administration (FDA) regulations 

and requirements of state and municipal regulatory agencies.

In addition to the above, plants operating under an In-Plant Inspection Contract may use 

approved inspection and/or grade marks on their labels and in their advertising programs, as 

specified in the Regulations.

Services provided by the Applicant under In-Plant inspection

In-plant inspection services provided by the applicant include but are not limited to the 

following:

A. Adequate product identity and quality segregation, maintained from the plant to 

warehouse by means of proper coding and warehousing.

B. Adequate office space adjacent to the laboratory facilities with suitable desks and 

office equipment for the proper care and security of inspection records. 

Equipment shall include a lockable drawer, file cabinet, or locker.

C. Access to office equipment to maintain or communicate records, and clerical 

assistance as needed to issue certificates. If the plant has a computer network 

established within the premises, USDA inspectors should be permitted network 

access to facilitate communication between plant management and USDA.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 63 of 192

D. Access to processing, packaging, and production reports. These are vital to 

sampling and preparation of daily inspection reports and certificates.

E. Janitorial service for the laboratory and office. This may include the washing of 

pans and other inspection equipment. The inspector should encourage this as 

standard practice. 

Note: Laundry service is sometimes provided by plants, which may include furnishing 

towels or lab smocks and coats. However, this is not considered a required 

service. The inspector is responsible for his or her own proper attire. 

F. As appropriate, provide extra assistance to the inspector. 

There may be circumstances under which the inspector requires temporary help 

during an in-plant assignment. A request for a plant employee assigned to 

perform specific tasks for the SCI inspector may be made to plant management.

Plant assigned employees must have a clear understanding of their job functions, 

be well trained, and have access to required written procedures, methods, and 

instructions related to job functions. Plant assigned assistance is a good 

management tool that can enhance SCI's efficiency.

Assigned plant employees are under the direct supervision of the SCI inspector in 

charge. To verify accurate performance of duties, the Inspector must observe the 

plant employee performing designated tasks several times daily. If a task is 

performed incorrectly, the inspector in charge will document the error and the 

time it occurred on the reverse side of the score sheet, tally sheet, or on a separate 

memo. The Inspector will inform the area supervisor of the problem, and counsel 

the plant employee and/or provide additional training to ensure the task will be

performed properly in the future.

If the assigned task is performed incorrectly after the employee has been 

counseled and/or trained, advise plant management of the situation and request 

that they select another person capable of performing the required task(s).

Note: These instructions are not applicable to the assignment of plant personnel 

under the Quality Assurance Program (QAP) and other Division Verification 

(Audit) Programs.

A letter agreement will be prepared for the signature of the plant official to show 

the name of each plant employee assigned to assist the SCI inspector and the 

employee's job function(s). Please see “Section B, Part 2, PAC, Letter 

Agreement” under “Types of Pack” for examples and descriptions.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 64 of 192

Basic Facility Requirements

The minimum, basic facilities for adequately performing inspection duties are required for all 

types of In-Plant Inspection services. These requirements vary between plants, depending on 

plant size, quality and quantity of production, nature of the products packed, and length of 

packing operation. A plant under a seasonal contract may not be as elaborately equipped as a 

plant under year-round inspection, but the basic needs still must be met. The lab should be well 

organized and large enough and to adequately house the equipment needed to perform the 

required inspection procedures. 

The plant shall provide the following equipment and materials as needed:

1. Grading table with adequate and approved lighting.

2. Grading trays of sufficient size.

3. Accurate scales.

4. Potable water source.

5. All necessary lab supplies, such as glassware, chemicals, and handling 

equipment.

6. Any other miscellaneous equipment such as specifications and inspection 

aids.

7. The lab should have adequate counter space to perform all required 

inspection duties, and be designed to be cleanable.

A. Approved Lighting 

When grading processed fruit and vegetable products, approved lighting sources 

are used to make critical color evaluations and comparisons. USDA approved 

lighting sources include the following (other sources may be used if the alternate 

sources are equal to or better than those listed; and approved through the National 

Office): 

• Macbeth Examolite Model TC-440 B (no longer available; replaced by 

Examolite SD-840)

• Macbeth Examolite EBA-220 Light Box (no longer available; replaced 

by Macbeth Spectralight II 75B no longer available; replaced by 

Macbeth Spectralight II); and 

• Macbeth Munsell Disk Colorimeter (no longer available)
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 65 of 192

1. Macbeth Examolite Model TC-440 B

Properly installed, the Macbeth Examolite Model TC-440 B is designed to 

provide a color and spectral quality of illumination close to north sky 

daylight at 7500 degrees Kelvin. These approved lighting fixtures deliver 

approximately 100 foot candles of intensity, and are suitable for table 

lighting of most routine grading activities. Two diffusing glass 

replacement panels are available; the water white prismatic tempered glass 

panel and the optional matte white, UV stabilized, 1/8-inch acrylic panel.

a. Installation

Ideally, two or more units are suspended from the ceiling,

approximately 4 feet above the surface of the table. It is 

recommended that light from the fixtures overlap the table by 1 to 

2 feet on all sides. If this is not feasible, you should confine your 

color judging to the area of the table that is well illuminated by the 

light source.

b. Operation

The walls and ceiling of the grading room should be painted a light 

neutral gray, preferably to match Munsell N8. Color chips 

matching this color can be obtained from the Macbeth Corporation,

or paint matching this color can be purchased from your local paint 

supplier. Walls should be painted with a flat or eggshell luster.

Interfering sources of artificial light should be turned off, and 

direct rays from the sun should be avoided when using the 

Examolite. If the room contains windows adjacent to the grading 

table, the light from the windows should be sealed off by either 

painting the panes or using tight fitting light gray colored shades, 

venetian blinds, or drapes.

c. Maintenance

The Macbeth Examolite fixture has been purposely designed 

without a ventilation system, and is not absolutely dust tight. Dust 

and lint will change both the intensity and the color of the lighting. 

Therefore the entire unit, reflector, lamps, tubes and diffusing glass

should be cleaned at least every six months, and more often under 

dusty conditions. To clean, the diffusing glass is removed and 

washed with soap and water, then thoroughly rinsed and dried so 

that no film of soap remains on the glass.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 66 of 192

The interior of the Macbeth Examolite fixture is painted with the 

same baked finish that is used on a refrigerator. Fixture surfaces 

should be washed with soap and water at the same time as the 

lamps and tubes are cleaned. 

The Macbeth Examolite fluorescent tubes maintain their intensity 

and color better than other fluorescent tubes, and have a life of 

approximately 7,500 hours. However after 6,500 hours, there is a 

considerable change in all fluorescent tubes. The special 

Examolite incandescent lamps have a life of approximately 5,000 

hours. To maintain the standard color quality and intensity of 

illumination, all tubes and lamps must be operating. Any burned 

out lamps and/or fluorescent tubes must be replaced before 

operating.

Depending on usage, all fluorescent tubes and incandescent lamps 

should be replaced at least every 2 years. Keep a log card or 

attached sticker on each unit showing when the fixture was last relamped so the maintenance schedule can be maintained. 

d. Supplies

(1) Fluorescent lamps - 7500K (CIE D75) 

40-watt rapid-start Macbeth F40T12/EX

Part No. 59006230

(2) Incandescent lamps -

33-watt Macbeth 33WA19/EX long-life

Part No. 59006240

(3) Prismatic "Water white glass" diffuser

Part No. 27005110

(4) Matte White UV Stabilized Acrylic diffuser

Part No. 27004410

Available from:

X-Rite Incorporated, Munsell Color Services www.xrite.com

4300 44th Street SE, Grand Rapids, MI 49512

Telephone: (877) 888-1720, Fax: (616) 803-2076, (800)-248-9748

The following list of fluorescent lamps are designed to provide 

color and spectral quality of lighting equal to or better than the 

Macbeth lamps for official grading of processed fruit and 

vegetable products. If it becomes necessary to replace the 

fluorescent lamps in the Macbeth fixture with lamps other than 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 67 of 192

Macbeth, remove the incandescent lamps from the fixture. It is not 

necessary to remove the lighting diffuser from the Macbeth fixture.

(1) For lamps using T12 and T16 electronic ballasts:

Color Classer 75 http://www.durotest.com/fluor.CM.html

12401 McNulty Road, Suite # 101

Philadelphia, PA 19154

Sales: 1-800-289-3876 Ext. 4269, Fax: 1-888-959-7250

Customer Service: 1-800-289-3876 Ext. 2117

E-mail: info@duro-test.com

(2) For lamps using T8 electronic ballasts:

F32T8/75 (48”, 32 watts, 7500K)

F25T8/75 (36”, 25 watts, 7500K)

F17T8/75 (24”, 17 watts, 7500K)

Visual Color Systems, Inc. 

http://visualcolorsystems.com/index.html

PO Box 93, Mountaindale, New York 12763

Phone: 1-845-434-2646, Fax: 1-845-434-6115

(3) General Electric Chroma 75 or Sylvania Designer 7500K

Purchase at a local G.E. lighting supplier

(4) Ballast (if needed): 

Purchase at a local electrical supply house

Match to lamps being used (T8, T12, etc.)

2. Macbeth Examolite EBA-220 Light Box (no longer available) and 

Macbeth Munsell Disk Colorimeter (no longer available)

The Macbeth Examolite Light Box Model EBA-220 and the Macbeth 

Munsell Disk Colorimeters are designed to deliver in excess of 150 foot 

candles of intensity. These units are used to make critical color 

evaluations and comparisons.

a. Installation

The unit should be installed in a place that is relatively free from 

most extraneous light. If this is not possible, temporarily close out 

daylight, or turn off other inside lighting when the unit is in use.

Place the lighting unit on a shelf or a table at a height that will 

allow easy viewing by the inspector. The unit should be plugged 

into an alternating current receptacle that will deliver from 105 to 

115 volts without radical fluctuation. Before installation, select a 

receptacle that is not on the same circuit with equipment requiring

a heavy intermittent load.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 68 of 192

b. Maintenance

These units may deliver varying degrees of illumination due to 

deterioration. To minimize deterioration, use the following 

schedule:

(1) Completely re-lamp the unit at the beginning of each new 

processing season;

(2) Remove the diffusing glass and carefully wash with soap 

and water. Make sure the glass is reinstalled in the unit 

with the waffle pattern UP, the fluted pattern DOWN and 

the ribs of the flutes PARALLEL to the fluorescent tubes.

(3) Over the years, the gray paint on the sample holders, and 

perhaps the box holders, will wear. Repaint them as 

needed. Use the same paint color instructions as previously 

described in "Operation" under the Macbeth Examolite TC440 B section.

Use extreme care while handling and cleaning the two 

Corning blue glass filters of the Disk Colorimeter. These 

filters provide the proper color temperature as well as the 

required foot candle intensity.

c. Supplies

(1) Fluorescent lamps for EBA-220; 20 watt, 120 volt 

F20T12 CEWX

(2) Incandescent lamps for EBA-220; 15 watt, 120 volt, inside 

frost 15A-15IF

(3) Incandescent lamps for Disk Colorimeter

R46-300 watt reflector flood lamps

The above supplies may be available from your local electrical or 

lighting company. 

3. Ordering supplies

Take advantage of available discounts when purchasing the fluorescent 

tubes and incandescent lamps noted above. These can often be purchased 

on a carton basis from your local electrical supply house or lighting fixture 

company. However replacement diffuser glasses are available only from 

the supplier of the lighting fixture.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 69 of 192

The SCI Inspector

Since the SCI Inspection Service is a service organization, there are certain expectations of SCI

Inspectors working under In-Plant assignments. 

A. Service versus Regulatory Authority

SCI inspectors do not have regulatory authority. Our organization does not 

“shut down the plant.” This role is in the hands of various State agencies and the 

FDA. SCI inspectors will perform their duties within the scope of their authority. 

As a service provider, the Division serves to assist processors and other applicants 

by offering third party, independent grading and certification services. An 

inspector may diplomatically offer suggestions and alert processors to the 

existence of regulatory issues. However, the inspector’s primary function is to 

inform the applicant of the quality and condition of products inspected, and to 

issue various reports as needed.

B. Competence

Inspectors are expected to be well versed on official procedures relevant to the 

needs of the plant, and be able to provide accurate information to plant 

management. They must keep up-to-date on instructions issued by the Division,

and be completely familiar with the appropriate U.S. Standards, U.S. Code of 

Federal Regulations, applicable state statutes and other rules, regulations, and 

specifications pertinent for the particular plant. The inspector must have a good 

knowledge of the functions of plant equipment, operations, and procedures

C. Decisions

The decisions made by inspectors may affect the methods of operations and have 

a financial impact on the applicant. These decisions should be timely and limited 

to the grading and inspection service performed. Every effort should be made to 

ensure that an assigned grade is correct. When monitoring plant operations, 

inspectors should seek to identify production problems such as mislabeling, 

incorrect codes and under-filling of containers as soon as possible. Many 

situations can be addressed by applying current instructions. However, if 

circumstances that are not addressed arise, contact your supervisor immediately.

D. Uniformity

A processor expects to receive the same service - impartial, uniform interpretation 

and application of U.S. Standards, specifications, and regulations - as any other 

applicant operating under In-Plant Inspection. Inspectors are to promote a “level 

playing field” by applying current guidelines equitably to all applicants. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 70 of 192

E. Demeanor of Inspectors

Inspectors shall:

1. Demonstrate tact and a reasonable, level temperament;

2. Maintain confidentiality of company processes, formulations, operations 

and other proprietary information; and

3. Present a neat, professional appearance.

F. Appropriate Workplace Attire Policy

The purpose of this policy is to clearly define the standard of attire expected of 

SCI employees. 

SCI employees need to project a professional image in keeping with our standing 

in the food industry. Clothing should be clean, neat, modest, and contribute to a 

professional appearance. Footwear should closed-toed with closed heels. In 

certain working conditions, inappropriate clothing and footwear can pose safety 

hazards to employees. It is therefore particularly important that attire be 

appropriate for the employee's work environment without hindering the

performance of their duties. 

Inappropriate attire is any clothing that is unclean, unkempt, torn, frayed, or does 

not project a professional image as normally acceptable in the workplace. In 

particular, any clothing that reveals underwear or personal body areas (i.e., 

midriffs, cleavage, buttocks, bare shoulders, underarms etc.) is inappropriate. 

Some examples of inappropriate attire include sweatpants, pajamas, exercise 

pants, spandex, shorts, see-through clothing, short or tight skirts, spaghetti strap 

dresses/tops, tank tops, muscle shirts, t-Shirts (except as stated below), fishnettype shirts, sports jerseys, beach-type clothing, jeans with holes, excessively 

baggy clothing, and flip-flops.

Because of the requirements of their duties, there are additional guidelines for 

inspectors performing in-plant assignments. In plant inspectors are required to 

wear white from the waist up, or a white lab coat or smock. Inspectors shall not 

wear t-shirts unless required by the type of work environment (e.g., incoming 

raisin inspection), or mandatory plant-specific policies (e.g., no clothing with 

buttons allowed in the plant). Under these circumstances, t-shirts worn must not 

display writing or graphics, with the exception of an official USDA logo. In a 

facility that maintains a no-button policy, the inspector is still required to wear a 

smock or lab coat. 

While working lot inspection or in-plant, inspectors shall follow Food and Drug 

Administration, current Good Manufacturing Practices. This includes wearing 

bump hats or hard hats, and following proper practices regarding hair restraints 

(hairnets and beard nets, if applicable), jewelry, and nail polish. No open-heeled 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 71 of 192

or sandal-type shoes shall be worn. Inspectors shall also follow any additional 

plant-specific policies as appropriate. 

Remember, our customers are paying for our services. They deserve service 

provided by clean, well-groomed, properly-dressed professional USDA 

employees. We need to be the ones setting a good example - anything less is 

unacceptable. If you have any questions concerning this memorandum, feel free 

to contact your supervisor or the Regional/National offices.

G. Inspector’s Guidelines for Acceptable Behavior

The following provides guidance and reminders to inspectors to ensure effective 

delivery of service:

Above all, BE COURTEOUS.

Keep matters on a businesslike basis.

Be prompt in reporting to duty. It is always a safe practice to be 15 minutes early.

Be friendly, but not overly so. 

Know the rules for ethical conduct and ensure they are followed. Refrain from 

inappropriate language, gestures, and actions.

Do not visit with inspectors in other plants unless you have business to discuss.

Avoid non-professional behavior.

As a representative of the Department, be aware of how your official activity is 

perceived when in plant. Avoid watching television, reading a newspaper or 

magazine, using cell phones for non-emergency personal calls, operating personal 

electronic equipment, and other activities which are not service oriented unless 

special circumstances exist.

If you are in a situation which could cause embarrassment to you and/or the 

Department, please remove yourself from it and/or contact your immediate 

supervisor for assistance.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 72 of 192

Points of Emphasis

DO

Do establish with plant management the chain of command of individuals to 

whom information pertaining to our inspection service is to be given and the 

specific information to be given each such individual.

Do report the failure of machinery or equipment to the attention of plant 

management---immediately.

Do report to the plant management marked changes in any of the quality factors

or in such things as fill, net weight, vacuum, labeling issues, and syrup densities.

Do report to the plant management any sanitation shortcomings. Follow through 

for prompt plant action since monitoring of sanitation for compliance with GMPs 

is one of the principal functions of In-Plant Inspection Service. Document all 

Sanitation deficiencies and corrective actions. Unsatisfactory conditions at a 

facility are very serious matters and can result in a recommendation of withdrawal 

of service if not properly addressed by plant management. 

Do be familiar with U.S. Grade Standards, applicable Commodity Specifications, 

FDA regulations, and State requirements. 

Do be diplomatic when talking with plant personnel. Use an organized approach 

to communicate issues and problems to plant management. Use tact when 

making any suggestion or constructive criticism with management. Choose a 

time which will not interfere with plant operations and will not cause personal 

irritations. TACT, when dealing with plant management and personnel, cannot be 

over stressed.

Do develop communication channels, which may include established times and/or 

means, which facilitate efficient sharing of information with appropriate plant 

contacts.

Do deal with people with whom you come into contact as a result of your official 

duties with dignity, courtesy, and respect. 

Do inform the IIC or your supervisor of any significant plant issues whether they 

are resolved or unresolved.

Do accompany FDA inspectors on plant tours. Avoid becoming involved in 

controversies between FDA and plant management. Maintain a neutral but 

cooperative attitude. Thoroughly familiarize yourself with current instructions 

pertaining to FDA plant inspections. Notify your supervisor when you become 

aware of an upcoming visit by FDA to the plant.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 73 of 192

Do ask qualified plant personnel to open complicated equipment, if necessary for 

you to draw samples or check sanitation, rather than to open it yourself. (Follow 

Company Lock Out-Tag Out Procedures)

Do follow all company safety and operating procedures and policies.

Do ensure the accuracy of all official documents

DO NOT

Do not make recommendations, suggestions, or criticisms of any degree or kind to 

the employees of the plant. These should be made only to the plant management 

or designated personnel as appropriate.

Do not incorporate recommendations, suggestions, or criticisms in the DIR.

Do not give instructions to the plant management on changes in the packing 

operations that you believe should be done. Instead, offer these as suggestions for 

their consideration. Their decisions shall be considered as final. 

Do not give instructions to any plant employees except assigned plant assistants 

who work under your direction.

Do not take it upon yourself to stop, slow down, or speed up the operations of 

production equipment for any reason. Explain the situation to the management 

and leave that decision to them.

Do not assert that you have regulatory or “police” authority.

Do not repair or adjust production equipment for any reason. Explain the 

situation to the management and leave that decision to them.

Do not engage in arguments. If you disagree with someone on a particular matter, 

you may make your opinion known, if appropriate with regard to the 

circumstances, but it must be done in such a way that it does not alienate or 

intimidate the other party. 

Do not enter into discussions between the processors and growers regarding the 

quality of the raw product or other matters.

Do not punch a plant time clock. Follow set T&A procedures established by the 

Division.

Do not accept gratuities or bribes. Follow Division/Program/Agency/Department 

steps to report such activity.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 74 of 192

Do not give information acquired through your official duties at a plant to anyone 

not connected with the plant except your supervisors. Maintaining confidentiality 

of plant information is required under the Trade Secrets Act.

Do not allow visitors to interfere with your work.

Do not smoke in the plant or warehouse, only smoke in designated areas.

Do not bring visitors, outside inspectors, or family members into the plant unless 

plant management is consulted and approval is given. Be sure work will be 

carried on in your absence before taking time to show them through the plant.

Do not make statements without being sure the information is correct.

Do not show official documents to non-designated plant personnel or leave such 

documents where they might be seen by anyone other than designated plant 

personnel unless authorized to do so by plant management.

Do not display or leave unattended information restricted to USDA personnel. 

Confidential guides or correspondence should not be placed on desks or in other 

places where they may be observed or copied by unauthorized persons.

Do not allow unauthorized access to USDA computers or computer equipment. 

Do not share your USDA computer password(s) with others.

Do not use phones, including cell phones, for personal calls, including cell 

phones, unless necessary and within Division guidelines.

Do not use personal electronic devices unless their use is in the delivery of 

service.

Do not discuss plant business such as (but not limited to) finances, plant 

processes, and production figures with anyone except designated plant personnel.

Do not conduct personal business during duty hours.

Do not abuse break privileges.

Do not conduct activities related to personal hygiene (e.g., shaving, brushing your 

teeth, etc.), in the plant lab.

Do not wear unsecured jewelry or other similar objects.

Do not sleep at the plant, even during break periods.

Do not enter into controversial arguments regarding procedures or discuss plant 

quality with outside buyers.

Do not enter into contentious discussions with plant personnel concerning 

controversial topics (e.g., politics, religion, divisive current news events, etc.).
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 75 of 192

H. Current Good Manufacturing Practices (GMPs)

It is important to remember that while inspectors are working on an in-plant 

assignment, they must follow all of the GMPs for the plant. This includes, but is 

not limited to, such things as: the use of hair nets (and proper covering for 

beards/moustaches if applicable); fingernails should be clean; nail polish should 

not be worn; jewelry should not be worn. Pens, pencils, and other items should 

not be in a shirt or smock pocket. The inspector should not create any other 

condition or engage in any other practice that would be considered unacceptable 

under the GMPs.

I. Employee Signature of a Firm’s Hygiene, Health and Confidentiality Statements

Specialty Crop Inspection (SCI) Division employees and Federal-State 

Inspection Program (FSIP) cooperators while performing inspection and audit 

activities must comply with a firm’s employee and visitor hygiene/sanitation 

policies (i.e., use of hair, beard or head coverings, no jewelry, and wear coveralls 

or protective clothing and boots as required). If required, you may read, fill out, 

and certify a firm’s visitor hygiene/sanitation/safety policy statement. 

We have been informed through our general counsel that we are not to complete 

questionnaires or sign releases for health information. SCI Division policy 

regarding personnel is in accordance with the Food and Drug Administration, 

current Good Manufacturing Practices, 21 CFR 110:

 

Disease Control Any person who by medical examination or supervisory 

observation is shown to have, or appears to have, an illness, open lesion, 

including boils, sores, or infected wounds, or any abnormal source of 

microbial contamination by which there is a reasonable possibility of food, 

food-contact surfaces, or food packaging material becoming contaminated 

shall be excluded from any operations which may be expected to result in 

such contamination until the condition is corrected. Personnel shall be 

instructed to report such health conditions to their supervisors. 

SCI Division employees should not sign confidentiality statements from 

applicants. We are not in a position to commit the government to confidentiality 

statements. SCI Division has an established history of providing inspection 

service and audit programs that have maintained the confidentiality of an 

applicant’s information. Federal employees are generally prohibited from 

disclosing confidential information by “United States Code: Title 18 – Crimes and 

Criminal Procedure: Part 1 – Crimes; Chapter 93-Public Officers and Employees; 

Section 1905, disclosure of confidential Information Generally. The penalties for 

not adhering to this regulation are imprisonment, monetary fines and removal 

from service.”

SCI Division policy is that that company plans and relevant company documents 

reviewed during the audit will not be removed from the facility. Also documents 

sent to SCI Division for review are to be stamped as "CONFIDENTIAL" and 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 76 of 192

remain the property of the company. When the stated purpose of the document 

has been fulfilled the company can request that the documents be returned or 

destroyed.

J. Management of Inspection Costs

Inspectors shall report their time and attendance and plant billing records 

accurately, and take any steps needed to clarify and resolve questions that may be 

posed by the applicant.

Inspectors should use Division and applicant resources efficiently. This applies to 

supplies and equipment as well as personnel and staffing. Avoid wasting 

supplies, samples from “cut-outs,” and the time of plant officials and employees. 

Inspectors must be prudent, but also exercise judgment concerning equipment and 

assistance needs. Consider plant resources and specific inspection needs before 

requesting plant provided assistance. 

During the course of the packing season, there may be slow shifts or periods at the 

plant. The effective use of compensatory time or annual leave can help prevent 

overstaffing with SCI personnel at these times. To help plan for such occasions, 

inspectors should frequently check with production managers and stay informed 

of any scheduling changes. 

J. Constructive Suggestions and Advice

Inspectors may offer observations to processors on possible changes affecting 

product quality, sanitation, and compliance with various contract requirements. 

However, inspectors must maintain the confidentiality of the processor’s 

proprietary information. All observations provided by an inspector are to be 

limited to the activities of the plant, with no reference to or use of information 

originating from another plant. Failure to do this is a breach of the Trade Secrets 

Act, 18 U.S.C. § 1905, which can be found at the following internet address: 

http://frwebgate.access.gpo.gov/cgibin/usc.cgi?ACTION=BROWSE&TITLE=18USCPI&PDFS=YES.

K. Prompt Reporting

Inspectors should minimize any delays in reporting inspection results to the plant. 

Sanitation issues and any other issues affecting the quality of product should be 

reported immediately. However, some other operational concerns should be 

reported to plant management within 24 hours from the time of observation.

Basic responsibilities under both Pack Certification and Continuous Inspection 

are the same, with an emphasis on plant sanitation and product inspection. Under 

a Quality Assurance type contract, emphasis is placed on verification of the 

plant=s ability to assess product quality and sanitation.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 77 of 192

Authority of SCI Inspection Staff

The inspector is not in a position to require the processor or plant personnel to perform any 

action. For example, the inspector cannot require the labeling crew to change labels or have a 

line operator change codes. In areas concerning sanitation, approved identification, and direction

of SCI-assigned line check personnel or laboratory assistants, the inspector does exercise some 

authority. However even in these areas, needs for desirable changes should be expressed 

diplomatically, and the facts appropriately reported to the designated contact person. 

• Inspectors are not authorized to start, stop, or otherwise “operate” plant 

machinery.

• Inspectors must not threaten to withdraw inspection from the plant because of 

nonconformance with contract requirements. Situations such as these should be 

reported to the inspector’s supervisor.

• Inspectors should not overlook unsanitary conditions or practices that are illegal 

or irregular. Inspectors should solicit the help of a supervisor in correcting such 

deficiencies as needed.

• Inspectors shall not become involved with the hiring, firing, or supervision of 

plant personnel. If plant personnel are assigned to assist the inspector, they shall 

be directed only to the extent necessary to ensure that proper USDA inspection 

procedures are being followed.

• Inspectors must not become involved in discussions or negotiations with plant 

personnel, labor unions, government labor relations boards, packer-growers 

relations, and similar groups or organizations.

• Except for others within the Department, inspectors shall not become socially 

involved with people with whom they have an official relationship. Social 

activities with plant personnel, such as luncheons or dinner entertainment should 

be avoided. It is also inappropriate to date a plant employee, as this could be 

perceived as a loss of impartiality. If you are in a situation that could cause 

embarrassment to you and/or the Division, please remove yourself from it and 

contact your immediate supervisor for assistance.

• An inspector may observe a plant pack and subsequently ship a product which is 

Substandard, fails mandatory standards, or is GNC. The Division does not 

condone this, but has no authority to restrict shipments unless approved 

identifications are involved. Note that Division procedures for monitoring 

disposition of any product considered adulterated must be followed, including 

notification of FDA as applicable.

• The inspector must not attempt to grade the fresh or raw products used at the 

plant, as this is the function of the Fresh Products Division. However, the 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 78 of 192

inspector should check the raw product for wholesomeness and presence of 

foreign material, and may report these findings to the plant. If there is a 

consistent problem with the wholesomeness of the raw product, the inspector 

should contact his or her supervisor.

• The inspector must not order a plant to dump or refuse to accept unsatisfactory 

raw material. This decision rests with plant management. However, this does not 

preclude cautioning the plant that processing such material may result in an 

unsatisfactory product. 

Despite these limitations on the inspector’s authority, the inspector can exercise tremendous 

influence on the operation of the plant. By being aware of unsatisfactory conditions and making 

appropriate, timely reports and suggestions, the inspector can generally obtain prompt remedial 

action. Inspection certificates and Daily Inspection Reports (DIRs) may be necessary for some 

plants to promote sales and secure operating capital. These reports reflect the ability of the plant 

to meet acceptable standards and specifications. Through these functions, the inspector has 

considerable impact on plant operations.

Treatment of SCI Inspection Staff

As a representative of the Federal Government, and by demonstrating fairness, honesty, and 

initiative, the inspector can expect to be treated with respect. The inspector must not be pushed 

around or treated disrespectfully by plant personnel. If you are subject to unacceptable conduct 

by a service user, contact your supervisor. Information on the situation must be provided

through proper Division channels to determine the appropriate course of action to take.

A. SCI stands behind its position regarding discrimination, unsafe working 

conditions, intimidation, or manipulation by applicants during inspection 

procedures. SCI will not tolerate actions or language from an applicant or an 

applicant's agent that is intended to intimidate, threaten, interfere with, or harass an 

inspector, or alter the course of an inspection. The subjective nature of these 

situations requires each case to be considered on an individual basis to determine if 

an action or statement is unacceptable, and if there is cause to deny grading or 

inspection service. 

The Regulations, 7 CFR 52.54, which may be found at the following internet

address:

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR, 

states in part: "The following acts or practices, or the causing thereof, may be 

deemed sufficient cause for the debarment, by the Administrator, of any person 

including any agents, officers, subsidiaries, or affiliates of such person, from any 

or all benefits of the act for a specified period. (3). Any interference with, 

obstruction of, or attempted interference with, or attempted obstruction of any 

inspector, inspector's aid, or licensed sampler in the performance of his duties by 

intimidation, threat, assault, bribery, or any other means -- real or imagined.” 

The Regulations, 7 CFR 52.11 states that: "The Director may withdraw grading 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 79 of 192

or inspection service from a person for a correctable cause. Such service, after 

appropriate corrective action is taken, will be restored immediately, or as soon 

thereafter as a grader or inspector can be made available."

B. Service may be denied for any of the following reasons:

1. Discrimination:

Derogatory remarks made to or about an inspector, or adverse actions that 

are clearly taken by an applicant or an applicant's agent because of the 

inspector's race, color, religion, sex, national origin, handicapped 

condition, or age will be considered discrimination.

2. Unsafe working conditions:

A physical assault by an applicant or an applicant's agent toward an 

inspector, or other working conditions that jeopardize an inspector's health 

or well-being will be considered unsafe working conditions.

3. Intimidation:

Any undue pressure, influence, or action, or any verbal threat made by the 

applicant or an applicant's agent to the inspector will be considered 

intimidation.

4. Manipulation:

Any action by the applicant or the applicant's agent that is intended to alter 

the outcome of an inspection by misrepresenting the facts will be 

considered manipulation.

If an inspector encounters a situation where a reasonable person would assume 

that any of the above conditions exist, the inspector should immediately leave the 

work area. The Inspector’s immediate supervisor or someone in the chain of 

command should be contacted immediately for further instructions. All pertinent 

information shall then be relayed by the supervisor to the Regional Section Head 

and/or the National office. The National office shall determine whether service 

should be denied, or other action should be taken.

On all applications for inspection and in-plant assignments, the Officer-in-Charge, 

Assistant Officer-in-Charge, or Sub-Area Supervisor shall base his/her decision 

on which inspector to assign solely on the inspector's qualifications and 

experience with the commodity or type of inspection to be performed. The 

decision shall never be based on an applicant's stated or implied desire for or 

against having certain inspectors on their premises.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 80 of 192

Automatic Samplers

The following guidelines provide for the uniform use of automatic samplers to draw 

representative samples of juices and similar products of a comminuted, fluid, or homogeneous 

nature. The main objective of the sampling process is to get the best possible representation of 

product into the composite sample. Follow the guidelines below when using automatic samplers.

• The sampler shall be installed at a location where no further changes to product 

will occur. It should be installed adjacent to either the loading or off-loading

location.

• It must be maintained in sanitary condition.

• The device is confirmed to sample from the production line.

• The sample size shall approximate a one quart composite, with a minimum of 

twenty four fluid ounces.

• When sampling for a truck tanker (which will hold approximately 5,000 gallons), 

set the sampling device to take a minimum of 13 sample units per composite 

sample.

• When product is moved to a tank farm, set the sampling device to take a 

minimum of 60 sample units per hour. This shall be done for every composite 

sample.

• If the automatic sampler fails to operate properly, manually draw samples of the 

product. Follow the on-line sampling rate in the AIM Inspection Series, Sampling 

Manual.

• Manually drawn samples shall not be added to a composite sample from an 

automatic sampler. These samples shall stand on their own as official samples.

• The score sheet for product sampled by approved automatic samplers must

contain the statement: “Sampled by Approved Automatic Sampler.”
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 81 of 192

In-Plant Line Check Guidelines for Inspectors

Line checks for the purpose of grade determination are sample units selected from the processing 

line at a point where the physical characteristics and quality will not be altered by any further 

hand or mechanical means, but may be subject to further processing such as final freezing. Line 

checks for grade determination are considered official samples. They provide a record of what 

has happened during the packing shift. They keep the inspector and the processor informed of 

conditions during processing, and helps the processor keep quality at the desired level. The 

number of line check samples examined will depend on the sampling plan in effect at a particular 

processing plant. See the AIM Inspection Series, Sampling Manual for on-line sampling 

procedures.

Use approved score sheets and tally sheets for recording inspection results. The AMS Forms 

Catalog (which may be found at the following intranet address: 

http://agnis/AMSFormsCatalog/Forms/AllItems.aspx) contains a list of approved score sheets 

and tally sheets. See the “Score sheet and Tally sheet” section of this manual for guidelines on 

the development, approval, and completion of plant specific score sheets.

Whenever possible, make samples available for examination by plant officials and supervisors 

after grading. This affords the inspector an opportunity to discuss any pertinent observations or 

changes needed during production, and encourages communication between all parties, the plant, 

supervisors, and subordinate inspectors. 

A. Line checks for grade determination of finished product

Samples of the finished product are taken after processing is complete and no 

further change in quality is likely to occur. Samples are selected on a random 

basis so that each sample unit has an equal chance of being selected. If the 

production rate is reasonably uniform, spaced sampling intervals during a set 

period of packing time will generally produce good lot representation. If the rate 

of production fluctuates considerably, the sampling interval should be adjusted 

accordingly. 

Regardless of production patterns, inspectors must not be too predictable in their 

sampling intervals. Such predictability may allow for processor manipulation 

timed to temporarily improve the product at the anticipated sample selection time. 

This may be more of a problem if the grading site is located far away from the 

processing lines and in view of the production workers. Line check personnel 

would be seen while on their way to draw samples in time for workers to intensify 

their efforts to improve quality. The inspector’s goal is to draw samples that

accurately reflect the quality of the product, and such samples are not 

representative of the lot.

Samples of finished product should receive all the same processing and handling 

as the lot which they represent, and should ideally be taken from the location of 

the stored lot. If this is not practical due to the size of the facility or location of 

storage, consult your supervisor for guidance.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 82 of 192

B. Line checks of unprocessed product

Line checks of samples prior to final processing give the inspector and the 

processor an immediate picture of the likely finished product quality. The 

processor can promptly implement correction procedures if needed to improve 

subsequent production. These line checks are generally considered official 

samples that are used to help determine the final grade of the product.

Since they are not processed, all unprocessed line check sample units from the 

canning line must be opened immediately after the sample units are drawn. 

Samples drawn at this stage are limited in the extent to which they fully reflect 

finished product. Inspectors must examine samples of the finished product before 

assigning a final grade, regardless of the number of line check samples evaluated. 

Samples of the finished product should be taken from the same location as the 

stored lot to ensure that they received the same processing and handling as the lot 

they represent. In some cases this will not be practical, especially in large 

canneries. If not, finished samples may be taken at the end of the processing line 

at proper intervals. If needed, consult your supervisor for guidance.

For a Quality Assurance or QAP type contract, only finished product is used for 

verifying reliability.

There are many important reasons for examining the finished product:

• The lot is subject to further handling and processing after line checks are 

examined. “Character” in many products may be adversely affected by 

rough handling or overcooking. Canned foods may be overcooked or 

undercooked. Frozen foods may not be completely frozen. 

• The color of the product may deteriorate because of improper processing 

or may be improved by heat exchange and equalization.

• Oxidation and “pinking” will sometimes be prominent in certain products 

after processing even though not apparent in the raw product.

• Bruises in the raw product often diminish or disappear after heat 

processing.

• Frozen fruits may develop considerable oxidation between the line check 

and freezing operation.

• Adulteration by foreign material is possible. If various fruit products are 

held too long in warm weather after sugaring and packaging, higher mold 

counts may be found in samples after freezing than were found in line 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 83 of 192

check samples. Objectionable material may be introduced where packing 

medium is added at a point after line checks are taken.

• Improper cooling may cause external rust on canned foods soon after 

processing.

• Cooker “jams” or rough handling may dent many cans in the lot. Under 

certain conditions, cans may “panel” or “buckle” after improper cooling.

• After freezing and the resulting expansion, frozen foods in packing media 

may show poor condition because of “leakers.” Liquid may soak through 

and discolor primary containers of some frozen foods if held too long in 

the containers before freezing.

• Dried foods may be excessively moist in containers with faulty seals.

It may be necessary to disregard line check indications and base the final grade of 

the product entirely on examination of finished product samples. In this situation, 

the line check score sheets should include an explanation about why they were 

considered unreliable.

C. Incomplete Grade

A final grade cannot be determined without finished product inspection. If 

inspection results are only available from unprocessed line checks, an 

“incomplete grade” (IG) may be established by supplementing line check results 

with any other factors affecting quality of which the inspector is aware. 

Experience with the product is the key to determining accurate incomplete grades.

Products bearing approved identification must be completely inspected and 

assigned a final grade.

Issue only “incomplete grades” on lots that have been shipped before finished 

product samples can be drawn, unless official inspection can be completed at the 

point where the lots arrive. Never issue a final grade based on a few cases left 

from a lot that has been shipped unless the certificate covers only those few cases 

remaining. If part of a lot is shipped before samples can be drawn, assign an 

incomplete grade to the shipped portion and a final grade to the remaining 

portion, noting complete details on the score sheets and Daily Inspection Reports 

involved.

If sufficient finished product sample units are later examined from a lot 

previously assigned an incomplete grade, and if they indicate lot quality to be 

higher or lower than the incomplete grade, the final grade is based on the 

examination of finished product samples. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 84 of 192

Inspection of Sort-Out Fruit 

SCI occasionally receives requests to make official inspections of product that has been sorted 

out of the regular pack. This is particularly true with RTP cherries, strawberries and other 

berries. Although we do not wish to encourage this type of inspection, we also have no grounds 

for refusing to inspect a product according to U.S. Standards. 

Quite often the question is whether the grade should be substandard or whether the product is 

GNC. Or there may be a Buyer Specification, and we need to determine if the product meets that 

specification. For these situations, use the following guidelines:

A. Be sure to check the product for foreign material as indicated in the AIM 

Inspection Series, Foreign Material Manual.

B. Even if the product meets the Buyer's Specification, it should also be on "Hold 

For Re-Examination, account foreign material" where examination for filth 

indicates the product might exceed the guidelines. Then proceed in accordance 

with AIM Inspection Series, Foreign Material Manual.

C. If the product is frozen in bulk such as barrels, certification and inspection should 

be restricted to that portion of the containers from which the sample is drawn.

D. Do not show mold counts or rot counts or actual numerical results of any filth 

examination on the certificate.

E. Do not restrict foreign material examination to one factor such as mold count, 

leaving other applicable filth analyses undetermined.

Reporting Results 

A. Reporting Inspection Results 

It’s crucial to report result to the plant in a timely manner. To the processor, this 

is one of the main advantages of having in-plant inspection. Plant employees 

designated to receive reports must be identified for new inspectors. 

An individual line check sample that is below desired quality should be reported 

immediately to the designated plant contact so he or she may take any necessary 

corrective action. This person is usually a QA or QC manager or technician. It’s 

a good policy to note on the line check sheet both the name of the plant contact 

and the time the notification was given.

After verbal reporting, written notification is usually provided to the plant in three 

ways: 

1. Notification to the designated plant contact person immediately after 

results are obtained. The inspector should establish a daily routine for 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 85 of 192

reporting grading results to the person responsible for placing lots into 

storage, for example writing the grade of each item packed on the 

warehouse manager’s copy of the pack report or plant production report.

2. Copies of the score sheets (if desired).

3. Copies of the Daily Inspection Report.

B. Reporting Special Cases

Products that are Grade Not Certified, or fail FDA Standards, or fail requirements 

pertaining to the use of “Approved Identification” on the label marks, all require 

special reporting procedures. 

The plant will want to prevent recurrence and to make sure these items are not 

inadvertently shipped or mixed with like items in the warehouse.

A letter should be written to the responsible plant official according to Division

regulations. The designated plant individual responsible for HOLD disposition 

should sign the letter and enter the date received. Four copies of the letter should 

be made, with the plant retaining the original. The inspector shall make the 

prescribed departmental distribution on the remainder of the copies. See “Hold 

and Release” instructions in this manual. In the case of “Approved Identification” 

label marks, these must be removed under our direct supervision within a 

reasonable length of time, and before leaving the plant.

Other In-Plant Inspection Duties

A. Sanitation and Safety

Monitoring sanitation is one of the principal functions of the Division’s In-Plant 

Inspection Service. Promptly report any sanitation shortcomings to the 

designated plant management representative. It is essential to follow-up on 

reported deficiencies to verify that corrective actions have been taken in a 

reasonable amount of time. 

An unsatisfactory condition in the plant is considered sufficient reason for 

affected product to be GNC. In such instances, first contact your immediate 

supervisor to explain the circumstances and determine the appropriate steps to 

take. See the AIM Inspection Series, Sanitation and Safety Manual for detailed 

procedures.

Make sanitation tours in accordance with the AIM Inspection Series, Sanitation 

and Safety Manual. Observe the beginning of processing operations. Note any

adverse conditions and notify appropriate plant personnel. Check the first few 

containers of finished product from all processing lines for contamination from 

improperly flushed pipelines or other equipment. Use GMPs as well as any plant 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 86 of 192

Sanitation Standard Operating Procedures (SSOP) as guidelines for determining 

deficiencies. 

Maintain a clean laboratory throughout the day. Follow proper sanitation 

guidelines concerning the sanitation of workplace and equipment. Sampling must 

always be performed using proper GMPs.

Processing plants generally have a safety manual geared to their own processing 

facility. Some plants may have a plant-specific USDA safety manual. Review 

the contents of both (if available) to become familiar with plant personnel and the 

processing plant, including evacuation routes and emergency procedures. Be 

aware of available information which could also contain pertinent plant safety 

requirements and Material Safety Data Sheets (MSDS) for all chemicals used in 

the plant. This information will increase your awareness of your surroundings, 

and help you handle an emergency if it should arise at the plant. 

Become familiar with SCI Safety instructions. Review the AIM Inspection 

Series, Sanitation and Safety Manual. Ask qualified plant personnel to open 

complicated equipment when sampling and sanitation requirements dictate. 

Follow the plant’s procedures for “Lock Out-Tag Out” procedures, and do not 

place your hands or any body part within the confines of operating equipment. 

AT ALL TIMES, SAFETY FIRST

B. Inspection of Products Processed Elsewhere

There may be times when plant management purchases a processed fruit or 

vegetable for resale or further processing. The inspector should honor an

occasional request by the plant to inspect and/or certify such a product, provided 

that the product was not officially inspected before. There should be no 

additional charge for this service unless the inspector’s workday is lengthened in 

the process. However, if the plant inspector is not proficient in grading the 

product, or if the plant facilities lack necessary inspection equipment, plant 

management should be advised to request that the product be inspected under lot 

inspection (on a fee basis) through the area OIC.

C. In-Plant tanker inspection and sealing

A good sanitation and sealing program is crucial to maintaining the quality level 

and integrity of the product. The processor/shipper is responsible for the sanitary 

conditions of tankers, product loading, off-loading, and sealing. SCI

responsibilities are limited to grading and related inspection activities. This 

includes monitoring tanker sanitation, assigning product grade, assisting in proper 

sealing, and documentation of inspection results. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 87 of 192

1. Plant's role

a. Notify inspector if tanker sealing is requested, and if any sealing 

requirements are specified.

b. Provide adequate lighting and the tools necessary to provide tanker 

inspection.

c. Provide a sanitary loading facility, and a clean tanker capable of 

being "properly" sealed. 

d. Make valves accessible for inspection, properly load the tanker, 

insure proper sealing, and provide acceptable seals. USDA seals 

may be used in lieu of company seals.

e. Determine "acceptable packer's risk" in respect to loading tanker 

based on tankers back-haul record.

f. Ensure that Occupational Safety and Health Administration 

(OSHA) requirements are addressed.

2. SCI’s role

a. Monitor and conduct sanitation checks of equipment and tankers 

for proper sanitation.

b. Document and report unacceptable sanitation conditions to 

management.

c. Notify management of tankers that cannot be properly sealed.

3. Tanker condition and loading sites

Although not required, it is recommended that the loading area be 

sheltered from the weather. In unsheltered locations the load may be 

contaminated by objects falling into the product, or insects and foreign 

objects intruding into uncovered loading nozzles.

Product shall not be loaded unless the tanker has been inspected. The 

loading equipment must be clean. Verification of these conditions is a 

responsibility jointly shared by both processor and inspector. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 88 of 192

4. Prior to loading

The designated plant person should obtain a wash ticket from the transport 

company prior to acceptance for loading. These are usually attached to 

the rear port. The ticket may be examined to confirm acceptable previous 

back-hauls, adequate washing, and trailer identification.

If the tanker is to be sealed, it should be determined that it can be properly 

sealed during the pre-loading sanitation check. Properly sealed means that 

the openings are sealed to prevent access to the product. Sealing requires 

tight seals and secure fittings, and should meet customer specifications.

5. Tanker inspection

a. Safety precautions

USDA personnel should never enter the tanker. Entry into a closed 

tanker requires a Confined Space Permit. See the Regulations, 

29 CFR 1910.146, found at the following internet address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionC

ode=CFR. This is required by the Occupational Safety and Health 

Administration (OSHA), and is the responsibility of the industry to 

provide. When a tanker is presented for inspection, USDA 

personnel shall allow plant personnel to break seals and open 

lids before performing inspections. At no time will USDA 

personnel enter a tanker.

b. Inspection of tanker parts

Use a flashlight to inspect the tanker. Visually inspect lids, valves 

fittings, vent covers, gaskets and openings. Look inside the tank 

both to the front and to the rear through the dome lid. Examine for 

any product residue indicating an unclean surface. 

Loose equipment and helmets should be secured or removed 

before approaching any openings.

c. Wash water

When residual wash or rinse water is present, it should be drained 

from the tanker. It may be checked for metal shavings, detergent 

residue, and traces of product. Tankers are not expected to be 

completely dry, and may contain some amount of clean water. In 

the absence of residual water, the dry surface of the rear valve may 

be checked for residues. A magnet may be used on the residue if 

the presence of metal shavings is suspected. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 89 of 192

When unacceptable conditions exist (such as metal shavings, 

detergent and/or residues, product and/or residues, and/or mold 

residues) the tanker must be rejected until properly cleaned. If it is 

determined that the tanker is not clean, any product loaded would 

be Grade Not Certified.

d. Ability to seal

In controlled situations it may not be necessary to remove all seals. 

Otherwise, remove the seals and open rear, side, or under tank 

assemblies (dust cover, plunger and cap to product lines), top dome 

lids and vent caps. All access areas should be inspected for the 

ability to seal. When the tanker cannot be properly sealed, notify 

the applicant.

Note: When the applicant has requested tanker sealing and the tanker 

cannot be properly sealed, but the processor elects to ship without 

seals, the appropriate inspection documents will show “TANKER 

CANNOT BE PROPERLY SEALED".

6. Incoming tankers with product

Acceptable verification and product receiving procedures should be 

established between in-plant inspectors and plant personnel. Verification 

should include trailer identity and a review of inspection documents with 

seal numbers when applicable.

Note: Acceptance or rejection of product is at the receiver's discretion. SCI

inspectors will consider the product as officially graded if the USDA

documents accompanying the load are consistent with the load identity 

regardless of whether or not applied seals are intact.

7. Sealing loaded tankers

When sealing is requested and proper sealing is completed, seal numbers 

shall be recorded on the score sheet and other appropriate inspection 

documents. 

All previous seals shall be replaced with new seals, except under 

controlled situations when tankers are being used for continuous loading 

and off-loading. For example, if the tanker remains within acceptable 

conditions while operating back and forth between inspection sites, only 

the seals necessary for on and off-loading need to be changed. This 

decision is a joint responsibility between the shipper and the trucking 

company. The inspector will monitor verification of seals that remain 

intact throughout the operation.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 90 of 192

a. Dome Area

The top dome should be sealed with at least two seals placed on 

opposite sides of the hatch/lid. If the hinge can be removed,

additional seals may be necessary.

b. Lower Areas

After the processor has properly secured valves and closed the 

covers, the access door will be sealed on tankers that have all 

valves inside a locked box.

After the processor has closed the valve and installed the dust 

cover and retainer nut, the dust cover will be sealed on tankers 

with rear or lower valves with dust covers. 

c. Vents

To be considered “properly sealed,” all vents must be equipped so 

that seals may be installed.

8. Other areas of concern

a. Temperature

Product temperatures can be verified during the loading process as 

specified by standards or other applicable specifications. Results 

will be recorded on appropriate inspection documents.

b. Score Sheets

The score sheet and certificate confirm that the product in the 

tanker is the product that has been inspected

D. Syrup Designations

Syrup designation is based on Brix readings determined on “equalized” product;

that is, after the equalization of the natural sugars in the fruit and sugars in the ingoing packing medium. For the inspection purposes of canned fruits in syrup, 

equalization is considered complete 15 days after packing. However rather than 

delay inspection for the 15 day time needed for this process, equalization may be 

achieved by comminuting all of the product and all of the packing medium

together. This is known as “simulated equalization.” See the Brix section in the 

AIM Inspection Series, Technical Procedures Manual for additional information

on simulated equalization procedures.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 91 of 192

1. Simulated equalization

Compliance of each item with a specified syrup designation shall be 

determined on a shift basis, on samples drawn at regular intervals. Entire 

individual containers must be blended for each determination.

a. Sampling

Sample units may be drawn from the processing line at any point 

after the seaming operation, and preferably where they emerge 

from the cooking and cooling operation. Samples for simulated 

equalization may be obtained as follows:

(1) The same container that is used for grade determination 

may be used for Brix determination IF all fruit and syrup

can be retrieved for comminuting after quality factors have 

been determined. Loss of either fruit or syrup component 

will lead to inaccurate results.

(2) Separate containers may be drawn from the line for Brix 

determination only.

b. Sampling frequency

The sampling frequency for Brix determination is based on the 

required number of sample units needed to meet the on-line 

sampling rate in the Regulations, and knowledge of previous 

production. At least three determinations must be made. Refer to 

the AIM Inspection Series, Sampling Manual for information 

regarding time sampling plans that cover non-quality factors. 

Sampling frequency shall be as follows:

Low Volume: One sample unit per 60 to 90 minutes.

Medium Volume: One sample unit per 45 minutes.

High Volume: One sample unit per 30 minutes.

No change in sampling frequency is necessary unless production 

for three consecutive basic production periods (production shift) 

indicates a change from one volume designation to another.

c. Sub-group samples

If the plant wants more than one determination each time (for 

example, sub-groups of two), the number of sub-groups shall be 

equal to or exceed one third of the number of sample units required 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 92 of 192

by the Regulations on-line sampling plan. Do not average the two 

readings. Each container must meet the acceptance criteria as 

shown in 3 Acceptance Criteria on the following page.

d. Lateral Samples

Lateral samples may be drawn at the option of the plant. However, 

these samples may be used only for the plant's guidance, or to 

confirm rejection of a lot. They may not be used to determine 

compliance with the average specified as shown under Acceptance 

Criteria.

e. Sampling "Failed Lots"

If a lot fails because of low average Brix, or insufficient sample 

units (less than minimum number required), the lot may be 

rejected. However the packer has the option to request that 

additional containers be drawn throughout the lot to make up to at 

least the minimum required for on-line in-plant inspection. If the 

inspector elects to draw more than this minimum, it shall be in 

increments as outlined in the Regulations, i.e., 3, 6, 13, 21, 29.

f. General Procedure

Record the net weights when line samples are in the laboratory. 

This information may be valuable to the processor, since to some 

extent low or high net weights influence the final Brix readings. 

Cool the samples to approximately 70 degrees F before opening. 

If they are available, use several blender bowls to save time in 

comminuting multiple samples. Designate each bowl for use on 

those products that are consistently close in degrees Brix. After 

one sample unit is comminuted, it may be poured back into its 

original container. The bowl should be completely drained before 

another sample unit is comminuted. Continue this procedure until 

all containers are blended, and the comminuted product(s) is ready 

for refractometer readings. Leave the bowls inverted after Brix 

measurements have been completed, or wash with hot water and 

thoroughly dry before each use.

g. Communication

When a Brix determination is below the required value:

(1) Immediately notify the proper designated plant official. 

Record the name of this plant employee and the time of 

notification on work sheet or score sheet.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 93 of 192

(2) If requested, check additional blends and record these 

additional values in a separate column on blend sheet or 

work sheet. These would be considered "lateral samples" 

and cannot be used to "erase" results of official samples.

2. 15-day Equalization

To bring a lot up-to-date fifteen days or more after pack, measure the Brix 

on all sample units, using techniques described in the AIM Inspection 

Series, Technical Procedures Manual. 

Incorporate these readings with the original blend readings if they confirm 

the original results. If these readings fail to confirm the original results, 

make a full inspection for Brix at the appropriate single sampling rate and 

certify on this basis, disregarding the readings obtained by simulated 

equalization.

3. Acceptance Criteria

A code or group of codes may be considered separately from other codes

in a shift if it meets the full single sampling rate. To be considered 

acceptable, the re-sampled portion must meet the requirements listed 

below. Portions that fail to meet these requirements are rejected.

a. Simulated Equalization

(1) The average Brix of the sample must be within the range of 

the specified syrup designation.

(2) Except as indicated in paragraph a. (4), no individual 

sample unit may be below the range of the next lower or 

above the next higher syrup designation. If no lower 

designation exists, none may fall more than 2 degrees Brix 

below the minimum of the specified syrup designation.

(3) Not more than three successive Brix readings on sample 

units drawn at regular intervals may be below the minimum 

or above the maximum for the specified designation.

(4) If an individual container fails paragraph a. (2), draw three 

additional containers representing the production of 

approximately the same time period. Record results on 

blend or work sheet adjacent to the low sample unit. Use 

these additional three test results to appraise the status of 

the sub-group period as follows:
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 94 of 192

(a) If 2 or more of the additional three Brix readings are 

below the minimum or above the maximum 

requirement for the intended syrup designation, 

reject the period code.

(b) If no more than one of these additional three Brix 

readings is below the minimum or above the 

maximum, the period is accepted or failed based on 

evaluation of the entire shift.

b. 15-Day Equalization

(1) The average Brix must be within the range of the specified 

syrup designation.

(3) No individual may be below the range of the next lower or 

above the next higher syrup designation. If no lower 

designation exists, none may fall more than 2 degrees Brix 

below the minimum of the specified syrup designation.

In-Plant Inspectors Filing System

A list of key management and plant personnel names should be kept on file for ready access by 

new inspection personnel. Since title and structure of management levels differ between plants, 

the lists may vary accordingly. The form and style should be based on plant management 

structure and “Chain of Command.” Include names of plant contact individuals on each shift. 

Since many inspectors go from plant to plant, it is important that the filing systems be relatively 

uniform to minimize confusion for inspectors. This system consists of two basic parts:

• A Yearly File; and

• A Permanent File.

In many plants, these files may be adequately housed in a single file drawer. Larger plants 

requiring a greater number of records may need a three-drawer filing cabinet. Whatever type of 

storage is used, it must be lockable. The IIC is allowed flexibility in establishing these files. 

The inspector only needs to set up folders for those topics applying to the particular plant, and 

arrange them in the given sequence. The letter and number of each folder enables the inspector 

to return it to the current filing location easily. Tab the folders with the approximate terminology 

as specified in the following:
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 95 of 192

YEARLY (Y) FILE

NUMBER TITLE

Y-0 In-Plant Contract

Y-1 In-Plant Billing Worksheet FV- 434 – Completed

Y-2 Certificate Ledger

Y-3 Unofficial Sample Requests

Y-4 Certificate Requests 

Y-4a Certificate Requests - Completed

Y-5 Certificates of Loading B Copy

Y-6 Certificates Used______________ to _______________.

Y-6a (Insert proper serial numbers. Use 25 certificates

Y-6b or multiple thereof per folder. Add sub-letters to filed

numbers as needed.)

Y-7 FV-66's Used_________________ to _______________.

Y-7a Y-7a, Y-7b, etc. (File in same manner as Y-6).

Y-8 Daily Inspection Reports__________________________.

Y-8a (Insert month and year. Use one folder for each month of

Y-8b packing season or as desired. Staple pack report and

sanitation score sheet to DIR). 

Y-9 Scoresheets. (Insert name of product. Use a folder for 

Y-9a each commodity packed.) 

Y-10 Line Checks_____________________. (Insert name of

Y-10a commodity. Folder for each commodity packed.) 

Y-11 Division Activity Report

Plants under a QAP do not keep a file for Y-8, Y-9, and Y-10, except for the records used for 

verification. Inspections for USDA contracts should maintain all original completed forms with 

the contract folder, with copies in numbered files. See the AIM Inspection Series, USDA 

Purchases Manual for coverage of USDA contracts.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 96 of 192

PERMANENT (P) FILE

NUMBER TITLE

P-0 Standard Operating Procedures

P-1 Key Plant Personnel List

P-2 Accountability Records

P-3 Confidential Annual Reports

P-4 Plant Audit Reports

P-5 Plant Survey Reports

P-6 Plant Coding System

P-7 Label Reviews

P-8 Report of Regulatory Agency Inspections - FV-425

P-9a Correspondence - Incoming

P-9b Correspondence - Outgoing

P-9c Memos from Field Office

P-10 Time and Attendance Reports

P-11 Power of Attorney

P-12 Proposals (for material such as standards and handbooks 

under study)

P-13 Conference Questions (to be submitted)

P-14 Attachments - Washington Mail

P-15a Blanks - Loading Certificates

P-15b Blanks - Quality Certificates

P-15c Blanks - FV-66

P-15d Blanks - Certificate Worksheets

P-15e Blanks - Certificate of Date of Pack

P-15f Blanks - Certificate of Sampling

P-15g Contract Status Forms

P-15h Blanks - DIR

P-15j Blanks - Hold and Release

P-15k Blanks - Power of Attorney

P-15l Blanks - Sanitation Scoresheets
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 97 of 192

P-15m Blanks - Time and Attendance

P-15n Blanks - Travel and Expense Vouchers

P-15p Blanks - Scoresheets (folder for each commodity)

P-15q Blanks - Line Checks (folder for each commodity)

P-16 Official Stationery

P-17 Official Envelopes

If for any reason forms are kept elsewhere, a note should be placed in the 

appropriate folder(s) in the file directing other inspectors to the location of these 

materials. Unused Certificates of Quality and Condition must be kept in a 

secure and locked location.

In-Plant Label Review and Approved Identification

This section addresses the review of labeling and advertising materials bearing official USDA 

grade or inspection marks. When reviewing product manufacturer labels, the inspector must 

check for all issues that are required under the Inspection Agreement With Industry Contract. If 

a State or Federal statute requires certain label information, and requires that product meet 

certain criteria for their “Special Mark,” the inspector’s review should include these criteria. 

Any deviations should be reported to plant management. Inspectors should not enter into any 

discussion or controversy over label statements that are under mandatory labeling regulations, 

such as under the Federal Food, Drug, and Cosmetic Act, or applicable state laws and 

regulations. However, inspectors should be aware of any incidences of potentially deceptive or 

inaccurate labeling. If you are directly aware of such an incident through knowledge of the 

plant=s processes, report it to your supervisor. If processors, distributors, or others in private 

industry have questions about proper labeling, they should be tactfully referred to the agency 

(usually FDA) with authority on the subject. For further Label information, see the “Labeling” 

section of this manual.

Although the National office approves the use of official label marks by the applicant, the IIC of 

a plant will be responsible for reviewing and verifying all labeling materials bearing approved 

identification. Questions or problems that cannot be resolved are to be directed through the 

normal chain of command.

When labels are completed and available at the plant, they should be reviewed as far in advance 

of use as possible. The ideal situation would be to review preliminary label sketches, paste-ups, 

or proofs of proposed labels before they are manufactured. This step could prevent significant 

errors and save the firm considerable expense and inconvenience. Whether materials are 

checked prior to manufacture or not, inspectors should be sure to verify finished labels because 

there may have been changes since the initial review. 

Products packed or certified under contract in-plant or lot inspection may bear certain types of

“Approved Identification.” These products must meet the requirements stated in the 

Regulations, and additional qualifications set forth within in-plant contracts. Inspectors must 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 98 of 192

monitor and be alert for instances when or where these qualifications and requirements may be 

violated by packers, distributors, advertisers, and/or other interested parties.

Packers under In-Plant Contract that use “Approved Identification” on their product containers 

are required to submit proofs or samples of proposed labels to the plant IIC for review prior to 

use. This does not apply to lot inspection and the use of labels with the prefix “U.S.”

A. Label Control - Official Marks

1. Year-round and seasonal inspection when a resident inspector is assigned 

to the plant

a. The IIC and the area supervisor will review and approve all labels 

bearing official marks prior to use. Questions or problems that 

cannot be resolved by the IIC should be referred to the area 

supervisor. If necessary, the area supervisor will contact the 

Regional and/or National office.

b. Each label will be assigned a number to distinguish it from all 

other labels. This number is assigned by the IIC or the area 

supervisor, and will be used for label identity and inventory. It 

will contain a letter prefix of three or more characters and be 

numbered in consecutive order.

Example: America Better Foods Company

AGourmet@ label - Canned Peas 8 oz.

ABF1

AGourmet@ label - Canned Peas #303

ABF2

c. The IIC will maintain a permanent file for all approved labels 

during the assignment. The file will include a copy of the label(s) 

and a ledger for label identity and inventory.

d. The plant should notify the inspector when labeling product with 

official marks.

e. The supervisor will periodically review the permanent file and the 

plant’s label inventory control sheet.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 99 of 192

2. Seasonal Inspection when a resident inspector is not in the plant

a. It is the applicant’s responsibility to provide advance notification 

to the area supervisor before using labels with approved marks.

b. The inspector or area supervisor will compare the labels with those 

in the approved label file to determine if they have been approved. 

The inspector will also check the USDA ledger inventory and the 

plant’s label inventory. If there are discrepancies in the inventory, 

the area supervisor will be notified.

c. The inspector shall check product codes against file records for 

product and grade verification.

d. Inspectors and supervisors should be alert for discrepancies in 

inventories which could indicate misuse or mishandling of labels. 

(See example Label Control Sheet shown on the following page.) 

e. Label inventory records will be made available to USDA during 

plant visits. Additional label inventory checks may be requested at 

the discretion of the area supervisor.

f. When applicable, removal of labels with “official grade marks” 

shall be performed in accordance with the regulations. 

See Section E. on page 102.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 100 of 192

Label Control Sheet

Product Container

Size

Label Label No. Previous

Balance

Newly 

Purchased

Labels

Used

Current 

Balance

Cases

Shipped

Cert. No.

Canned Peas (Sw) 8 oz. Gourmet ABF 1 100,000 ----- 28,000 71,200 600 

(48/8)

R3641

Canned Peas (Sw) #303 Gourmet ABF 1 750,000 200,000 50,000 900,000 2075 

(24/303)

R3645

Canned Peas 

(Ear.)

#10 “Garden 

Fresh”

ABF 3

Corn #303

French Style

Green Beans

8 oz.

Cut Green Beans #303

Cut Green Beans #10

Frozen Spinach 

(W.L.)

12 oz.

Frozen Spinach 

(Ch)

3 lb.

 EXAMPLE
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 101 of 192

B. Labels for Products Not Under Contract

Products that are not covered by the In-Plant Inspection Agreement shall not bear 

the official “Approved Identification” marks on their labels. If such labels are 

proposed or are being used inadvertently, the agreement must be amended to 

include inspection of those products.

C. Labels for Products Not Covered by U.S. Grade Standards

Products for which there are no U.S. Grade Standards must not reference a U.S. 

Grade on their labels. However, if the product is of acceptable commercial quality 

and packed under a Continuous Inspection Contract, such products may bear 

Inspection Marks without reference to quality.

D. Maintain a Permanent File

IICs will incorporate complete and records of all labels reviewed into a permanent 

filing system. This file will be maintained in a binder categorized by the type of 

product, such as:

1. Canned fruits

2. Canned vegetables

3. Frozen fruits

4. Frozen vegetables

5. Frozen potatoes

6. Miscellaneous

7. Citrus - all

8. Citrus - Florida only

a. Concentrates to include institutional pack

b. Single strength juices

c. Sections

d. Fresh unpasteurized juices

e. Beverage Bases in excess of 20 percent citrus

The basic categories have been established primarily for distributor’s labels; 

however, packer’s private labels should also be included in the binders.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 102 of 192

The appropriate binders are assigned to the custody of the IIC at each plant. Once 

assigned, the binders will remain with the USDA plant files regardless of the 

movement of the inspectors. The binders assigned to each plant will cover only 

the types of products the plant is capable of processing.

E. Division Action on the Misuse of Approved Identification

If the Regulations have been violated, approved Identification must be removed 

from the containers. Noncompliance should be brought to the attention of your 

immediate supervisor. After determining that the product is in violation of the 

Regulations, the inspector will:

1. Inform the processor

After verbally informing the plant supervisor and warehouse contacts, 

follow up with a written statement to avoid any misunderstandings. 

The use of Hold and Release forms or similar requests are acceptable for 

warehouse communications on this subject. More information on this may 

be found in “Forms and Reports” section “E” on 116.

The follow-up statement to the processor should be in a typed letter or 

e-mail if the plant inspectors have access. A copy should be sent to the 

area OIC, Regional Section Head, and Division Director. 

An example of such a letter is shown on the following page and may be 

used as a guide. A deadline for removal of approved identification should 

be specified. This date is usually left to the discretion of the IIC, who 

should factor in applicable conditions when setting a reasonable time frame 

for completion. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 103 of 192

MISBRANDING REPORT

1. Certificate Number: _______________________________________________________

2. Date of Certificate: ________________________________________________________

3. Name of Division employee reporting the violation:

________________________________________________________________________

4. Office Address and Telephone Number:

________________________________________________________________________

5. Applicant: (name, address, and telephone number)

________________________________________________________________________

6. Receiver: (name, and address, if known)

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

7. Product Inspected:_________________________________________________________

8. Misbranding Factor: (grade, origin, weight, etc.)

________________________________________________________________________

9. Number of cases:__________________________________________________________

10. Principal Label (container) Marks: ____________________________________________

________________________________________________________________________

________________________________________________________________________

11. Shipping Container (case) Marks:

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

12. Location of Lot: (name and address)

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

REMARKS: 

Fruit and Vegetable Program

Specialty Crops Inspection Division
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 104 of 192

2. Report incident on the DIR

Issue the DIR for Special Attention as mentioned in “Forms, Reports and 

Correspondence”. Insert a footnote (such as 1/ or 2/) by the final grade 

assigned to the item and briefly describe the violation under “Remarks.” 

(for distribution, see Reports for Special Attention)

3. Supervise removal of approved identification

Either supervise the removal operation, or closely check the lot after 

removal. Account for all cases or containers in the lot. Do not allow the 

processor to circumvent removal by such actions as donating the product to 

charity or selling it to plant workers or local stores.

Removal may be achieved in a variety of ways:

a. Blocking out with an ink stamp. Frozen containers may be treated 

in this manner by wiping the spot with a dry rag and immediately 

stamping with a quick-drying ink such as that used for felt-tipped 

marking pens.

b. Blocking out with paper stickers.

c. Labeling over the offending label or overwrapping over the 

offending overwrap. The label underneath must not show through.

d. Completely stripping the labels.

e. Replacing friction-type lids or screw closure lids.

f. In many instances of mislabeling, it is possible to correct the label 

so that it complies with regulations and therefore eliminates the 

need for removal of Approved Identification. The processor should 

be encouraged to do so whenever possible. Examples of these 

corrections are:

(1) Blocking out the word inaccurately describing a syrup

density, and ink stamping the correct word adjacent to the 

block.

(2) Blocking out the inaccurate net weight and inserting the 

correct net weight.

(3) Blocking out the word inaccurately describing style, and 

inserting the correct word.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 105 of 192

4. Give the processor written release

Acknowledge the removal or label correction, and be sure to identify the lot 

by cross referencing to the letter originally requesting label removal.

5. Report removal on DIR

Under “Remarks,” report the removal or label corrections on a DIR marked 

for Special Attention and refer to the number of the DIR on which the 

violation was originally reported. If the removal or correction is 

accomplished in the “off-season” when DIRs are not being issued, write a 

brief official memorandum to the area OIC, reporting this information. 

Distribute copies to the Regional Section Headand the Division Director. 

The deadline for removal of Approved Identification may be postponed to a 

later date if requested by the processor and if the reasons for doing so are 

valid. If the processor has a good reason for the request, the inspector may 

allow postponement and write a letter to the processor stating:

a. Acknowledgment of the processor=s request and reason for 

postponement;

b. Period of postponement; and

c. Reference to the exact lot affected and reference to the letter to the 

processor that originally requested removal.

This letter shall be distributed in the same manner as the original letter

requesting removal.

6. If the processor does not receive a postponement and fails to comply with 

the deadline date, the inspector shall write an official memorandum to the 

OIC stating the facts. Copies of this memorandum shall be distributed to 

the Regional Section Head and the National office. The OIC shall then 

contact the processor and ask for immediate compliance. Should this fail, 

the inspector will notify the Regional Section Head and the National office.

If the processor ships a lot which is mislabeled with respect to Approved 

Identification after due notification, the processor is in violation of the 

Regulations, 7 CFR 52.54, which may be found at the following internet 

address:

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CF

R, and the In-Plant Inspection Contract. Penalties may range from a 

written warning to cancellation of the inspection contract, or in extreme 

cases, legal prosecution.

If a lot which is mislabeled with respect to Approved Identification is 

shipped, the inspector will report the facts to his or her immediate 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 106 of 192

supervisor in writing. The inspector must be certain that the lot has 

been shipped. 

Copies of the completed report shall be submitted through the inspector’s 

immediate supervisor and distributed as follows:

a. Reference the identity of the lot and previous correspondence;

b. If he or she chooses, include recommendations for appropriate 

Division action; and

c. Distribute copies of the report to the Regional Section Headand the 

National office.

Forms and Reports

A. Signing and Initialing Completed Forms 

Some routine forms require the signature of the inspector on an in-plant 

assignment, and some require only the inspector’s initials.

1. Inspector’s signature required

a. Completed sanitation score sheet or report.

b. All forms and documents that substantiate product inspection results 

and which the inspector personally completes. This may include 

such forms for official checks as fill weights, line checks, Brix 

blends (simulated equalization), microanalysis, enzymatic activity, 

fruit-sugar ratios, and others.

c. All Certificates of Quality and Condition (including Form FV-66), 

Daily Inspection Reports, and product score sheets.

2. Inspector’s initials required

In many processing plants inspectors utilize the services of qualified plant 

personnel who perform certain inspection duties under the inspector=s 

technical supervision. These technicians are not allowed to fill out 

sanitation score sheets. They may record information on product score 

sheets, certificate worksheets, and Daily Inspection Report worksheets, 

provided the inspector carefully checks their work. They do perform and 

record results of many official routine duties, such as those mentioned

under 1 b. above. 

These technicians must affix their signatures to forms on which they have 

entered official information. During each workday the inspector must 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 107 of 192

exercise close supervision over technical personnel. The inspector’s 

initials must be entered on line check forms which the inspector personally 

reviewed, observed, or examined.

B. Daily Inspection Report (DIR) (Form FV-416)

The official electronic FV-416 is readily available and should be used at the plant. 

This report summarizes the results of inspection activities and plant production for 

each processing day. The FV-416 is available on the AMS Forms Catalog and 

may be found at the following intranet address: 

http://agnis/AMSFormsCatalog/Forms/AllItems.aspx. It also serves as:

1. A semi-formal certification of the quality and condition of each inspection 

item;

2. An aid to the plant inspector when subsequently certifying products;

3. A source for compilation of data;

4. A basis for the processor or the processor’s sales representative to plan 

sales and shipments; and

5. A form of communication within the Division.

The DIR is an official form and must be prepared with the same care as a 

Certificate of Quality and Condition. Certification rules regarding appearance, 

errors, and initialing of errors also apply to the DIR. See the AIM Inspection 

Series, Certification Manual for additional information.

1. Completing the Daily Inspection Report

The following instructions correspond with the lettered items shown in the 

example below.

a. Report Number - Chronologically number each report throughout 

the packing year, starting with number one. Start renumbering on 

January 1 or at the beginning of the packing season, whichever best 

suits the particular plant’s operations.

b. Date - Packing day covered by the report. Do not cover more than 

one day on one report.

c. Company - Name of the processing plant.

d. Location - City and State in which the plant is located.

e. Item No. - Number each item chronologically.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 108 of 192

f. Product - “X” appropriate box. List each item by commodity, type, 

and style, using the same terminology as specified in instructions 

for Certificates of Quality and Condition.

g. Container Size - Number as normally packed per case/size of 

container. For example: “24/21⁄2.”

h. Code or Other Marks - Code markings of primary containers. If 

cases (secondary containers) are also coded, but the code differs 

from that on the primary containers, insert a numbered footnote 

(such as “1/” or “2/”) by the primary code, and list the case-code 

under “Remarks.”

i. Number of Cases or Pounds - For canned product, insert the number 

of cases packed. If the product is not cased, enter the equivalent 

number of cases based on the amount of primary containers 

normally packed per case. For frozen or dried products, insert the 

number of pounds packed.

j. Packer’s Grade - State the letter-grade which the packer intended 

for the item.

k. Incomplete Grade - This column is left blank unless a final grade 

has not been established for the item. 

l. Final Grade – Show the letter-grade established by inspection 

results for the item. Include any necessary qualification symbols. 

(See section B 7)

m. Inspectors - List the names of the inspectors who were on duty 

during the day covered. The inspector who checks the DIR for 

errors shall sign the report.

n. Total Pack - Enter the total number of cases or pounds packed. 

Repack should be entered on the DIR and included in the total pack.

o. Remarks - Indicate recommendations, reasons for downgraded 

items, and other pertinent information not listed elsewhere. It is not 

necessary to list upgraded items. Any listed recommendations 

should have been previously discussed with plant officials.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 109 of 192

REPRODUCE LOCALLY. Include form number and edition date on all reproductions.

U.S. DEPARTMENT OF AGRICULTURE

AGRICULTURAL MARKETING SERVICE

DAILY INSPECTION REPORT

Report No. 

(a)

Date

(b)

Page of

Company Name and Address (Include City, State, and Zip Code)

(c) (d)

 Continuous Plant Inspection Other

IDENTIFICATION GRADE

Item No.

(e) Product

(f)

 Canned

 Frozen

 Dried

 Dehydrated

Container 

Size

(g)

Code or Other 

Mark

(h)

Number of 

Cases

(i)

Packers

(j)

Incomplete

(k)

Final

(l)

Signature of Inspectors (Print and Sign Name)

(m) Total 

Pack

(n)

Cases

Pounds

Remarks 

(o)

Form FV-416 Example
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 110 of 192

2. Reports for special attention

A DIR which contains information on a violation of Division Regulations 

(e.g. mislabeling or misuse of approved identification) should be sent to the 

field office, the Regional office, and the National office immediately. If 

mailed, it should be sent separately from other material and marked 

“Special Attention” to ensure that it is handled appropriately.

3. Corrected reports

When errors, omissions, or changes require issuing a corrected DIR, the 

words “CORRECTED REPORT” should be typed or printed in ink in the 

upper right corner. It is not necessary to repeat every item on the original 

report, list only those that have changed. Attach the corrected report to the 

originally issued version.

4. Supplementary reports

Some plant operations require supplementary DIRs; for example to 

document drained weights after stabilization 30 days after packing for 

Canned Mushrooms. Each supplementary report shall cover only one 

original report. It shall bear the same report number and date as the 

original, but the words “SUPPLEMENTARY REPORT” should be typed 

or printed in ink in the upper right corner. It is not necessary to repeat 

every item on the original report, just show items requiring supplemental 

information. This information may be legibly handwritten in ink, or typed 

in the body or under “Remarks” on the supplementary report. Include the 

date the information was determined. Attach the report to the originally 

issued DIR.

5. Last day of pack

The DIR representing the last day of pack for any single commodity should 

state this in the “Remarks” section; for example, “Last day of freestone 

peach pack.” Similarly, the report for the last packing day of the entire

packing season should state this in the “Remarks” section: “Last day of 

packing season” and also include the total cases packed.

6. Distribution

a. DIRs - Original to Processor (and additional copies, if requested)

One copy to Field office

One copy to Inspector’s files
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 111 of 192

b. Reports for Special Attention - The same distribution as indicated 

above for routine reports, except also send one copy to the Division

Director and the Regional office.

c. Frequency of Distribution - These reports shall be given to the 

processor daily. Those copies destined for the various offices 

within the Division shall be mailed at least once a week.

7. Symbol designations

The use of these symbols on the DIR promotes brief, uniform reporting of 

lengthy descriptions sometimes necessary to qualify final grades. These 

symbols are used only on the Daily Inspection Report, product score sheets, 

daily pack reports, and other reports that circulate within the plant. Do not 

use these symbols on Certificates of Quality and Condition or other forms.

Inspectors using these symbols shall ensure that all appropriate plant 

personnel (such as sales manager, manager, and warehouseman) have 

copies of the legend for the symbols.

Do not use symbols that are not listed. Upon request, the National office 

will add symbols to this list. Although use of these symbols is not 

mandatory, they are recommended for large plants and plants operating on 

a year-round basis. 

1a Low average drained weight.

1b Most containers fail drained weight.

1c Low drained weight. Individual containers below limits for good 

commercial practice. 1/ 

2a Fails syrup requirements. Low average syrup. 1/ 

2b Fails syrup requirements. Brix on individual containers below the 

limits for good commercial practice. 1/ 

2c Fails syrup requirements. Runs (simulated equalization).

3a Low average solids. 1/ 

3b Fails intended concentration account individual containers below 

the limits for good commercial practice.

3c Mixed solids. Individual containers within limits for more than two 

concentration ranges.

3d Average solids below processor’s declaration.

3e Fails intended concentration account individual containers exceed 

limits for good commercial practice.

4a Percentage of heads below requirements. 1/ 

4b Fails count and/or percentage by weight requirements. 1/
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 112 of 192

5a Low net weight or net volume. Average below label declaration of 

National Institute of Standards and Technology (NIST)

recommendation. 1/ 

5b Low net weight or net volume. Individual containers below the 

limits for good commercial practice. 1/

6a Fails FDA Standard of Fill. Drained weight below FDA 

requirements. 1/ 

6b Fails FDA Standard of Fill. Excessive headspace. 1/

7a Fails FDA Standard of Identity. 1/

7b Fails FDA Style or USDA Standard for product description. 1/

8a Fails FDA Standards of Quality.

9a Low average fill weight. 1/

9b Fails fill weight control limits account low subgroup average. 1/

9c Fails fill weight control limits account low individuals. 1/

9d Fails fill wt control limits account all Mi or  values below  min 

10a Lot contains any zero vacuums.

10b Lot contains any reading 1 through 4 inches.

10c Incomplete number of vacuum readings taken for certification.

11 Insufficient containers examined for acceptance of Condition of 

Container (interior or external).

12 Fails buyer’s specification or specific contract requirements. 1/

13 Inaccurate, partial, or illegible coding (embossing, stamping, or ring 

marks).

14 Positive Catalase.

15 Positive Peroxidase.

16 Fails to meet declared fruit-sugar ratio. 1/

17 PACA label misrepresentation.

1/ Not to be mixed with lots meeting requirements for unqualified certification. 

2/ NAG –No applicable U.S. Grade for this product. Put equivalent grade in 

parenthesis if based on a U.S. Standard for a similar product (i.e., “NAG (B)”).
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 113 of 192

C. Daily Pack Report

The processor must provide the inspector a written report of the quantity of each 

item packed and inspected. This information may be in the form of a penciled 

note, or an efficient photocopied form that also serves as a worksheet for 

completing the DIR. 

Many processing plants produce a variety of items each day, and preparing the 

DIR becomes a time-consuming job, perhaps requiring over an hour of an 

inspector’s workday. With plant cooperation and the inspector’s ingenuity, pack 

forms can be developed that cut down DIR preparation time significantly. 

Note: If you have the pack report, it is not necessary to prepare a DIR. In large plants 

this is a time saver that can be used to perform other necessary duties. The sample 

report included here may serve as a guide for creating such a combination Pack 

Report/DIR worksheet in any plant. The report is described as follows:

1. All items of each commodity normally packed by that plant are preentered. Some lines are left blank so that special-pack items may be 

entered. The static portions of the container codes are also included.

2. This is a fill-in type form that is initiated by the warehouse person each day. 

All listed items are not necessarily packed each day. The inspector only 

enters figures for those items packed during that particular day.

3. The inspector is given two copies of the semi-completed form. On both 

copies, the inspector inserts pack figures, complete code marks, item 

numbers, and the final grades for each item, including any necessary 

symbol designation.

4. The names of all participating inspectors are written in, and any necessary 

comments are entered under “Remarks.”

5. One copy of the completed worksheet is returned to the warehouse person 

as a report of the day’s grades. This allows stock records to be completed 

and finished product to be stacked in the proper location.

6. The other copy is given to administrative staff (if available) to be filed with 

the inspector’s file copy of the DIR.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 114 of 192

DAILY PACK REPORT REPORT DATE:1/1/2011 PAGE 1 OF 1 PAGES

COMPANY ABC CANNING COMPANY

LOCATION

PERALTA, CALIFORNIA

IDENTIFICATION GRADE

CANNED :X: CODE MARK

ITEM:. Y. CLINGSTONE SIZE

M9 

OVER SIRUP FORWARD TOTAL PACKER FINAL

PEACHES, HALVED 48/8 OZ B2P HEAVY B

PEACHES, SLICED 48/8 OZ B2SP HEAVY B

PEACHES, HALVED 24/303 B2P HEAVY B

PEACHES, SLICED 24/303 B2SP HEAVY B

PEACHES, HALVED 24/303 C2P LIGHT C

PEACHES, HALVED 24/303 C3P LIGHT C

PEACHES, SLICED 24/303 C2SP LIGHT C

PEACHES, HALVED 24/2 1/2 A2P

EXTRA 

HEAVY A

PEACHES, HALVED 24/2 1/2 B2P HEAVY B

PEACHES, HALVED 24 2 1/2 B3P HEAVY B

PEACHES, HALVED 24/2 1/2 C1P LIGHT C

PEACHES, HALVED 24/2 1/2 C2P LIGHT C

INSPECTORS: TODAYS 

TOTAL 

PACK

REMARKS:

Item Nos___Grade___to___account

Item Nos___Grade___to___account

Item Nos___Grade___to___account

Item Nos___Grade___to___account

Item Nos___Grade___to___account

NOTE: SEE SYMBOL DESIGNATION SHEET FOR SYMBOL MEANINGS.

EXAMPLE
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 115 of 192

D. Request for Certificate

Although not mandatory, a written request from the plant for a certificate is 

recommended. A request worksheet providing all necessary information for 

certification and distribution of certificate copies will help prevent 

misunderstandings between the processor and the inspector. When properly filed 

for later reference, copies of the request will also provide the processor and the 

inspector a record of past certifications.

The example on the following page is a certificate request worksheet that may be 

used as a guide in drafting an effective worksheet for any processing plant.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 116 of 192

CERTIFICATE REQUEST WORKSHEET

No.____________________________

Date ___________________________

To_____________________________ Plant___________________________

CERTIFICATE

NO CASES

CAN

SIZE ITEM

COUNT

SIZE

SOLIDS

SYRUP

Applicant______________________ Address_________________________

Shipper or

Seller_________________________ Address_________________________

Receiver or

Buyer__________________________ Address_________________________

Contract or

Order No.______________________

Grade According to 

U.S. Standards_____________ Fed. Spec._________ Other___________

Check Certificate Required:

FV-146____ FV-147____ FV-149____ FV-66____ FV-67____

Day after Pack_________________ Up-to-Date______________________

Date Desired___________________ Signed__________________________

REMARKS: Applicant, shipper or seller and receiver or buyer may be any company or 

individual designated.

ATTENTION WAREHOUSE:

The warehouse shall furnish a list of locations, with included codes, side marks and case counts 

necessary for the above items on the reverse side of this form. This information must be dated 

and signed by the warehouseperson and all copies forwarded to the USDA.

Date forwarded

by USDA_________________

Certificates

Original

Forwarded by USDA To:

Copies

Distributed by USDA:

Superintendent

Sales

Warehouse

File (USDA)

EXAMPLE
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 117 of 192

E. Hold and Release Forms

Occasionally it’s necessary to request that the processor hold a particular lot or 

code, for example when it needs additional inspection performed to establish the 

final grade, or because it requires removal of approved identification.

Inspectors should immediately inform plant management of such situations

verbally, and then follow up promptly with written notification. HOLD and 

RELEASE forms can be developed and used in plants for this purpose. Proper use 

of these documents can prevent costly errors due to misunderstandings and poor 

communication. Completed copies are distributed to the warehouse manager and 

plant superintendent. The inspector retains a copy after it has been signed by the 

warehouse manager.

The IIC of the processing plant has the ultimate responsibility to make sure 

offending product is identified and designated “ON HOLD.” The inspector must 

verify that the product is not shipped, which can happen quickly with modern

electronic inventory and billing procedures. 

The Hold and Release Form examples on the following pages may be used as 

guides in preparing these documents.

Refer to the AIM Inspection Series, Foreign Material Manual for “Hold” 

procedures and forms concerning the presence of “foreign material.”
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 118 of 192

PLANT________________________________ DATE______________________

TO___________________________________ TIME______________________

FROM_________________________________ HOLD NO.__________________

HOLD

PRODUCT 

NO. OF CASES

CONTAINER SIZE

CONTAINER CODES

LABORATORY REMARKS 

THE ABOVE ITEMS ARE TO BE HELD IN THE WAREHOUSE UNTIL RELEASED FOR 

SHIPMENT BY THE USDA.

SIGNED USDA

DISTRIBUTION BY USDA

WAREHOUSE

PLANT SUPERINTENDENT

FILE

Initials of Warehouseman 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 119 of 192

PLANT________________________________ DATE______________________

TO___________________________________ TIME______________________

FROM_________________________________

RELEASE FOR SHIPMENT 

The items being held on HOLD NO. are released for shipment

LABORATORY REMARKS

SIGNED_______________________

Distribution by USDA

WAREHOUSE

PLANT SUPERINTENDENT

FILE
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 120 of 192

F. Annual Report

1. General

This report serves many purposes. It summarizes the highlights and 

unusual situations occurring at the plant over the past year. It identifies 

deficiencies in plant sanitation. It notes the cooperation and attitude of 

plant management. This becomes a matter of Division record for 

consideration in subsequent decisions that may affect the plant. The report 

may also indicate the need for revisions of standards, new standards, or 

instructions. 

Each report must be complete in itself, not simply an update of the previous 

report. It should be well-written and effectively communicate information 

about the plant to Division supervisors up the chain of command. These 

reports are read and used by more Division employees than inspectors may 

realize. They are reviewed by the OIC, the Regional Section Head, the 

Head of the Inspection Branch, and the Division Director.

2. Who submits the report

The annual report is the responsibility of the in-plant IIC. If a firm has 

more than one plant under in-plant inspection, a separate report must be 

submitted for each. Preparation of the report does not relieve the inspector 

of the responsibility to immediately notify plant personnel of any 

deficiency or condition requiring immediate action. 

3. Frequency and distribution of reports

The report is to be completed at the end of each processing year or 

processing season of 15 consecutive days or more, whichever is more 

feasible. Copies of the completed report shall be submitted through the 

inspector’s immediate supervisor and distributed as follows:

1 copy for Officer-in-Charge;

1 copy for Regional Section Head; and

1 copy for National office.

4. Instructions for preparation

The annual report shall be brief and contain concise and factual 

information. It is “For Official Use Only” and is not for release to the 

processor.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 121 of 192

Detailed summaries are not required, nor is it necessary to include 

information that is available from other sources, such as cost of inspection, 

plant lay-outs, detailed reports of volume or grades. The total inspection 

hours worked are to be included, along with the names of personnel 

assigned to the plant.

Although the IIC is ultimately responsible for the preparation of the final 

report, each inspector shall contribute any key information based on 

personal knowledge and notes accumulated throughout the assignment. If 

an inspector leaves the assignment during the season, he or she may 

complete a “partial summary” and leave this partial report with the 

incoming inspector or supervisor to be integrated later into the final report. 

With this information available, the report should not take more than two or 

three hours to prepare. 

Use the following outline as a guide in preparing the report. Include any 

important points that may not be specifically mentioned. Do not answer 

“yes,” “no,” or “none” to items in the outline without identifying the 

subject, since those reading it may not have an outline for reference.

5. Outline for summary of In-Plant inspection

An electronic, fill-able version of the In-plant Annual Report “For Official 

Use Only” is located on the AMS Forms Catalog at the following intranet 

address: http://agnis/AMSFormsCatalog/Forms/AllItems.aspx. The 

FV-433 is intended to be the preferred method of completing the in-plant 

"For Official Use Only" annual report. Using the FV-433 contributes to 

SCI's goal of uniformity. Other methods of completing the in-plant "For 

Official Use Only" annual report are acceptable.

a. Cover Page. 

The cover page should show in the upper right corner that it is 

“FOR OFFICIAL USE ONLY” and include the following 

information:

(1) Name of Firm:

(2) Plant Location: (include plant phone number and area code)

(3) Type of Inspection:

(Continuous, Designated Lot, Quality Assurance, etc.)
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 122 of 192

(4) Period Covered:

For year-round plants, use the fiscal year starting October 1 

and ending September 30. For less than year-round, use the 

actual starting and ending dates of service.

(5) Copies to:

Division Director

Regional Section Head

Officer-in-Charge

(6) Submitted By:

(Name)

(Title)

(7) Date:

(8) Total Inspection Hours:

(9) Total Pounds Inspected: (May be reported at the discretion 

of the Officer-in-Charge)

b. Plant Management

(1) Personnel.

Show all key members of management, from quality control 

personnel to the president of the company. List their first 

and last names, being sure to spell them correctly. If the 

firm is large and plant personnel are essentially responsible 

for management, show plant management personnel 

separately from top management at the firm’s headquarters.

In each report, always show the President, the VicePresident, the Secretary, and headquarters address, even if 

there is no change from the previous report.

(2) Cooperation.

Indicate briefly the degree of cooperation, whether good or 

poor. Include any major deficiencies that were not brought 

under control or corrected. If known, include fact-based 

reasons for these developments. The inspector should also 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 123 of 192

include suggestions that could facilitate solving major 

problems encountered at the plant.

c. Inspection personnel.

A list of all inspectors working at the plant during the packing year 

should be included, showing the grade level and total hours worked 

for each person. This should be listed in the lower right hand 

corner of the cover page.

d. Products Processed.

Accurately list the following, including any pertinent facts of 

interest on new or experimental products:

(1) Products packed during period of report, under headings of 

“canned,” “frozen,” “dried,” or other classification.

(2) Any experimental packs.

(3) Products packed at facility with in-plant inspection but not 

covered by current agreement.

(4) Products not specifically covered by agreements that are 

expected to be packed in a future season.

It is not necessary to list the volume of pack or percentages based 

on grade or container size. However, if the processor wants a report 

showing this information, prepare one for the processor, and attach 

a copy of it to the annual report for distribution to the OIC, the 

Regional Section Head, and the National office.

Indicate briefly any major problems that caused a general lowering 

of quality or conditions, such as unusual quality of raw materials 

due to abnormal season, weather conditions, insect infestation, or 

fruit deterioration.

e. Sanitation.

Indicate overall sanitation. Include issues such as unsatisfactory 

storage of containers or ingredients, lack of adequate waste 

disposal, or major breakdown of equipment or power. Particularly 

note any effective measures used that led to improved conditions.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 124 of 192

f. Major changes of facilities and equipment.

(1) New or proposed buildings, processing units, or anticipated 

expansion of facilities.

(2) New equipment installed; changes made (or anticipated) in 

rebuilding equipment or processing facilities.

g. Coding, handling, or warehousing.

Briefly describe the coding system, and product handling and 

warehousing. Include improvements and/or inadequacies as 

applicable.

h. Application of U.S. Standards, Manuals, and Inspector’s 

Instructions.

Cite any specific problems in use of these documents. Note if 

problems are due to the standards (e.g., ambiguous), or to new 

harvesting or processing methods (e.g., more HEM, more 

breakage), or to the season (e.g., it was especially wet), or to the 

plant facilities (e.g., old equipment), etc.

Describe any problems with existing inspection and visual aids. 

Provide suggestions for any improvements that would help to meet 

current inspection needs.

Indicate the approximate amount (volume) of products or styles 

certified for products that are not covered by U.S. Standards. Note 

any interest expressed by the plant regarding development of U.S. 

grade standards for these items.

For copies distributed to the Regional and National offices, 

supervisors must provide a written response indicating the steps 

taken regarding concerns expressed about standards, manuals, and 

instructions.

i. Miscellaneous.

Indicate anything that the inspector feels would be of particular 

interest to the OIC or the Regional and National offices that is not 

covered in other parts of the report.

j. Housing for Inspectors.

Indicate whether the per diem rate for the area is adequate to cover 

expenses. Further indicate the availability of rooms, apartments 

(furnished or unfurnished), or houses for rent, and satisfactory 

eating-places, if relevant. 

See an example of an acceptable Annual Report on the following pages.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 125 of 192

FOR OFFICIAL

USE ONLY

Name of Firm: ABC Canning Company

Plant Location: Westfield, California

Type of Inspection: Continuous Inspection

Period Covered: 10/01/2009 to 09/30/2010

Copies to: (Insert Name), Division Director

(Insert Name), Regional Section Head

Mr. William F. Blake, Officer-in-Charge

William F. Blake

Submitted by:

 Kim S. Inspector

Kim S. Inspector

Agricultural Commodity Grader

October 2, 2010

Total Inspection Hours: 5,440
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 126 of 192

I. Management

The Centerville Head Office and the Westfield Plant officials for the coming year are as 

follows:

Head Office............(Centerville, California)

Phone: 702-752-6214

1. General Manager.....................William A. Mann

2. Assistant Manager....................Kathy E. Fisher

3. Secretary-Treasurer..................Gwen O. Godwin

4. Supervisor Quality Control..........Ernest Seton

Cannery...............................................(Westfield, California)

Phone: 702-624-1625

1. Superintendent..........................Frank Batuck

(Assumed position 6/10/10)

2. Assistant Superintendent.............Roberta L. Panker

II. Cooperation

Cooperation of the plant management with the inspector has been good throughout the year, 

especially regarding suggestions about sanitation, safety and improving quality of product.

III. Inspection Personnel

One inspector is assigned on a year-round basis and during the peak of the canning season 

additional inspectors are assigned.

Grade Hours

Inspector-in-Charge Kim S. Inspector GS-9 2,680

Temporary Inspector Harriet A. Jones GS-7 1,900

Temporary Inspector James W. Smith GS-7 60

Temporary Inspector Wendy A. Horner GS-7 250

Temporary Inspector Carl W. Blue GS-7 400

Temporary Inspector Ron J. Conte GS-5 50

Temporary Inspector Pat J. Darrin GS-5 100

TOTAL HOURS 5,440
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 127 of 192

IV. Products: Processed

ASPARAGUS

The cannery participated in the asparagus diversion program again this year, and began 

operations March 18, 2010. With the converting of an existing warehouse to a ripening and 

cold storage unit, the fresh asparagus could be held in an atmosphere of highly moisturized air 

and at a temperature of less than 42 degrees F. This optimum condition prevented the rapid 

deterioration of the product and enabled the cannery to better utilize and maintain the quality 

and productive capacity of their plant. The month of April produced ideal growing 

temperatures, but operations were curtailed in the month of May due to unsatisfactory growing 

conditions imposed by cool and windy weather. Despite this development, the operations 

progressed satisfactorily with the use of the molding room for the accumulation of the fresh 

product.

A sharp 8-1/2 cent per pound increase was noted in this year’s field price over last year, with no 

apparent rise in the important Midwest and Atlantic Coast producing areas. Contrary to earlier 

expectations, all producing areas of the United States developed packs of Canned Asparagus 

this year that exceeded the year 2009 output.

ELBERTA PEACHES

Because of large increase bearing acreage and better sizing, early season reports showed an 

estimated total crop greater than any previous year. But due to an abnormally heavy green crop, 

the Elberta tonnage picked out well below these pre-season estimates. However, overall quality 

was substantially superior to last year’s and with significant changes in the processing facilities, 

the pack reflects a much higher proportion of better grades. This same trend is indicated 

generally from other canneries, and as a result the marketing of this year’s pack is not expected 

to be as severely impacted by off-grade merchandise as last year’s. The market for Elbertas 

continues to be unsatisfactory however, due largely to continued efforts to move the heavy 

carry-overs of the year 2009 pack.

KADOTA FIGS

The canning operations on Kadota Figs commenced on October 16, 2009, but were curtailed by 

difficulties in attending the harvest in the latter stages of the season. Lower than normal 

temperatures and cool nights, together with water shortages, have resulted in a sharp overall 

drop off in production. This in turn caused abnormally small sizes and below average quality. 

As a result, the final production fell below pre-season expectations.

One problem encountered in the first weeks of processing was the heavy infestation of the raw 

product by dried fruit beetles. This contamination was caused by poor field and harvesting 

methods by the farmer. As a result of this condition, the inspector found it necessary to suggest 

stringent changes in preliminary washing procedures. Management cooperated fully, and after 

these improvements were made, there were no further problems with the finished product. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 128 of 192

IV. Products: Processed (cont.)

TOMATOES

Varying conditions in various producing areas of the state resulted in a rather confused picture 

for early production prospects. It was evident that many of the older producing areas had 

experienced substantial reductions in acreage, due largely to the unavailability or high rental of 

suitable land. On the other hand, major acreage expansion was reported in the Westfield Valley, 

where new land was being put into production.

The cannery started production on the first of September, but as the season progressed, 

deliveries were not sufficient to permit continuous operations.

One of the features of the tomato operation was the 55-gallon drum filling installation. This 

facility fills each of the four drums with approximately 528 pounds of 32 percent solid tomato 

paste every 10 minutes.

V. Sanitation

General appearance and housekeeping the past year was exceptionally good. The usual 

problems of running “around the clock” on certain products were encountered, but generally 

speaking the sanitation and clean-up was good.

The plant improved the sanitation condition of the plant because of three factors. The first one 

was the message passed down the chain of command concerning the crucial role of good plant 

sanitation as well as the management of a plant sanitation program. An effective program was 

implemented and plant employees did their parts to make it work. The second factor was the 

installation and use of a multi-drop High Pressure-Low Volume Kobe pumping system 

throughout the processing area. This helped keep hand-cleaning down to a minimum and also 

reduced the cleaning time necessary for each area. The third factor was the two-shift,

approximately nine-hour schedule that was maintained during the fruit processing season. This 

allowed a clean-up crew ample time to properly clean the plant.

VI. Major Changes of Facilities and Equipment

GENERAL

Installation of new boiler

Installation of three rotary type cookers

Installation of automatic can depalletizer and can handling system

A new fresh water well

Concrete filled floors in cookroom

New 400,000 case warehouse

Ripening and cold-storage room
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 129 of 192

ASPARAGUS PROCESSING

Two band saw cutters

Asparagus sizer

Spray washer and detergent tank

PEACH PROCESSING

Four slicers

Four sizers

TOMATO PROCESSING

Evaporating unit and flash cooler

Additional sorting belt

VII. Coding, Handling, and Warehousing

The coding method used by the company is by the embossed method on the lid end of the can. 

Some monitoring of the legibility of the code was necessary, with adjustments made when 

needed. The plant was made aware of the “inkjet type” system of coding to increase legibility. 

This could be a more accurate method to help track inventory more precisely.

Handling and warehousing of the finished product was efficient. Even though the company 

added warehouses two years ago, anticipation of a bumper crop and inventory called for the use

of outside storage of their product. Their storage and code tracking methods allow separate

tracking of all five individual production lines.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 130 of 192

VIII Application of U.S. Standards and Inspector’s Instructions

ASPARAGUS AND FIGS

No particular problem in applying the standards and instructions.

PEACHES

The standards are difficult to apply with respect to Grade D and Below Standards in Quality. 

Specifically, application of the off-suture cut tolerance and uniformity of size rule are not 

uniform and do not reflect as poor a quality as indicated. Instructions should provide for 

standard sample sizes and uniform procedures.

TOMATOES

No problem with the standards except that no provisions are made for “stemmed.” Instructions 

should increase the tolerance on “sprouted seeds,” on page 10. No standards for chopped 

tomatoes with basil. Copy of buyer’s specifications for the product attached. Approximately 

50,000 cases packed.

IX. Miscellaneous

With the introduction of the can dispensing units this year, the overall coding system for the 

cannery was improved. By using a basic type die mark and different combinations of side 

marks, the cook room could better utilize the full capacity of their cookers. It also proved to be 

more efficient in the warehouse as a mere glance at the uncased merchandise could determine its 

particular style, grade, etc.

X. Housing for Inspectors

The plant is located approximately 3 miles from the city limits, where there are several hotels 

and restaurants available at moderate rates. The most affordable accommodations are at a motel 

located a half-mile from the plant. The motel has been recently renovated and complies with the 

Federal Fire and Safety Act. This proximity to the plant also saves mileage costs. This 

availability makes the current per diem rate for this area adequate.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 131 of 192

LABELING

The labeling of processed food products is regulated by the FDA. The current FDA labeling 

guidelines may be found at the following internet address: 

http://www.fda.gov/Food/IngredientsPackagingLabeling/default.htm.

Under the Continuous Inspection program, labels bearing official marks are formally reviewed in 

the National office. Possible violations of the Food and Drug Act on labels using official marks 

will be brought to the processor’s attention, as will questionable labels observed in the course of 

inspection. Depending upon the nature of the deviation, corrective action may be recommended 

or required.

Various additives are sometimes used in the preparation of non-standardized processed foods. 

These additives, such as acids, salt, sugar, approved colorings, calcium lactate, etc., are usually

used during the manufacturing process. For example, some frozen vegetables may pass through 

brine separators during processing and accumulate trace amounts of salt in the finished product. 

Similarly, citric acid may be used in the manufacture of canned apple sauce. Other examples 

include additives such as sugar, coloring, and calcium lactate sometimes used during the 

processing of French fried potatoes. The use of these substances can pose a labeling problem. 

Because of the method of application, the additive(s) may carry over to the finished product in 

negligible quantities. This may seem to be inconsequential. However, since many of these 

products are not standardized, under Food and Drug labeling requirements it is necessary to 

declare each ingredient, including additives when used. 

It is the responsibility of the packer to conform to FDA requirements. SCI approval of labels with 

official marks does not relieve the company of this responsibility. We will not permit the use of 

labels with official marks when we have knowledge that undeclared additives are being used in 

violation of Food and Drug labeling requirements. Contact your supervisor if you believe this to 

be an issue at your in-plant assignment.

A. Definition of Labels

For purposes of this instruction, the term “labeling” refers to statements that 

describe the product(s) involved, and which may appear on a variety of materials. 

Labeling materials may include, but is not limited to:

1. Paper labels.

2. Spot labels or stickers (as affixed to metal or glass containers, e.g., Jams, 

Olives, etc.)

3. Stickers in the shape of USDA shields separate from other kinds of 

labeling.

4. Lids, caps, and tops of containers bearing official identification.

5. Printed overwraps (such as wax wraps in frozen foods).
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 132 of 192

6. Metal and fiber combination containers, as for frozen fruit and juices.

7. Insert packages (such as those containing separate sweetening ingredients 

inside of another product).

8. Wax paper cartons, e.g., primary packages, such as fiber containers for 

chilled juices.

9. Lithographed or otherwise coated or marked containers.

10. Transparent film packages.

11. Paper inserts which show through transparent overwraps.

12. Metal containers.

13. Shipping containers.

14. Stenciling or stamping.

15. Any form of label not mentioned that is used in conjunction with official 

marks.

B. Classification of Labels

1. Packer’s Private Label Illustration of statement to 

identify the class of label

These labels show that the product was 

packed or manufactured by the processor. 

These labels are for use only at the plants 

operated by the firm named, whether or 

not the plants are located at the main 

headquarters. The location of plants need 

not be shown on the label.

PACKED BY

X-Y-Z PROCESSING CO.

2. Packer’s Distributor Label

These labels show that the product was 

packed or manufactured for or distributed 

by the firm named at their own plants or 

at plant locations of other processors.

PACKED FOR

X-Y-Z PROCESSING CO.

(OR)

DISTRIBUTED BY X-Y-Z

PROCESSING CO.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 133 of 192

3. Distributor’s Label

These labels show that the product was 

packed or manufactured for or distributed 

by a firm other than a processor engaged 

in actual processing. These firms are 

usually wholesale food concerns; or may 

be a brokerage firm, cooperative sales 

agency, or other marketing service group.

DISTRIBUTED BY

GOOD FOODS CO., INC.

(OR)

PACKED FOR GOOD

FOODS CO., INC.

(OR)

MANUFACTURED FOR

AND SOLD BY GOOD 

FOODS CO., INC.

C. Approved Identification

The Regulations describes the use of approved identification in 7 CFR 52.3 and 

52.53. Penalties for misuse of approved identification are in 52.54. Both sections 

may be found at the following internet address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR. All 

inspectors shall read and become familiar with this information.

D. Official Grade and Inspection Marks

This grouping includes:

1. “Grade Marks” that include the prefix “U.S.” regardless of the presence or 

absence of a USDA shield on the container. Exceptions to this are quality 

statements for honey and maple syrup. The “U.S.” prefix used in 

conjunction with these products is exempt from approval and control by the 

Division.

2. “Inspection Marks” include the USDA shield or statements that the 

product(s) is “Packed Under Continuous Inspection (or the QAP) of the 

U.S. Department of Agriculture.”

3. “Grade Marks” and “Inspection Marks” combined.

Note: Certain grade quality designations for some frozen products are in violation 

of the Perishable Agricultural Commodity Act regulations if they do not 

meet the labeled grade (such as Grade A or Grade B). See Section H for 

more details on PACA misrepresentations and contact your immediate 

supervisor as needed.

E. Marks Not Considered Official

1. Quality marks or statements which do not include the prefix “U.S.” (See 

exception D 3. above).
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 134 of 192

2. Quality marks or statements that do not include the prefix “U.S.” and 

which are not enclosed within the official shield.

3. Quality marks or statements that do not include the prefix “U.S.” and 

which are not accompanied by an adjacent official shield either on the 

primary container or on the cases.

4. Quality marks or statements that do not include the prefix “U.S.” and 

which are not accompanied by a statement indicating USDA inspection on 

the primary container or on the cases.

5. Quality marks or statements enclosed in designs that do not simulate the 

USDA shield, such as triangles, circles, and rectangles.

6. Plain outline of shields embossed on metal container lids.

F. Questionable Marks

Certain marks similar to the design or statements of official marks are often used. 

Examples:

Marks showing inspection or certification, such as:

“Inspected: This carton is one of a lot from which samples have been 

inspected by the U.S. Department of Agriculture.” or

“USDA certificate covers contents” or

“Grade A, certificated quality”

Labels displaying similar marks or statements shall be submitted to the National 

Office for review through the normal chain of command.

G. Division Policy on Use of Approved Identification

1. In-Plant or Approved Plant-Lot Inspection 

Products packed under in-plant or approved plant-lot inspection may bear 

“Official Marks” as defined in the regulations.

This means if any processing or repackaging operations (other than 

re-labeling) take place on the product in a plant under in-plant inspection, 

the product may bear approved identification. However, all component 

products must either have been previously inspected, or must be examined 

for wholesomeness prior to being used as the product or part of the product.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 135 of 192

All previously inspected items must be suitably identified and accompanied 

by inspection reports. The receiving inspector will examine the lot and 

verify its identification and condition.

All items not previously inspected must be examined for wholesomeness 

according to the AIM Inspection Series, Foreign Material Manual. The 

Manual also includes the sampling rate for these analyses and visual and 

sensory examinations, which shall be in accordance with the applicable 

table for lot inspection. 

The following official marks may be used:

a. Continuous Inspection

Official marks shown as figures 1 through 14 of 7 CFR 52.53

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionC

ode=CFR

of the regulations, provided marks 9 and 10 are limited to plants 

operating under QAP.

b. In-Plant Inspection (other than continuous)

Official marks shown as figures 5 through 14 of 7 CFR 52.53

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionC

ode=CFR

of the regulations, provided marks 9 and 10 are limited to plants 

operating under QAP.

c. Plant Lot Inspection

Official marks shown as figures 11 through 14 of 7 CFR 52.53

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionC

ode=CFR

of the regulations may be used when the requirements in the 

regulations are met.

2. Quality Limitations

Products bearing approved grade marks in conjunction with any statement 

of quality must equal or exceed the stated quality.

Approved inspection marks (see 7 CFR 52.53 figures 3 and 4 of the 

regulations) may be applied to products labeled under continuous 

inspection for which there are no applicable U.S. standards for grades. To 

do so, they must be of acceptable commercial quality and include no 

implication of quality grade on the label. Approved grade marks,

see 7 CFR 52.53b, figures 1 and 2; 7 CFR 52.53c figures 5 and 6; and 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 136 of 192

7 CFR 52.53d, figures 11 and 12 of the Regulations may not be applied to 

products for which there are no applicable U.S. standards for grades. 

3. Fill Weight Criteria

Products failing USDA recommended fill weight criteria may not bear 

approved identification, EXCEPT if the product fails the fill weight criteria 

but subsequently meets the drained weight criteria.

4. Drained Weights

Products failing USDA recommended drained weight criteria may not bear 

approved identification. 

5. “Grade Not Certified,” Grade D, or Substandard

Products which are “Grade Not Certified,” Grade D, or Substandard for any 

reason shall not bear approved identification.

6. Mislabeling and FDA Regulations

Products failing an FDA standard of identity, quality, or fill may not be 

associated with approved identification.

Products that have false or misleading information on their labels may not 

bear approved identification. Variations during packing can result in 

mislabeled products. Examples of common types of mislabeling:

a. Product solids lower than stated or required by an FDA standard of 

identity;

b. Net weight lower than stated;

c. Type or style different from stated or inferred by label graphic or 

description;

d. Packing media densities different from stated;

e. Proportion of main ingredients different from that indicated by label 

statements, graphics, or description; 

f. Improper wording concerning the packer or distributor, such as: 

“Packed by XYZ Distributors” when the statement should have 

been “Packed for XYZ Distributors.”
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 137 of 192

7. Products normally inspected by another Department

SCI Inspectors may be required to inspect products not normally covered 

by the U.S. Department of Agriculture. Inspection of fish or fish products 

through an agreement with the U.S. Department of Commerce is one 

example. The processor must coordinate with the other Department 

concerning the proper use of their approved identification, if any.

H. Misrepresentation by Unfair Labeling Practices

The following instructions are for identifying and reporting potential and 

fraudulent violations through unfair labeling practices. The Perishable 

Agricultural Commodities Act (PACA) Division, USDA, AMS home page may be 

found at the following internet address: 

http://www.ams.usda.gov/AMSv1.0/PACA. PACA is assigned the responsibility 

for administering PACA misrepresentation regulations covering certain frozen 

fruits and vegetables. To ensure compliance, PACA Division representatives will 

conduct on-site inspections at both shipping and receiving points. Depending on 

the results of these inspections and the seriousness of the violation, appropriate 

disciplinary action may be taken.

Misrepresentation - Definition

The PACA defines a misrepresentation as an unfair trade practice that may occur 

by word, act, mark, stencil, label, statement or deed of the character, kind, grade, 

quality, quantity, size, pack, weight, condition, degree of maturity, or State, 

country, or region of origin of a particular frozen fruit or vegetable received, 

shipped, sold, or offered to be sold in interstate or foreign commerce.

1. Products covered

PACA Division regulations cover most labeled frozen fruits and vegetables 

grown and processed in or outside the United States that are transported in 

interstate or foreign commerce

Exceptions: Frozen fruit juices;

Frozen fruit drinks;

Frozen fruit juice concentrates; and

Frozen French fried potatoes and potato products.

2. SCI responsibilities

SCI is responsible for providing the PACA Division Misbranding Officer 

the necessary documents pertaining to all alleged and fraudulent 

misrepresentation violations. The Misbranding Officer will examine the 

documents, and may conduct an investigation prior to initiating regulatory 

action. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 138 of 192

SCI employees are cautioned not to place a "HOLD" on the item(s) in 

question or to refuse inspection service. Our function is only to document 

the label misrepresentation, and to report the violation if the lot containing 

the alleged violation is shipped. 

The applicant has the option to rework a lot to resolve a label 

misrepresentation. If a lot is reworked and the alleged violation is 

corrected, do not submit any documents to the Misbranding Officer. A 

PACA violation occurs only when the lot that contains the alleged violation 

is shipped or transferred to another location.

3. In-Plant inspection service

Under in-plant situations, misrepresentations (whether intentional or 

unintentional) are not considered potential or alleged violations as long as 

the lot is still in the applicant's warehouse. As indicated above, when the 

lot enters interstate or foreign commerce, the packer, shipper, or broker 

may be in violation of PACA regulations. When the Daily Inspection 

Report annotates an alleged label misrepresentation, it's the applicant's 

responsibility to inform the Inspector-in-Charge when the particular lot will 

be reworked or relabeled. The SCI inspector will sample the new lot to 

confirm the alleged violation has been corrected. 

a. Verbal reports

It may be necessary to telephone the PACA Division Misbranding 

Officer to provide a verbal description of the information shown on 

the Misbranding Report. If this is necessary, contact the PACA 

Division Misbranding Officer at (202) 720-5073. Conditions that 

will require a call to PACA Division are as follows:

(1) A lot that contains an alleged violation has been transferred 

to another location; or

(2) A lot that contains an alleged violation continues to remain 

in the applicant's warehouse, and in-plant inspection service 

is no longer in effect.

b. Documentation

Quality and non-quality results that differ from what is declared on 

the label shall be documented as follows:

(1) Daily Inspection Report (DIR) FV-416 or a plant's Daily 

Pack Report. Use the number 17 as a symbol to designate a 

particular line item that does not comply with PACA 

regulations (see In-Plant Inspection, Daily Inspection Report
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 139 of 192

in this Manual);

(2) Certificate of Quality and Condition - Flag the grade 

statement of the certificate in accordance with Division

instructions (commercial, state, Department of Defense, or 

Federal procurement); and 

(3) Complete the Misbranding Report, 

c. Distribution of Documents

(1) To PACA Division

To take appropriate action, the PACA Division Misbranding 

Officer must receive one copy of the applicable certificate of 

quality and condition and the misbranding report. These 

documents shall be promptly furnished to the Misbranding 

Officer, either by Fax or by use of priority mail.

(a) Fax Number: (202) 690-4413 

(b) Mailing Address:

USDA, AMS, FV Programs, PACA Division

1400 Independence Avenue SW 

STOP 0242, Room 2095 South Building

Washington, D.C. 20250-0242

Attention: Misbranding Officer

(2) To SCI

The inspector-in-charge will provide the field office with 

three copies each of the Certificate of Quality and 

Condition, and the Misbranding Report. The Officer-inCharge will retain one copy of each document and distribute 

the balance as follows:

(a) Regional Office: one copy of each document.

(b) National Office: one copy of each document.

Attach a note to each set of documents that reads: "PACA 

Label Misrepresentation."
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 140 of 192

4. Lot inspection service, product not previously graded

The following procedures regarding verbal reports, documentation, and 

distribution of documents are applicable when the applicant indicates the 

inspection lot has not been previously graded, and the inspector-in-charge 

is able to verify this.

a. Verbal reports

Contact the PACA Division Misbranding Officer at (202) 720-

5073. 

Provide the PACA Division official with a verbal description of the 

information on the Misbranding Report. The telephone call should 

be made on the same day that the SCI inspector determines that the 

alleged PACA Division label violation has occurred.

b. Documentation

(1) Certificate of Quality and Condition - flag the grade 

statement of the certificate in accordance with Division

instructions (commercial, state, Department of Defense, or 

Federal procurement); and

(2) Complete the Misbranding Report, 

c. Distribution of documents

(1) To PACA Division

One copy of each of the applicable Certificate of Quality 

and Condition, and the Misbranding Report shall be 

promptly furnished to the PACA Division Misbranding 

Officer, either by Fax or use of priority mail.

(a) Fax Number: (202) 690-4413

(b) Mailing Address:

USDA, AMS, FV Programs, PACA Division

1400 Independence Avenue SW 

STOP 0242, Room 2095 South Building

Washington, D.C. 20250-0242

Attention: Misbranding Officer
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 141 of 192

(2) To SCI

The Officer-in-Charge shall make sure that the Certificate of 

Quality and Condition, and the Misbranding Report are 

distributed as follows:

(a) Regional Office: one copy of each document.

(b) National Office: one copy of each document.

Attach a note to each set of documents that reads "PACA 

Label Misrepresentation."

(3) To U.S. Customs Service

When imported product is graded and a labeling 

misrepresentation is found, provide the local U.S. Customs 

Service agent with a copy of the Misbranding Report.

5. Lot inspection service, product previously graded

When the applicant indicates the lot was previously graded, or another 

office verifies that the lot was previously graded, proceed as follows:

a. Obtain a faxed copy of the original score sheet(s) or certificate, if 

applicable, with the code mark(s) represented by the lot.

b. When a portion of a lot that was previously graded is resubmitted 

(commercial, state, Department of Defense, or Federal 

procurement), a labeling misrepresentation will be decided by the 

results of the original inspection.

c. When inspection records indicate the origin inspection lot was 

unlabeled at time of sampling, a labeling misrepresentation will be

decided by the results of the resubmitted lot.

d. Verbal reports, documentation, and distribution of documents will 

be in accordance with the information shown in Section 4. above.

6. Alleged or suspected label misrepresentation

PACA Division will coordinate with the National office to establish a 

program to sample product that is suspected of having an alleged label 

misrepresentation violation. When a PACA label misrepresentation is 

found, it will be at the discretion of the Misbranding Officer to contact the 

shipper, broker, or distributor to initiate appropriate corrective or 

disciplinary action.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 142 of 192

The PACA Division Misbranding Officer will make the request for official 

lot inspection service through the National office. Information concerning 

the request will be transmitted to the applicable Regional and field offices 

by the Inspection Branch.

Note: Details concerning the lot(s) to sample will be coordinated between the 

Misbranding Officer and the Officer-in-Charge. The Misbranding Officer 

will contact the shipper, broker, or distributor to schedule an agreeable date 

and time for product sampling.

a. Applicant Is PACA Division

When PACA Division is the applicant, the responsibilities of the 

area field office are as follows:

(1) Select a Division representative to accompany the PACA 

Division Misbranding Officer to the processor's warehouse, 

commercial cold storage facility, or distribution center;

(2) Officially sample the appropriate number of sample units for 

each lot in accordance with the Regulations Governing 

Inspection and Certification of Processed Fruits and 

Vegetables and Related Products;

(3) Inspect and grade all sample units for the appropriate quality 

and non-quality factors, and examine product for the 

presence of foreign material (see the AIM Inspection Series, 

Foreign Material Manual);

(4) Transmit a facsimile of the completed Misbranding Report 

to the PACA Misbranding Officer, and the Regional and 

National offices.

(5) Distribute the grading and inspection documents as 

indicated below. Show the applicant as the Perishable 

Agricultural Commodities Act Division, and the applicant's 

address as, Washington, D.C. 20250; 

(a) PACA Division:

Original and two copies of the Certificate of Quality 

and Condition (see 4. c. above for mailing address).
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 143 of 192

(b) Regional Office:

One copy of the Certificate of Quality and 

Condition, and a one copy of the applicable score 

sheet(s) or tally sheet(s).

(c) National Office:

One copy of the Certificate of Quality and 

Condition, and a one copy of the applicable score 

sheet(s) or tally sheet(s).

(6) Prepare and submit Form AD-742, Transfer and Adjustment 

Voucher (which may be found on the Office of the Chief 

Information Officer, Approved Computer Generated Forms 

site at the following internet address: 

http://www.ocio.usda.gov/sites/default/files/docs/2012/AD0

742-F-10-91.pdf), 

to the Fruit and Vegetable Program Administrative Office, 

Washington, D.C. to recover all costs of the inspection. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 144 of 192

METRICATION 

To provide uniformity and simplify application and use of the metric system of measurements 

(Systems International or SI), all Division personnel will utilize the following rules when 

requested or when it is appropriate to apply the metric system to inspection and/or certification.

Symbols

For purposes of uniformity, the following symbols should be used in metric statements 

where appropriate:

liter l meter m

milliliter ml millimeter mm

kilogram kg centimeter cm

gram g square meter m

2

milligram mg square centimeter cm

2

degree Celsius degree C kilopascal kpa

• Symbols are not capitalized unless the unit is derived from a proper name, e.g., degree 

C, for degree Celsius.

• Periods are not to be used after the symbol.

• Symbols are always written in the singular form. Do not add "s" to express the plural 

when the symbol is used.

• Square centimeter (cm2) refers to individual squares of 1 cm on an edge, e.g., 8 square 

centimeters (8 cm2) means an area in the shape of a rectangle 1 cm by 8 cm.

• On the other hand, a square 8 cm on an edge is an area in the shape of a square 8 cm 

by 8 cm for a total area of 64 cm2

. When it is possible for the symbol to be misread, it 

is recommended that the measurement be written out (8 cm2 = 8 square centimeters, or 

an area of 1 cm by 8 cm).

A. Numerical Values

1. Conversions:

For accurate of equivalency, multiply the specified quantity by the 

conversion factor given in the table on the following page:
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 145 of 192

To convert from To Multiply by

ounce-(avoirdupois) kilograms-(kg) 0.0235

pound-(avoirdupois) kilograms-(kg) 0.0453592

fluid ounce-(U.S.) liter-(l) 0.029574

pint-(U.S. Liquid) liter-(l) 0.473176

quart-(U.S. Liquid) liter-(l) 0.946353

gallon-(U.S. Liquid) liter-(l) 3.785412

inch meter-(m) 0.0254

foot meter-(m) 0.3048

yard meter-(m) 0.9144

square inch centimeter2

-(cm2) 6.4516

square foot meter2 -(m2) 0.092903

cubic inch centimeter3

-(cm3) 16.387064

cubic foot liter-(l) 28.316847

inch of mercury kilopascal 3.39

 (vacuum)

Note that most of the above conversions result in kilograms, liters and meters. Changing 

these results to submultiples requires only moving the decimal two places to the right for 

centi-submultiples, and three places right for milli-submultiples.

B. Rounding

In all conversions, the number of significant digits retained should be such that 

accuracy is neither sacrificed nor exaggerated. As a general rule, retain only the 

first three digits. When converting minimum (not less than) tolerances, round 

down to obtain the converted value, e.g., 196.4 g becomes 196 g or 1.759 m 

becomes 1.75 m. Conversely, round up in the case of maximum (not more than) 

tolerances, e.g., 196.4 g becomes 197 g, or 1.759 m becomes 1.76 m. When 

converting values that are not limits, round in the normal manner, e.g., 196.4 g 

becomes 196 g, or 1.759 m becomes 1.76 m.

1. Rule of 1000

Selected multiple and sub-multiple prefixes for units should result in 

numerical values greater than 1 and less than 1000, e.g., 1.96 kg, not 1960 

g, or 750 mm (75 cm), not 0.75 m.

2. Use only decimal fractions. Common fractions (1⁄2, 1⁄4, etc.), are not 

permitted.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 146 of 192

C. Systems

English System - Use of the English system without reference to Systems 

International system.

Full Metric - Use Systems International units without reference to English units.

Soft Metric Conversion - Where the measurement is in English terms so that it 

appears as a whole number, e.g., 1-lb (453.6 g).

Hard Metric Conversion - Where the measurement is made in SI terms so that it 

appears as a round number, e.g., 450 g (0.99 lb.).

D. Domestic and metric measures

Domestic Weights

1 grain = 0.0001428 pounds

7,000 grains = 1 pound

16 ounces = 1 pound

2,000 pounds = 1 short ton

2,240 pounds = l long ton

0.892857 long tons = 1 short ton

1.12 short tons = 1 long ton

Metric Weights

1,000 micrograms (F) = 1 milligram (mg)

1,000 milligrams = 1 gram (g)

1,000 grams = 1 kilogram (kg)

1,000 kilograms = 1 metric ton

Domestic equivalents of metric measures

1 gram = 0.035274 ounces

1 kilogram = 2.204622 pounds

1 metric ton = 2,204.622 pounds

1 metric ton = 1.1023 short tons

1 metric ton = 0.9842 long tons

1 liter 

liquid measure = 2.1134 pints,

1 liter 

liquid measure = 1.05671 quarts,

1 liter 

liquid measure = 0.26418 gallons,
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 147 of 192

Metric equivalents of domestic measures

1 grain = 64.799 mg

1 ounce = 28.3495 grams

1 pound, = 453.5924 grams 

1 short ton = 907.185 kg

1 short ton = 0.9072 metric tons

1 long ton = 1,016.047kg

1 long ton = 1.016 metric tons

1 pint,

liquid measure = 0.47317 liters

1 quart,

liquid measure= 0.9463 liters

1 gallon,

liquid measure = 3.785 liters

Liquid measure: British-U.S. equivalents

1 British quart, 

liquid measure = 1.2009 U.S. quarts

1 British gallon,

liquid measure = 1.20094 U.S. gallons
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 148 of 192

NON-MANIPULATION CERTIFICATION INSPECTION SERVICE

This instruction outlines procedures for performing Non-Manipulation inspection services and 

issuing Non-Manipulation Certificates. Inspection for Non-Manipulation Certification combines 

a Plant Survey, a Condition of Container (COC) examination, and a review of Product Identity 

Documents. This last item involves tracing records for the product from its departure from the 

country of origin through its present storage location. A Non-Manipulation Certificate is a Letter 

Report provided to the applicant to certify that based on SCI inspection of records, COC 

examination, and plant survey, the product being certified has been: 

• Handled in accordance with Good Manufacturing Practices, 

• Stored under appropriate conditions, and 

• Has maintained its identity to assure continued suitability.

These procedures allow flexibility to meet the applicant’s needs. The following references are 

found in the AIM Inspection Series of instructional manuals:

• General Procedures Manual, Regulations Section

• Sampling Manual, Sampling Procedures

• Condition of Food Container Manual, U.S. Standards for Condition of Food Containers

• Sanitation and Safety Manual, Plant Sanitation Requirements, and Good Manufacturing 

Practices (GMP’s)

• Certification Manual

• Form FV-356 Application for Inspection and Certificate of Sampling which may be found 

on the AMS Forms Catalog at the following internet address: 

http://agnis/AMSFormsCatalog/Forms/AllItems.aspx.

A. Applicant responsibilities:

1. Request the Non-Manipulation Certification service

2. Provide information as requested for Non-Manipulation Certification 

services - application for inspection and certificate of sampling form 

FV-356; and

3. Provide information indicated on the “Documents required for 

Non-Manipulation Certification” shown below to the appropriate SCI field 

office. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 149 of 192

Documents required for Non-Manipulation Certification

It is the applicant’s responsibility to provide clear and concise documentation showing that the 

product has not been tampered with or undergone reprocessing. To do so, documents must 

provide uninterrupted documentation, in chronological order, tracing the identity of the product 

from departure from the country of origin to its present location. Supporting documents are to be 

submitted with an inventory listing them in chronological order for tracing purposes.

These documents may include, but are not limited to:

A. Export certificates from the country of origin;

B. Intermediary conveyance document;

C. Incoming bill of lading;

D. Incoming receipt documents, i.e., warehousing count sheets;

E. Inventory control documents; and

F. Warehouse documents indicating the date of storage, i.e., storage billing 

documents.

The following are examples of inadequate documentation:

A. A document that cannot be linked to the previous document in the tracing 

process.

B. A lapse in time or a change in location without documented possession of the 

product would indicate missing documents or possible manipulation of the 

product.

C. Illegible documents

D. Documents that show signs of having been tampered with or altered.

E. Documents showing intermediary storage within the United States where the 

storage facility was not:

1. a Bonded Customs Storage facility; or

2. a storage facility where the product had previously been certified under 

SCI Non-Manipulation Certification.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 150 of 192

B. SCI field office responsibilities:

1. Complete the application for inspection and certificate of sampling form 

(FV-356);

2. Supply the applicant with a copy of “Documents required for 

Non-Manipulation Certification” shown above; 

3. Provide the applicant with an estimated fee. The current fees for various 

inspection services are located on the USDA, SCI internet site. Click on the “SCI

News” link found in the “SCI Services” block at the following internet address:

http://www.ams.usda.gov/AMSv1.0/processedinspection, next click on the 

“Current User Fee Information” link in the “SCI Services and Fees” 

section, then click on the “Fee for Specialty Crops Inspection (SCI) 

Division (SCI) Audit, Survey, and Verification Programs Not Covered by 

Other Fee Announcements”;

4. Review the documents submitted by the applicant, and complete the 

Product Identity Review Sheet shown below. If the documentation is 

determined to be inadequate, the inspector will notify the applicant, and

request additional documents to complete the tracing process. See 

examples of inadequate documentation in subsection d, numbers (1) 

through (5) of these instructions;

5. Schedule product inspection at the warehouse or storage location. Request 

that the product be staged prior to arrival for accessibility, and ask that 

warehouse staff be available to assist as needed;

6. Provide inspection results to the applicant as follows:

a. Prepare the Non-Manipulation Certificate and send it to the 

applicant at the address indicated on form FV-356; or

b. Inform the applicant of the failing portion of the inspection and that 

a Non-Manipulation Certificate is not available;

7. Bill the applicant; and

8. File the inspection documents in the applicant’s file in the SCI field office.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 151 of 192

Sheet __ of ___

Product Identity Review Sheet Date: Print and Sign Name: 

Title of 

Document

Document 

Number

Originator of 

Document

Date on 

Document

Product Quantity and 

Container Size

Label and Code 

Markings

Document traces 

with previous 

document

Yes/No/NA

Comments:

Fruit and Vegetable Programs

Specialty Crops Inspection Division
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 152 of 192

C. Inspection procedures

1. Review

SCI inspection personnel will review the Product Identity documents 

submitted by the applicant before performing the plant survey or condition 

of container examination. 

a. The following shall be recorded on the Product Identity Review 

Sheet shown above for each document:

(1) Title of the document;

(2) Number of the document;

(3) Originator of the document;

(4) Date on the document ;

(5) Product indicated;

(6) Quantity and container size indicated;

(7) Label and code markings; and

(8) Determination of whether or not the document follows the 

previous document in the tracing process.

b. Documents shall be recorded in chronological order as follows:

(1) Export certificate from the country of origin;

(2) Documents showing the mode of conveyance, vessel, etc;

(3) Any intermediary transport or storage facility documents;

(4) Transfer documents from each mode of conveyance;

(5) Documents showing receipt of the product at the location 

where the inspection is being performed; and

(6) Inventory and/or storage records for the product at the 

inspection location.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 153 of 192

c. Complete the Product Identity Review Sheet; a completed example

is shown following this section. Complete the following:

(1) Title of Document block to indicate the title of the 

document being reviewed;

(2) Document Number block to indicate the document’s 

identifying code number or serial number;

(3) Originator of Document block to indicate the name of the 

person/organization that signed for or completed the 

document;

(4) Date on Document block to indicate the date the document 

was completed;

(5) Product block to indicate the name of the product as 

identified on the document;

(6) Quantity and Container Size block to indicate the total 

quantity, size, and type of container of product as identified 

on the document;

(7) Label and Code Markings block to indicate the complete 

label and code markings as identified on the document; and

(8) Document Traces with Previous Document block will be

completed with Yes, No, or NA (not applicable).

(a) “Yes” indicates the document can be traced to the 

previous document in the tracing process by date, 

location, and/or time;

(b) “No” indicates the document does not trace to the 

previous document in the tracing process. A lapse of 

time or change in location without documented 

possession of the product leads to missing 

documents, which could indicate possible 

manipulation of product. If this happens, the 

applicant will be required to provide additional 

documentation to complete the tracing process 

before the Non-Manipulation Certificate can be 

issued;
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 154 of 192

(c) “NA” will indicate the document is the first in a 

series of documents being traced, and has no prior 

document to which to trace.

d. If the inspector finds inadequate documentation, the problem(s) 

shall be described in the comments section of the Product Identity 

Review Sheet. If additional space is required, the back of the form 

may be referenced and used for continuation. The inspector shall 

notify the applicant if inadequate documentation has been provided 

and request additional documents to complete the tracing process. 

The following are examples of inadequate documentation:

(1) A document that cannot be linked to the previous document 

in the tracing process. 

(2) A lapse in time or a change in location without documented 

possession of the product.

(3) Illegible documents.

(4) Documents that show signs of tampering or alteration.

(5) Documents showing intermediary storage within the United 

States where the storage facility was not a:

(a) Bonded Customs Storage facility; or

(b) Storage facility where the product had previously 

been certified under SCI Non-Manipulation 

Certification

2. Plant survey

A plant survey at the facility where the product is currently stored will be 

completed in accordance with guidelines in the AIM Inspection Series, 

Sanitation and Safety Manual. Only the front page, page 2, and section H

of the plant survey are completed. The temperature and other observations 

(e.g., dry, humid) will be noted on the Non-Manipulation Certificate.

3. Condition of container

A condition of container inspection will be performed on the lot in 

accordance with the AIM Inspection Series, Condition of Food Container 

Manual.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 155 of 192

4. Certification

A letter report will be completed following the guidelines in The AIM 

Inspection Series, Certification Manual. An example is shown below. This 

document will be based on the following:

(a) Applicant information;

(b) Product identity review;

(c) Warehouse evaluation results; and

(d) Condition of container inspection.

5. Billing

Prepare billing in accordance with Division instructions. See section B. 3

on page 150. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 156 of 192

Example of Non-Manipulation Letter Report:

(Insert Current Letterhead)

January 25, 2011

YAK-002-11

Growers and Shippers Co.

101 Your Street

Anytown, USA 23456

Reference: Inspection performed on January 25, 2011.

We have completed the warehouse portion of the plant survey for warehouse XYZ located at123 

North Warehouse Drive, Anytown, USA 23456. The warehouse conditions observed were

acceptable.

A condition of container inspection was performed on the lot. The lot was found to meet 

applicable U.S. Standards for Condition of Food Containers. The sample units were labeled 

Really Good Food Product, 25 kg. (all primary label information including code markings should 

be included, as noted in the AIM Inspection Series, Certification Manual). Certificate number(s)

(ABC123, etc.) shows that (insert the product name) was imported into the USA from (insert 

Country of origin) and stored at XYZ warehouse for a period of 9 months. Based on our 

inspection of records we have determined that (insert the product name) was handled in 

accordance with good manufacturing practices and stored under appropriate conditions to assure 

its security and continued suitability.

Inspection of records shows these samples represent 208 pallets of 24/25 kg containers each and 1 

pallet of 8/25 kg containers, weighing a total of 125,000 kilograms.

John Q. Public

Agricultural Commodity Grader
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 157 of 192

 Sheet __ of ___

 Product Identity Review Sheet Date: 11/25/2010 Print and Sign Name: John Q. Smith John Q. Smith

Title of 

Document

(as shown on 

document)

Document 

Number

(as shown on 

document)

Originator of 

Document

(as shown on document)

Date on 

Document

(as shown on 

document)

Product

(as shown on document)

Quantity and 

Container Size

(as shown on document)

Label and Code 

Markings

(as shown on document)

Document 

traces with 

previous 

document

Yes/No/NA

Certificate from 

(country of 

origin)

ABC 123

Agricultural 

Department 

Country of Origin

A.B. Inspector

10/23/10

(Product as identified 

on certificate)

125,000 kg.

5,000

25 kilogram

Bags

Really Good Food 

Product

A123, B123, C123

N/A

Shipping Bill of 

Lading

0001112223

33

Land or Sea Import 

Company

Jack D. Shipper

10/25/10

(Product as identified 

on shipping bill of 

lading)

125,000 kg.

5,000

25 kg. Bags

Really Good Food 

Product A123, 

B123, C123

Yes

Incoming Port 

Receipt

A1B2C3

Port of Entry

Mary L. Smith

10/27/10

(Product as identified 

on incoming port 

receipt)

125,000 kg

Really Good Food 

Product A123, 

B123, C123

Yes

Shipping Bill of 

Lading

XYZ445566

Ship to You Inc.

J. Doe

10/29/10

(Product as identified 

on incoming bill of 

lading)

125,000 kg

5,000

25 kilogram

Bags

Really Good Food 

Product A123, 

B123, C123

Yes

Warehouse 

Receiving Slip

09876

The Warehouse 

Co.

I. M. Boss

10/30/10

(Product as identified

on incoming

Warehouse slip)

5,000

25 kilogram

Bags

Really Good Food 

Product A123, 

B123, C123

Yes

Warehouse 

Storage Bill

987345000

The Warehouse 

Co.

I. M. Boss

10/21/10

(Product as identified 

on warehouse storage 

bill)

5,000

25 kilogram

Bags

Really Good Food 

Product A123, 

B123, C123

Yes

Comments: Documentation acceptable.

Fruit and Vegetable Programs

Specialty Crops Inspection Division
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 158 of 192

PRODUCT ORIGIN REQUIREMENTS

SCI inspectors in certain situations may have responsibilities for monitoring and reporting the use 

of foreign product or product components in processed foods under their inspection. Applicable 

origin requirements are stated in the procurement documents such as contracts, solicitations, 

announcements, invitations to bid, or in governing rules or regulations. In some instances the 

contractor/producer may be required to provide the SCI inspector with a letter or certification of 

conformance attesting to the product’s compliance with a product origin requirement.

If a product is to be of 100 percent domestic origin, the following examples illustrate products 

that do NOT meet this requirement:

A. Imported pineapple tidbits to be used in a canned fruit cocktail.

B. A concentrated or single strength juice product that contains an imported juice 

concentrate component.

C. Use of imported tomato paste in the production of canned vegetarian beans. 

D. Production of frozen French fried potatoes from potatoes grown in Canada.

When present at the processing facility, the inspector should monitor product formulation and 

verify that the product and product components are of the required origin. The inspector should 

be familiar with and follow the appropriate verification instructions for the product inspected. 

Discuss deviations with appropriate supervisory personnel, and notify the appropriate plant 

official of any deviations as instructed.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 159 of 192

REGULATIONS 

SCI provides an impartial, official inspection service for processed fruits and vegetables. 

Applicants may use this service to obtain inspections of any of these products in which they have 

a financial interest. The service is voluntary and self-supporting, and is offered on a fee-forservice basis through the Agricultural Marketing Services, Fruit and Vegetable Program.

The inspection service facilitates the orderly marketing of products in many respects. It helps the 

buyer or the seller determine if the terms of contracts or purchase orders have been met. It helps 

establish loan values, and supplements in-plant quality control programs. Inspection helps in 

settling claims for damage incurred in transit or storage.

The Regulations in the publication at the following internet site contain the current rules that

govern inspection and certification of processed products, including sampling, fees, sanitary 

requirements for approved plants, and related matters.

The Regulations, 7 CFR 52, is available at the following internet address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR.

The following is to provide clarification of the regulations governing inspection and certification 

regarding the use of Approved Identification (7 CFR 52.53). The use of approved lot inspection 

id requires lot inspection be performed. 

A. The use of the grade shields depicted in 7 CFR 52.53(c) figures 5 & 6 and the 

"PACKED UNDER INSPECTION OF THE U.S. DEPT. OF AGRICULTURE" 

statement (with or without the shield) as depicted in figures 7 & 8, shall only be 

used on product that is produced by a plant operating under USDA inspection 

service contracts when an in-plant inspector is present during processing, 

packaging, and packing. 

B. Except for product packed under the Quality Assurance Program, any product that 

is produced without an in-plant inspector present during processing, packaging, 

and packing may only bear the marks covering lot inspection as depicted in 7 CFR

52.53(d) figures 11 through 14.

Example:

If a processing plant wants to use approved identification marks and has an inspector present 

during its first shift, but runs a second shift with no inspector present, the plant may use the 

approved marks depicted in 7 CFR 52.53(c) figures 5 through 8 for the product produced on first 

shift only. If the plant wishes to use approved identification marks on second shift product, the 

plant may only use the marks depicted in 7 CFR 52.53(d) figures 11 through 14. The use of any 

other approved identification mark on the second shift product is not permitted.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 160 of 192

RE-INSPECTION 

A. Classification of Inspection 

When contacted by an applicant for inspection, the field office should inquire if the 

product has been inspected before. If it has been inspected before and can be 

identified, contact the original inspection office to obtain pertinent information 

regarding the lot such as grade, condition, lot size, any deviations, etc.

1. If the re-inspection results agree with the original results, proceed with 

certification, making no reference to the original certificate.

2. If the re-inspection results do not agree with the original results and it is 

apparent that changes in quality are the results of condition factors, proceed 

with certification using the word NOW preceding the grade statement. 

(See AIM Inspection Series, Certification Manual.)

3. If the re-inspection results do not agree with the original results and it is 

apparent that changes are not the results of condition factors, an appeal 

inspection is in order. However before issuing the appeal certificate, do the 

following:

a. Increase sample size, particularly when the first sampling is less 

than 13.

b. Before certification, contact your immediate supervisor for further 

instructions regarding the disposition of the inspection.

c. If possible, draw supplemental sample units for possible review by 

the Regional or National offices.

4. Fees

a. If the inspection is a re-inspection to bring the lot up to date, the 

usual fee rate will apply.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 161 of 192

REVIEW PROGRAMS 

It is SCI policy to continually evaluate the adequacy and effectiveness of its services. An 

effective means of so doing is a product review program to determine if offices are grading and 

inspecting products uniformly.

The Division currently has several types of product review programs in effect.

A. Review Program for Processed Raisins

The processed raisin review covers the grading of processed raisins, and is

conducted monthly. All lots of raisins will be sampled and graded by the field 

office using normal procedures. The review sample will be selected from the 

remainder of the composite sample used to determine the quality grade of the lot. 

It will be selected from the first lot of raisins sampled and graded each month, and 

subsequently every tenth lot of raisins sampled and graded that month. At the 

beginning of each month, the review program will begin again, starting with lot 1. 

The following procedures shall be used by each field office, sub-office, or 

inspection point grading processed raisins:

1. Sample and grade all lots in accordance with current instructions.

2. The review sample consists of 64 ounces of raisins. Select this 64 ounce 

review sample from the remainder of the composite used to determine the 

quality grade of the first lot graded, and subsequently every tenth lot graded 

during each month.

3. Complete the score sheet and the micro analytical work sheet. In the 

remarks section of the score sheet, note "Sample submitted on (date) for 

National Processed Raisin Review". 

4. Make two copies of the score sheet and the micro analytical work sheet. 

6. Prepare a speed memo with the name of applicant, product name, lot 

number, codes, field office, and sample number for the month (i.e., first 

sample, second sample, etc.). Make two copies of the memo. Speed memos 

(form AD 0311) may be found on the Office of the Chief Information 

Officer, Approved Computer Generated Forms site at the following internet 

address: http://www.ocio.usda.gov/sites/default/files/docs/2012/AD0311-F03-81-OCIO.PDF.

7. Mark the samples to clearly identify the applicant, lot number, and field 

office. Also mark on the shipping container "National Processed Raisin 

Review (insert month and year)."
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 162 of 192

7. Send the memo, a copy of the score sheet and micro analytical work sheet, 

and the raisin review sample to the Fresno, CA field office within 5 

working days after final grading. 

8. The Fresno office will grade and perform microanalysis on review samples, 

and record their results on official score sheets and micro worksheets. 

Photocopies of these documents will be sent to the submitting field office 

and the Regional offices within 15 working days after the end of the month.

Review results and follow up 

1. The Regional offices and the National office will review the inspection 

results with the Fresno office on a monthly basis. 

2. The Regional offices will follow up on lots which show significantly 

different results between the original lot and the review sample. The 

Regional office will coordinate corrective action with the National office 

and the area field office. 

3. The Inspection Section will review reports quarterly. If corrective action is 

needed, the Division Director and Regional Section Heads are notified. 

B. Review Programs for Flavor Evaluation of Canned Ripe Olives

This instruction establishes two review programs for the evaluation of flavor in 

canned ripe olives. The goal of these programs is to maintain uniform inspection 

of flavor in domestic and imported canned ripe olives. One review will focus on 

product found to have questionable or off-flavor; the other review will cover 

canned ripe olives inspected by all SCI offices to establish uniformity. 

SCI is authorized to grade and certify domestic and imported canned ripe olives 

under the Regulations, 7 CFR, Parts 932 and 944, which also establish the 

minimum quality requirements for these products. Canned ripe olives reviewed 

under these programs will be graded according to the requirements specified in the 

CFR. Each SCI area office will submit sample units from lots found to have offflavor for the Questionable or Off-Flavor Review. In addition, all area offices 

involved in inspection of canned ripe olives will participate in the All-Office 

Flavor Review for olives of all styles and container types.

1. Procedures for Questionable or Off-Flavor Review

If a questionable or off-flavor is detected during the process of inspecting a 

lot of olives, the area office shall submit subsample units representing the 

lot to the Western Regional office, Eastern Regional office, and Stockton 

Area office. A final grade and score shall not be assigned to the lot 

until notified by the applicable Regional office.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 163 of 192

Three subsamples of equal amounts will be taken from one of the 

questionable or off-flavor samples inspected by the area office. The olives 

submitted for review must be from the same sample container inspected by 

the area office.

a. The subsamples of olives shall be put into 16-ounce plastic, wide 

mouth jars with twist top lids. The jars shall be filled with brine, 

sealed, and packaged into shipping cases with cold packs to 

maintain the condition of the subsamples. Ship the samples by 

overnight delivery. 

b. Complete the Canned Ripe Olive Flavor Review sheet, form FV377 which may be found on the AMS Forms Catalog at the 

following intranet address: 

http://agnis/AMSFormsCatalog/Forms/AllItems.aspx. Include the 

Customs Entry Number and shipping container number. Mark each 

subsample with the shipping container number, and “(insert area 

office) Questionable or Off-Flavor Review Sample(s).” Include the 

FV-377 along with the subsample. Send an e-mail to the 

supervisors in the three receiving offices to notify them that 

samples are being sent. 

c. Do not complete the flavor portion of the original score sheet until 

the flavor review results have been received from your Regional 

office. The Regional offices and Stockton Area office will 

determine the flavor grade of the samples. The applicable Regional 

office will send the results to the area office and the National office, 

identifying the reports as “Questionable or Off-Flavor Review 

Results”. 

2. Procedures for All-Office Flavor Review

The All-Office Flavor Review can be activated or deactivated as needed. 

The Division Director will determine the need for the review with input 

from the Regional offices and Inspection and Standardization Section. 

Regional offices will notify area offices by e-mail of flavor review 

activation or deactivation status

When the program is in effect, each area office, including the Stockton 

Area office, will select three additional sample units from lots sampled on a 

monthly basis. For example, if the sampling plan requires 13 sample units, 

collect 16 sample units from the lot. The three review samples should be 

duplicate codes matching at least one of the samples drawn for inspection, 

and all review samples must have the same production code. One way to 

accomplish this is to pull four containers from a single case, and after 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 164 of 192

verifying that all four codes are the same, mark three containers as review 

samples. The fourth will be included among the 13 samples for grading.

Area offices will submit one unopened sample from each lot to the Western 

Regional office, one to the Eastern Regional office, and one to the 

Stockton, CA Area office for review. In order to evaluate the effectiveness 

of the inspection service provided, sample units must be reviewed from 

various importers and countries of origin. 

Note: The Regional and National offices may change the frequency and number 

of samples selected at any time. Regional offices will notify field offices 

of the sampling frequency by e-mail. Area offices will be asked to submit 

sample units from lots sampled at one of the following rates:

a. From every lot, 

b. From a predetermined reduced number of lots (such as drawing 

review sample units from every fifth or tenth lot sampled), or 

c. At a predetermined number of sample units per month (such as 

submitting two sample units per month).

Depending on results of the All-Office Flavor Review, and /or 

recommendations from the National and Regional offices, the Regional 

offices may select one or more area offices to submit additional sample 

units. The Regional offices will notify the selected area offices and the 

National office by e-mail. 

a. Immediately upon completion of inspection, the area office will 

submit the review sample unit from each designated lot along with a 

copy of the score sheets. Sample units will be marked, “(insert area 

office) All-Office Flavor Review Sample).” Complete and submit 

the Canned Ripe Olive Flavor Review sheet, form FV-377 which 

may be found on the AMS Forms Catalog at the following intranet 

address: http://agnis/AMSFormsCatalog/Forms/AllItems.aspx.

b. Both Regional offices and the Stockton Area office will determine 

the flavor grade of the review samples. The evaluation of Stockton 

Area office samples shall be performed by an inspector or 

supervisor other than the original grader. The applicable Regional 

office will send the results to the area office and the National office, 

identifying the reports as “All-Office Flavor Review Results.” 

c. The applicable Regional office will follow-up up on sample units

found to be different than the original grade of the lot, and will 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 165 of 192

coordinate corrective action with the National office and respective 

area office.

C. Product Grade Review Procedures for Products Not Covered by Formal Review 

Programs (Monthly and Four Month Cycle Review Program)

These instructions provide for a review of all products:

• For which USDA provides an official grade or determination (including 

NAG, CID, purchase order or buyer’s specification).

• Which are not currently covered by a formal grading review program

 Products for the following programs are not part of this review:

• USDA Purchases 

• Operational Rations In-Plant Inspection Review Program 

• Review Program for Concentrated Orange Juice for Manufacturing (OM) 

for Futures Contracts,

• Review Program for Processed Raisins, and

• Review Program for Flavor Evaluation of Canned Ripe Olives. 

1. Frequency of product reviews:

The Monthly Review Program is conducted every month by the supervisor 

(Officer-in-Charge (OIC), assistant OIC, subarea supervisor), or an 

individual officially acting in that capacity. 

The Four Month Cycle Review Program is conducted once during period of 

four-months, resulting in three review periods per fiscal year. The review 

periods are from October 1 through January 31, February 1 through 

May 31, and June 1 through September 30. Samples submitted for the Four 

Month Cycle Review will be reviewed by both the area supervisor and the 

National office.

Review sample submissions may be tracked on the optional worksheets 

“Optional Monthly and Four Month Cycle Review Program Submission 

Worksheet” and “Monthly Review Program Summary Sheet” included at 

the end of this instruction.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 166 of 192

2. Submission of Monthly and Four Month Cycle Review Program samples:

a. Label each sample with the following information: field office, 

applicant, date graded, grade assigned, and inspector.

 

b. Identify exterior of shipping container “Four Month Cycle Review,”

c. Identify on exterior of shipping case if frozen or chilled samples are 

enclosed (Example: “Frozen samples, open upon receipt”) ,

d. Freeze samples of chilled product to preserve quality and ship 

frozen samples to arrive the next day with sufficient dry ice or 

freezer packs to maintain frozen condition of sample. 

e. Refrigerate subsamples of canned product to maintain product 

quality and safety and ship with sufficient freezer packs or dry ice 

to keep the product cold.

f. Ship chilled or frozen samples to arrive the next business day; DO 

NOT ship before weekends or holidays,

g. Seal and apply tamper evident tape,

h. Pack samples securely to prevent damage or deterioration,

i. Amount of sample to submit: For most products, the original 

container or package will be adequate. For products with a specific 

sample unit size, follow Division procedures to obtain sufficient 

product for grading. In the case of bulk products, draw a two pound 

(thirty two ounces) subsample (or a minimum of six fluid ounces 

for juice concentrates). Submit a minimum of thirty two ounces of 

single strength juices.

3. Procedure for Monthly Review Program: 

a. Lot inspection:

The supervisor will develop a schedule to systematically review one 

lot per month from the field office and each inspection point.

For each lot selected for review, one sample unit is drawn (two

samples if both Monthly and Four Month Cycle Reviews are 

performed.) The supervisor will designate the lot to be reviewed 

prior to sampling so that additional sample units can be drawn. 

This also includes Child Nutrition (CN) products produced under 

lot inspection.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 167 of 192

Complete the top portion of the Monthly and Four Month Cycle 

Review Program Sample Submittal Sheet, Form FV-379 and 

submit with the samples brought to the grading lab. The lot shall be 

graded and certified as usual. The review sample shall not be 

graded at this time.

(Form FV-379 can be found on the AMS Forms Catalog at the 

following intranet address: 

http://agnis/AMSFormsCatalog/Forms/AllItems.aspx)

The supervisor shall grade the review sample after the inspector has 

completed grading the lot and issued the certificate (or other 

inspection document) by completing a score sheet, or annotating the 

score sheet issued by the inspector. The supervisor should compare 

the grade of the review sample with the original score sheet(s) and

certificate. He or she will make any recommendations to the 

inspector who carried out the original grading, and record remarks 

in the “Area Office Review” section of the Monthly and Four 

Month Cycle Review Program Sample Submittal Sheet, Form 

FV-379. Alternately, the supervisor may create a “new review” in 

the “Product Grade Review Program” database in Lotus Notes and 

enter the information for the top of the form and the “Area Office 

Review.”

A copy of the completed Monthly and Four Month Cycle Review 

Program Sample Submittal Sheet, Form FV-379, (or a printed copy 

of the “new review” from the Lotus Notes “Product Grade Review 

Program” database) and copies of the score sheet(s) (including 

reverse, if used, or copies of labels) and supporting documentation 

are then sent to the appropriate Regional office. 

The supervisor will record a summary of the review results on the 

worksheet Monthly Review Program Summary Sheet. The original 

is retained in the field office, and a copy is mailed to the Regional 

office at the end of each month. 

b. In plant, Child Nutrition (CN) in plant and Quality Assurance 

Program (QAP) inspection:

In addition to the review for lot inspection, the supervisor will 

develop a schedule to systematically review one lot per month from 

each processing plant (including CN and QAP plants) in operation 

during the month.

While on a supervisory visit, the supervisor will randomly designate 

one lot to be used for the monthly product review. For QAP, this 

lot must have been verified by the USDA grader.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 168 of 192

The supervisor shall draw one sample unit at random from the 

designated lot in the warehouse/storage, and complete the top 

portion of the FV-379. The supervisor shall grade the review 

sample by completing a score sheet, or annotating the score sheet 

issued by the inspector, and compare the grade of the review sample

with the original score sheet(s) and inspection records. He or she 

will make any recommendations to the inspector who carried out 

the original grading, and record remarks on the FV-379, or by 

creating a “new review” in the “Product Grade Review Program” 

database in Lotus Notes.

A copy of the completed FV-379 (or a printed copy from Product 

Grade Review Program database in Lotus Notes) and copies of the 

score sheet(s) (including reverse, if used, or copies of labels) and 

supporting documentation are then sent to the appropriate Regional 

office. 

The supervisor will record a summary of the review results on the 

Monthly Review Program Summary Sheet. The original is retained 

in the field office, and a copy is mailed to the appropriate Regional 

office at the end of each month. 

4. Procedure for the Four Month Cycle Review Program:

a. Lot and In-plant Product Review

The supervisor will select one lot during each four month cycle 

from each of the following: 

• Lot inspections conducted in the field office; 

• Lot inspections performed at each inspection point. 

In addition, the supervisor will select one lot from each of the 

processing plants, including CN and QAP in operation during the 

four month cycle.

For example, a field office having two inspection points and four 

processing plant should submit three samples for lot inspection (one 

per field office and inspection point) and four samples representing 

each of the processing facilities in operation during the period.

After the each lot has been graded by the inspector, the supervisor 

shall grade one of each of the review samples by completing a score 

sheet, or annotating the score sheet issued by the inspector, and 

compare the grade of the review sample with the original inspection 

records. He or she will make any recommendations to the inspector 

who carried out the original grading, and record remarks on the FV379 (or by creating a “new review” in the “Product Grade Review 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 169 of 192

Program” database in Lotus Notes).

b. The second review sample will be submitted to the National office 

with copies of: 

• Score sheet(s), (including reverse, if used, or copies of labels), 

• Supporting documentation (including certificate, letter report or 

other document, if issued, 

• Lab results, 

• A copy of the FV-379 (or a printed copy from the Lotus Notes 

“Product Grade Review Program” database) indicating the 

results of the field office review, and

• Label and ship samples following instructions in C. 2. 

Retain a completed copy of the FV-379 in the field office. The 

supervisors shall complete the Monthly Review Program Summary 

Sheet, retaining the original in the field office and mailing a copy to 

the Regional office.

The National office shall grade the samples submitted and compare 

the results. The reviewing official from the National office shall 

record the grading results and any comments or recommendations 

on the copy of the Monthly and Four Month Cycle Review Program 

Sample Submittal Sheet and enter the grading results and any 

comments or recommendations in the “Product Grade Review 

Program” database in Lotus Notes. A summary of all findings will 

be returned to the Regional Section Heads and will be entered into 

the database used to track the consistency of grading. Field offices 

may view the results for samples submitted in the “Product Grade 

Review Program” database in Lotus Notes.

5. Cost of samples

The Regulations Governing Inspection and Certification of Processed 

Fruits and Vegetables and Related Products provides the authority for the 

agency to draw samples for review. All costs shall be borne by the 

applicants.

6. Instructions for completing FV-379

Please see the example and instructions on the following pages. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 170 of 192

Date Submitted:

Area Office: Inspection Point (if applicable): Samples Submitted? Y or N

Type of Inspection

CN In-Plant CN Lot In-Plant Lot QAP 

In-plant Inspection

 1st Shift  2nd Shift  3rd Shift

Applicant Name: Applicant Address:

Certificate No. USDA Grade Assigned: Date Graded:

Product: Product Type:

Canned Chilled Frozen Dried 

Code:

Inspectors Name (Print and Sign):

AREA OFFICE REVIEW

Results of Evaluation:

I agree with grader’s evaluation. Y or N

Comments:

Supporting documentation submitted Yes, No

Supervisory evaluation documentation attached Yes, No

Return cooler to field office Yes, No, Not Applicable

Return freezer packs to field office Yes, No, Not Applicable

Signature (Print and Sign): Date:

NATIONAL OFFICE REVIEW

Results of Evaluation:

Supporting documentation submitted Yes, No

Supervisory evaluation documentation attached Yes, No

I agree with the Grader’s evaluation Yes, No

I agree with the Area Office evaluation Yes, No

Signature (Print and Sign): Date:

1

2 3 4

5 6

7 8

9 10 11

12 13 14

15

16

17 18

19

20 21

Monthly and Four Month Cycle Review Program Sample Submittal Sheet

FV-379 (EXAMPLE) 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 171 of 192

Open “Product Grade Review Program on amsnotes” and “Create” a “New Review,” or print off a 

blank FV-379 from the AMS Forms catalog. The following items correspond to the numbered 

sections on the previous page:

1. Enter the date the sample is mailed/shipped to field office.

2. Select the field office from Lotus Notes drop down list or complete using 

locations listed in Organizational Directory. 

3. Select inspection point from Lotus Notes drop down list or complete using 

locations listed in Organizational Directory. If samples are not from an 

inspection point, show “Not Applicable.”

4. If samples are submitted to the National Office (Four Month Cycle 

Review), select “Yes.” 

5. Select the type of inspection service. For Child Nutrition (CN) please 

select “CN Lot” or “CN In-plant” inspection. For other inspections, select 

the box for “Lot,” “In-plant” or “Quality Assurance Program” (“QAP”). 

6. If In-plant inspection service is selected in block #5, select the shift 

inspection was performed.

7. Enter the name of the applicant company as it appears in the billing 

program.

8. Enter the city, state and zip code for the applicant company.

9. If a certificate is issued, record certificate (including letter report) number. 

If no certificate is issued, enter N/A.

10. Enter grade assigned. For products with no applicable grade, select/enter 

NAG.

11. Enter date product was graded (from score sheet, certificate, or other 

inspection document.

12. Enter the product name as it appears on score sheet, certificate, or other 

inspection document. For Lotus Notes, select from drop down list. All CN 

products are grouped together and are identified by “CN” prefix. If the 

product does not appear on the list, new products may be added by typing 

in “New keyword.” For 100% juice blends, use “juice blends” or “juice 

blends from concentrate” and add any other identifying information in the 

“Comment” section under “Area Office Evaluation.”

13. Select product type: “Canned” (Heat process), “Chilled,” “Frozen” or 

“Dried” (Dehydrated.) 

14. Enter code marks as they appear on score sheet, tally sheet, certificate or 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 172 of 192

inspection documents.

15. Inspector should print and sign official name. (If QAP, indicate if the 

individual is plant employee.)

16. Area Office review. This section should be completed by a supervisor or 

someone officially acting in that capacity. If acting, this should be 

reflected by “acting OIC,” “acting AOIC,” or “acting subarea supervisor” 

next to the signature.

(a) Indicate if supervisor’s grading results agree with inspector’s results 

by selecting Yes or No

(b) Comments: use this section to record:

(1) Security strip numbers.

(2) Any corrective actions and follow-up to errors in grading or 

supporting documents. 

(3) Please record grading results on inspector’s score sheet 

adjacent to sample results, or on a separate score sheet 

submitted with supporting documents. Identify as “see 

score sheet attached” (Any grading results entered into this 

section will need to be entered into the Lotus Notes 

database.)

(4) Use this location to identify sample number or identification 

(such as Winter Haven DP-4)

(5) Review supporting documents and indicate if they are 

submitted (yes or no). Supporting documents include score 

sheet or tally sheet (include reverse or attached information 

if applicable), analytical results, certificate, requirements 

(copy of buyer’s specification or purchase order), waivers, 

certificate, results of CN review, and cooking or preparation 

instructions (for CN products).

(6) Record if the supervisor’s grading results are attached (yes 

or no).

(7) If samples were sent in a cooler, please indicate if the cooler 

needs to be returned (yes or no).

(8) Please indicate if the freezer packs need to be returned (yes 

or no).
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 173 of 192

17. Supervisor should print and sign name. If person is “acting,” this should be 

indicated as John Smith, acting OIC.

18. Record date supervisor reviewed sample and supporting documents. If 

using Lotus Notes, please “save” and “replicate” the form in the database. 

Print a copy of the form, sign it and attach to supporting documents and 

submit with sample.

19. National Office Review. Record yes or no for (a) through (d) of the 

following: 

(a) Inspector’s supporting documentation submitted (see 16 (b) (3)),

(b) Supervisory evaluation documentation attached (score sheet),

(c) I agree with the Grader’s evaluation,

(d) I agree with the Area Office evaluation.

(e) In the comment section, record the following information:

(1) Indicate if correct form versions are used,

(2) Indicate if any portions of the submittal sheet are 

incomplete,

(3) Are statements on inspection documents sheets in 

accordance with Division instructions,

(4) Are there errors on the supporting documents?

(5) Record any comments from panel, is flavor weak? Is it still 

within the grade assigned by inspector/supervisor (but 

should have been assigned a higher or lower score? Is the 

sample received less uniform, more or less firm, more or 

less uniform than results on supporting inspection 

documents? 

(6) Has the sample been submitted in a timely manner? 

(f) Record name and signature of person conducting the review.

(g) Record date of review.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 174 of 192

 

Product

Applicant 

or

Plant

Lot (L)

In-Plant (IP)

CN Lot (CN L)

CN In-Plant (CN IP)

QAP (QAP)

INSPECTION 

POINT (name)

Inspector Grade

Assigned

Field Office Review

Date

Reviewed

Grade

Assigned

Supervisor’s

Initials

Supporting 

Documents 

for 

Inspector 

Yes/No

Supporting 

Documents 

for 

Supervisor?

Yes/No

Corrective

Action

Yes/No

Example:

Cnnd wk 

corn

ABC 

Packer L

Annie 

Jones

B 05/21/2012 B JS Yes Yes No

Monthly Review Program Summary Sheet for ___________________________ from ______________ to ______________ (Field Office) (Start Date) (End Date)

Page 1 of ____

Optional Monthly and Four Month Cycle Review Program Submission Worksheet
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 175 of 192

October - Cycle #1

 Monthly Review

 Four Month Cycle Review

 

 

November - Cycle #1

 Monthly Review

 Four Month Cycle Review

December - Cycle #1

 Monthly Review

 Four Month Cycle Review

January - Cycle #1

 Monthly Review

 Four Month Cycle Review

February - Cycle #2

 Monthly Review

 Four Month Cycle Review

March - Cycle #2

 Monthly Review

 Four Month Cycle Review

April - Cycle #2

 Monthly Review

 Four Month Cycle Review

May -Cycle #2

 Monthly Review

 Four Month Cycle Review

June - Cycle #3

 Monthly Review

 Four Month Cycle Review

July -Cycle #3

 Monthly Review

 Four Month Cycle Review

August - Cycle #3

 Monthly Review

 Four Month Cycle Review

September - Cycle #3

 Monthly Review

 Four Month Cycle Review
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 176 of 192

SCORE SHEET/TALLY SHEET COMPLETION

The purpose of this instruction is to provide guidelines for completing score sheets and tally 

sheets. It is extremely important for score sheets and tally sheets to be complete, accurate, 

and legible. Often a score sheet is the primary means by which SCI inspection results are 

communicated. Copies of score sheets and tally sheets are often requested by applicants and 

other financially interested parties, and are frequently requested through the Freedom of 

Information Act. 

SCI score sheets and tally sheets are official documents and may be introduced and accepted as 

evidence in litigation. Score sheets and tally sheets must be prepared so that the information 

shown is clear, complete, and accurate. Entries on score sheets and tally sheets must be based on 

facts observed and test results. To preserve authenticity, only officially approved versions of 

Fruit and Vegetable (FV) forms are to be used. Approved FV score sheets and tally sheets 

may not be manipulated manually or electronically. Do not alter original format or data. 

Approved versions of FV score sheets and tally sheets may be found in the AMS Forms Catalog 

at the following intranet address: http://agnis/AMSFormsCatalog/Forms/AllItems.aspx.

Each grader participating in the grading of a product is responsible for assuring that score/tally 

sheets have all the necessary data entered correctly, including accurate computations; and 

assuring that all tests have been completed. Each grader will print and sign his/her name on the 

score sheet(s) or tally sheet(s). 

The utmost care and diligence must be observed in the preparation of these official documents. In 

the case of legal action, inspectors may be subpoenaed by the court to testify to the accuracy of 

the score sheet, tally sheet, or resulting inspection certificate on which their signatures appear. 

Everyone - from those who collect the data during inspection to those who are responsible for 

reviewing the work - shares the responsibility for the accuracy and adequacy of these documents.

A. Completing standardized score sheets and tally sheets

SCI policy is to record in the appropriate blocks on the score sheet or tally sheet, 

the results of quantitative examinations, analytical tests, and actual quality level(s) 

observed during the grading of the product. In variable grade point standards,

score sheets are used to assess product. The overall quality factors are assigned a 

number, and the final grade is determined. In attribute standards, a tally sheet is 

used to assess product. Prerequisite quality factors are examined, quality factors are 

counted, and the final grade is determined. 

Note: When information that is common to both types of documents is described in 

this instruction, the documents will be referred to as score/tally sheets. 

A thoroughly completed score/tally sheet is one that has all the data required to 

support the grade of the product. Report each value in the appropriate sample unit 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 177 of 192

box. Do not use symbols, such as ditto marks, check marks, or arrows to repeat a 

value, except arrows may be used to show repeating codes. Example:

CONTAINER MARK

OR

IDENTIFICATION

PRIMARY A157900 L2 B157900 L2

CASE A157900 B157900 

Do not leave empty boxes on the score/tally sheet unless the row is marked N/A. 

A long dash such as ( ) will be used to indicate No Data when a test was not 

performed on a sample unit. It is not necessary to put dashes in boxes that are 

marked Type, Style, etc., when it is clear that no values are required to be entered 

for each sample unit. Example:

STYLE Sliced

COUNT 23 24 23

To reduce the likelihood of being altered, draw diagonal lines through remaining 

empty columns/rows on the score/tally sheet after the final sample unit. Example:
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 178 of 192

Date score/tally sheets with the date the grading is performed. If more than one 

date is required to complete the grading, more than one date must appear on the 

score/tally sheet. Example:

OFFICIAL USDA INSPECTOR (Print and Sign Name)

John Doe John Doe

DATE

6/05/09, 6/06/09

Note: All entries on the score/tally sheet must be in permanent blue ink. Record 

factual information; do not include any personal opinions or assumptions on 

the score/tally sheet. Score/tally sheets must be COMPLETE, ACCURATE, 

and LEGIBLE.

The first step in completing a score/tally sheet is locating the most up-to-date 

version available. These forms are located in printable pdf format in the AMS 

Forms Catalog. The AMS Forms Catalog is available at the following intranet 

address: http://agnis/AMSFormsCatalog/Forms/AllItems.aspx. Click on the 

“view” box on the right of the screen for a drop down list, then click on “Fruit and 

Vegetable” and scroll to the FV form number needed. Inspectors without intranet 

access may contact their immediate supervisor for assistance as needed.

Note: Do not use the Universal Score Sheet, Form FV-364 when a product has a 

current standardized score/tally sheet. Only use this form for products that 

do not have an applicable grade standard, or for which a standardized 

score/tally sheet is not currently available. 

After selecting the appropriate score/tally sheet, enter the pre-grading information. 

This information is located on the “Application for Inspection and Certificate of 

Sampling” Form FV-356 or from in-plant sources under in-plant inspection. The 

pre-grading information may include but is not limited to:

• Complete name and address of applicant,

• Contract or purchase order number,

• Case count,

• Size and kind of container,

• Pertinent label information, and

• Type, style, or variety
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 179 of 192

It is helpful to the grader and anyone reviewing the score/tally sheet to note the 

target values concerning quantitative examinations and/or analytical tests for such 

parameters as net weight, vacuum, drained weight, Brix, etc. 

Example:

Net Weight (Ounces) (min 16.0) 16.2 16.1 16.2

1. Principal Label Marks

Record only essential label information on the score/tally sheet. Essential 

label information includes:

• Brand name,

• Commodity name (including type, style, count, size, syrup designation),

• Quality statement (if any),

• All references to net weight or drained weight or net contents,

• Country of origin, and

• Packers and/or distributor’s name and address.

Additional printed data may be added to score/tally sheets, as long as the 

original score/tally sheet data and format has not been altered. It may be 

helpful to prepare a sort of “template” score/tally sheet with added 

information for frequent applicants, labels, or other information. Verify 

this with your supervisor before preparing. Photocopying and using these 

“templates” with their pre-printed information can be a time-saver. 

However, if the score/tally sheet has pre-printed information added, 

this information must be verified before continuing. You must check to 

make sure that none of the information has changed since the score/tally 

sheet template was prepared

Label information should be recorded exactly as found on the label. If a 

container has extensive label markings and it is not possible to attach a 

label, label markings may be shown on the reverse of the score/tally sheet. 

A notation must be made in the “label” section of the score/tally sheet 

stating that label marks are listed on the reverse side. It is permissible to 

write in the “label” section of the score/tally sheet the “brand name” as 

shown on the label, followed by the statement “See Attached Label” and 

attach a label in lieu of copying the label information onto the score/tally 

sheet. See the following example: 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 180 of 192

Example:

NO., SIZE AND KIND OF CONTAINER 12/46 ounce, beaded body, enamel lined metal cans

LABEL Valley Brand Grape Juice – See Attached Label

CONTAINER MARK

OR

IDENTIFICATION

PRIMARY A157900 L2 B157900 L2

CASE A157900 B157900 

2. Sample Codes

When grading lot inspection samples containing numerous mixed codes, it 

is helpful to sort and arrange the sample units logically - alphabetically, 

numerically, and/or chronologically. This ensures that like codes are 

grouped together and codes are easier to track when transferred to the 

score/tally sheet. Record code markings in the row titled “Container Mark 

or Identification.” Within this row there are two separate rows identified as 

“Primary” and “Case.” See the example above.

The U.S. Standards for Condition of Food Containers defines the “primary" 

container as: “The immediate container in which the product is packaged 

and which serves to protect, preserve, and maintain the condition of the 

product. It may be metal, glass, fiber, wood, textile, plastic, paper, or any 

other suitable type of material, and may be supplemented by liners, 

overwraps, or other protective materials.” The “case” would then be 

considered the container in which the “primary” container is packaged

In the case of bulk packed products, the case may be the primary container, 

as for example, processed raisins in 50 pound cases. The case code marks 

for such products would be recorded in the area designated for “Primary” 

codes; there would be no entry for “Case” codes. 

Accurately record the code markings on the score/tally sheet. Code 

markings are to be recorded exactly as they are written on the container. 

Refer to the AIM Inspection Series, Sampling Manual and Certification 

Manual for examples of how to record code marks and allowable

exceptions. All marks and spaces have a significant meaning in the code, 

and should be accurately recorded on the score/tally sheet. If a code 

includes a time designation or marking, it must be recorded. If the color of 

the ink used is part of the code marks, record the color of the ink. 

When repeating identical code marks, use arrows to show sample units in 

the lot that have the identical primary or case code markings. This is the 

only area on the score/tally sheet that arrows may be used. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 181 of 192

When codes contain excessive numbers, letters, or symbols and are too 

long to be legibly written within the space provided on the score/tally sheet, 

the codes may be shown on the reverse side. Codes will be identified by 

sample number, and listed left to right just as they would appear on the 

front of the score/tally sheet in the row entitled “Container Mark or 

Identification.”

If there is only one code in the lot that exceeds the space provided on the 

score/tally sheet, the code may be written in the remarks section. Whenever 

a code mark is written anywhere other than in the “Container Mark or 

Identification” section of the score/tally sheet, a notation must be made in 

that section indicating where the code(s) is listed. 

Example:

CONTAINER MARK

OR

IDENTIFICATION

PRIMARY

Code marks on 

reverse side of 

score sheet

CASE A157900 B157900 

3. Corrections

When an entry on a score/tally sheet requires correction, the only approved 

method is to draw a single line through the error, write the correct entry 

next to the error, and initial the correction. White-out is not allowed. If 

the date of the correction is different from the date of the score/tally sheet, 

show the date of the correction.

Example:

4. Recording Data

Follow the directions as shown in AIM Inspection Series, Technical

Procedures Manual which references procedures for recording weights, 

vacuum readings, and headspace. 

When recording analytical data on the score/tally sheet, use the correct 

units of measure. For example, if a U.S. grade standard states that drained

weight is recorded in ounces, then record the data onto the score/tally sheet 

in ounces, rather than pounds or grams. 

COLOR 27 28 

TB 4/01/10

27 27 28 27 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 182 of 192

When rounding numbers, it is important to observe the significance of the 

numbers being recorded. Score points on a score sheet are recorded in 

whole numbers only. Score point averages are rounded to the nearest 

whole number:

• Record 92.4 as 92

• Record 92.5 as 93

For specified defects, record only to the point of significant accuracy as 

determined by the method and equipment used for the analysis. See the 

AIM Inspection Series, Certification Manual for additional information on 

recording analytical data. Unless otherwise specified, net contents, net 

weights, drained weights, Brix readings, and other similar factors shall be 

recorded to the first decimal place.

Example: 

Net Weight (Ounces) (min 16.0) 16.2 16.1 16.2

For analytical determinations in which the value is relatively low (usually 

less than 1 percent), record to the second decimal place.

Example: 

Total Acidity (As Malic) (g/100 ml) 0.47 0.41

Recoverable oil is recorded to the third decimal place.

Example:

Recoverable Oil (Percent by Volume) 0.017 0.018

5. Flagging and Optional Limiting Rule Symbols

Unless an applicant requests not to have non-conformances flagged, values 

that are outside the required range specified in the U.S. Standards, 

Commercial Item Description (CID), or other specification shall be flagged 

to bring attention to the nonconformance.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 183 of 192

Example:

Net Weight (Ounces) (min 16.0) 16.2 16.1 16.2

Vacuum (Inches) (min. 5) 7 2 10

Quality factors subject to limiting rules are shown as part of the score sheet 

for the product. As an option, during grading the inspector may use 

symbols to identify or “flag” any score points causing a limiting rule to 

affect the sample grade.

The following list of optional limiting rule symbols may be used to identify 

score point results that cause a limiting rule to affect the sample unit grade.

Grade B Quality factor – a circle around a score point value is used 

to identify a quality factor that requires the sample unit to be assigned 

Grade B, even though the total score point value indicates Grade A.

Grade C Quality factor – a triangle around a score point value is 

used to identify a quality factor that requires the sample unit to be assigned 

Grade C, even though the total score point value indicates a higher grade.

Substandard Quality Factor – a square around a score point value 

is used to identify a quality factor that requires the sample unit to be 

assigned Substandard, even though the total score point value indicates a 

higher grade.

Note: When any abbreviations or symbols are used to flag information on 

the score/tally sheet, a key defining the abbreviations or symbols must 

be shown in the Remarks section

Example:

TOTAL SCORE 100 93* 92 93* 91 93* 94

 U.S. GRADE A A A B A A

REMARKS Notified MB

Key: = Grade B limiting rule applies. 

 * = Cooked sample

 FV 364-XX (06-09) 1/ Limiting Rule
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 184 of 192

6. Remarks Section

The “Remarks” section of the score/tally sheet is used to show information 

that is needed to summarize the inspection. Essential information to be 

shown in this section (including a key for any abbreviations or symbols):

• The lot grade, average score points, applicable ranges, averages;

• Compliance or non-compliance with specifications. A copy of the 

specifications may be attached to the completed score/tally sheet. 

• If grading frozen product, notation of which samples were cooked.

• Observations and other factual information that further explain the 

grading of the lot. 

When the average score for a lot is in a higher score point range than the 

grade it is given (e.g., Grade A range score points, but Grade B because of 

a limiting rule), show the reason (quality factor) that limited the lot grade. 

Example:

COLOR 20

(A) 18-20

(B) 16-17 1/

(C) 14-15 1/ 

(SSTD) 0-13 1/

18 19 18 19 19 18

ABSENCE OF 

DEFECTS 40

(A) 36-40

(B) 32-35 1/

(C) 28-31 1/ 

(SSTD)0-27 1/

 

 37 35 38 35 36 36

CHARACTER 40

(A) 36-40

(B) 32-35 1/

(C) 28-31 1/ 

(SSTD)0-27 1/

36 37 36 36 37 37

TOTAL 

SCORE 100 91 91 92 90 92 91

U.S. GRADE A B A B A A

REMARKS Key: BL = Blemish Lot as a Whole U.S. Grade B or U.S. EXTRA STANDARD (account defects) 

 = Grade B limiting rule applies Average Score 91Points 

 Meets requirements for State of Ohio, Bid No. X9654123, Item No.3 

 FV 364-XX (06-09) 1/ Limiting Rule

BL BL
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 185 of 192

Always write out the grade on a score/tally sheet and its corresponding 

certificate exactly the way it is written in the U.S. standards for grades. 

When a U.S. grade standard describes the grade with dual nomenclature

such as “U.S. Grade A or U.S. FANCY,” show both terms. If the standard 

does not use dual nomenclature, show only the letter grade. 

Some score/tally sheets may not have a “Remarks” section. When there is 

not enough space, or no designated space for information such as sampling 

plan used, final grade, case count, or other information that applies to the 

entire lot, the top margin area of the score/tally sheet may be used. 

Example:

SAMPLING PLAN: Time Sampling FINAL GRADE: U.S. GRADE B (account defects)

 Medium Volume Average Score 90 Points

REPRODUCE LOCALLY. Include form number and revision date on all reproductions. COLD STORAGE TEMPERATURE (°F) -10 

U.S. DEPARTMENT OF AGRICULTURE

AGRICULTURAL MARKETING SERVICE

SCORE SHEET FOR:

FROZEN WHOLE KERNEL CORN

(Effective August 1, 1952)

CONTRACT NO. / P.O. NO.

CERTIFICATE NO. NO. CASES

NO., SIZE AND KIND OF CONTAINER 1/30 Pound Corrugated Fiber Case with Blue Poly Liners

Sometimes a lot will have a mixture of sample unit grades. For grade or 

compliance determination in such cases, refer to the Regulations, 

7 CFR 52.13, located at the following internet address: 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CF

R.

 

7. Unfrozen sample units 

Inspection results from unfrozen sample units drawn during production are 

reported on score/tally sheets with the following additions, deletions, or 

qualifications. 

The score sheet or tally sheet will clearly indicate the extent of grading 

performed on the lot. These procedures are intended to coincide with those 

outlined in AIM Inspection Series, Technical Procedures Manual.

a. When products are intended to be frozen and frozen verification 

sample units will be examined at a later date:

(1) Show name of product as "FROZEN ------------------."

1202XXX5551212

X-123456 1,008
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 186 of 192

(2) In the "Remarks" section show the following:

"Grade (line or lot grade) Incomplete, Frozen Samples Not 

Examined."

b. When products are intended to be frozen, and frozen verification 

sample units will not be examined at request of the applicant:.

(1) Delete the word "FROZEN" in the title of the score sheet 

and add the words "PREPARED FOR FREEZING."

(2) In the "Remarks" section show the following:

"NO APPLICABLE U.S. STANDARDS OF GRADES 

FOR THIS PRODUCT."

8. The Completed Score/Tally Sheet

A properly completed score/tally sheet contains all data required to support 

the grade of the product. If foreign material examination or outside 

analytical results are required, the completed analytical forms shall be 

attached to the score/tally sheet. 

Before signing and submitting the score/tally sheet, verify that it is 

complete. If you have any questions, compare against the Optional 

Checklist for Completion of Score Sheets and Tally Sheets.

B. Completing the universal score sheet, form FV-364

Form FV-364, commonly referred to as the Universal score sheet, is used for 

products that are not covered by a U.S. grade standard and do not have a 

standardized score/tally sheet. It is also used for products that require only an 

organoleptic examination. Such products may be for export certification and/or 

condition inspections. (See the AIM Inspection Series, Certification Manual.) 

Before completing the Form FV-364, the inspector must determine each of the 

qualitative and quantitative inspection factors for the product. The quality factors 

used to evaluate products that have no applicable grade (NAG) may be based on a 

standardized product with similar characteristics, a buyer’s specification, or a CID. 

After determining the quality factors for a NAG product, list all of them on the 

Form FV-364. The quality level descriptions for NAG items are listed on the 

following page. Do not use the quality level descriptions from standardized 

products. 

Exception: If the applicant requests grading of a NAG product based on a similar standardized 

product, score points and/or quality level descriptions from the standardized 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 187 of 192

product may be used. However, the final grade for the product must be NAG. In 

this case include the following statement in the remarks section of the FV-364: 

“Product has no applicable grade. Score points based on the U.S. Standards for 

Grades of (fill in name of product).”

The following items correspond to the numbered areas on the following page. 

1. Product inspected,

2. Certificate number, if applicable,

3. Contract number or purchase order number, if applicable,

4. Number of cases in lot,

5. Name and address of applicant, including zip code,

6. Number, size, and kind of container,

7. Label nomenclature; label may be attached,

8. Container codes exactly as they appear on the container,

9. Non-quality factors, quantitative, and analytical data,

10. Quality factors,

11. Quality level descriptions and their abbreviations,

12. Remarks,

13. Lot as a Whole: U.S. Grade ___ , or Meets or Fails contract requirements,

14. Inspector’s printed name and signature, Date(s) of inspection.

C. No Applicable Grade Products

NAG products do not have U.S. standards for grades, so score points cannot be 

used to indicate the quality level of the quality factors evaluated (see exception on 

the previous page). Instead descriptive terms such as “practically free” from 

defects, “reasonably good” color, etc., are used to record the quality level of each 

factor. Abbreviations for these descriptive terms are used for recording the results 

of the evaluation, as shown in the Quality Level Descriptions and Abbreviations 

Table shown on page 187. In addition, the descriptive terms contained in the most 

relevant grade standard, grading manual or instruction for each applicable factor 

may be used. In this case include the following statement in the remarks section of 

the FV-364: “Product has no applicable grade. Descriptive factors and terms 

based on (fill in the name of the relevant instruction used).” Inspectors will use the 

appropriate abbreviation to record the quality level for each grade factor 

characteristic of the NAG product. Inspectors will include a key for the 

abbreviations used on the score sheet.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 188 of 192

REPRODUCE LOCALLY. Include form number and revision date on all reproductions. SHEET OF SHEETS

 U.S. DEPARTMENT OF AGRICULTURE

AGRICULTURAL MARKETING SERVICE

SCORE SHEET FOR:

1

CONTRACT NO. / PURCHASE OORDER NO.

3

NAME AND ADDRESS OF APPLICANT

5

CERTIFICATE NO.

2

NO. CASES

4

NO., SIZE AND KIND OF CONTAINER

6

LABEL

7

CONTAINER MARK 

OR

IDENTIFICATION

PRIMARY 8

CASE 8

9

9

9

9

FACTORS SCORE POINTS

10 11

10 11

10 11

10 11

TOTAL SCORE 100

U. S. GRADE / MEETS (M) OR FAILS (F)

REMARKS

12

Lot as a whole U. S. Grade ___13___ or MEETS or FAILS (Circle One).

OFFICIAL USDA INSPECTOR (Print and Sign Name)

14 DATE

FORM FV-364E Example (Previous editions are to be destroyed.) 1/ Limiting Rule 2/ Partial Limiting Rule
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 189 of 192

Quality Level Descriptions and Abbreviations

Color or Appearance Clarity

G=Good PC=Practically Clear

RG=Reasonably Good RC=Reasonably Clear

FG=Fairly Good FC=Fairly Clear

P=Poor P=Poor

Absence of Defects Flavor and Odor (or Aroma)

PF=Practically Free G=Good (Normal or Typical)

RF=Reasonably Free RG=Reasonably Good

FF=Fairly Free P=Poor (not typical for the product)

P=Poor

Uniformity of Size Overall Quality Level

PU=Practically Uniform in Size M=Meets

RU=Reasonably Uniform in Size F=Fails

FU=Fairly Uniform in Size

P=Poor

Character or Consistency or Texture

G=Good

RG=Reasonably Good

FG=Fairly Good

P=Poor

D. Updating Previously Inspected Product

When an applicant requests an up-to-date certificate, refer to the AIM Inspection 

Series, Certification Manual for the correct procedures. Start a new score/tally 

sheet and write “Updated Inspection” in the upper left margin. Attach a copy of 

the previously completed score/tally sheet to this new score/tally sheet. Write the 

previous inspection certificate number on the new sheet, and identify as “previous 

certificate number”. 

The lot may not have to be entirely re-graded, but ALWAYS evaluate flavor and 

odor on re-inspected lots. If the lot is determined to be in good condition and there 

is no apparent change in the product, a limited “verification” type of inspection is 

appropriate. Write on the new score/tally sheet “No apparent change in grade” in 

the sample unit boxes of the quality factors that have not changed since the 

previous inspection. If quality factors have changed, re-grade the lot, assigning 

score points for all factors. Consult your supervisor on how to recertify product 

that is no longer of the same quality. 
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 190 of 192

E. Guidelines for the Development of Plant Score Sheets

It is essential that “company” or “applicant” documents used by the applicant 

to record their results do not reference the Department of Agriculture or any 

official marks. This will differentiate between official score/tally sheets and 

applicant score/tally sheets. Unless other authorization is given, only approved FV 

forms shall be used when providing inspection/grading services to applicants. 

Applicants who contract for in-plant inspection may request using a score/tally 

sheet developed for their facility. Requests for approval of automated 

(computerized) score sheets shall be submitted through the Regional office to the 

National office.

Guidelines for Approval of Applicant Score/Tally Sheets

The plant’s own score/tally sheets may be approved for SCI use by the 

area supervisor if they comply with the following guidelines: 

a. All score/tally sheets SHALL allow for recording all information 

applicable to the standardized or non-standardized product,

b. The term “Official Inspector” may appear on the score/tally sheet; 

USDA inspection personnel will print and sign their names in the 

designated space and write “USDA” adjacent to their signatures,

c. “Lot Grade”____________ (and average score, when applicable) 

shall appear in the “Remarks” section of the score/tally sheet,

d. Plant score/tally sheet form numbers are acceptable,

e. The original score/tally sheet may be white in color,

f. The term “Official USDA Inspector” SHALL NOT appear on the 

score/tally sheet,

g. References to the United States Department of Agriculture (USDA), 

official or approved identification marks SHALL NOT appear on 

the score/tally sheet,

h. There SHALL BE NO certification statement,

i There SHALL BE NO reference to plant sanitation, and

j. When information is recorded on the score/tally sheet by trained 

plant personnel, it SHALL be initialed by that individual.
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 191 of 192

Optional Check List for Completion of Score Sheets and Tally Sheets

1. Is the correct version of the score/tally sheet for the product being used? 

2. Is the applicant information correct?

3. Are product and container size and type complete and correct?

4. If applicable, is contract or purchase order number documented?

5. Is the case count shown?

6. Are codes recorded properly?

7. Are principal label marks recorded, or is the label attached and noted?

8. Are any errors properly corrected (single line through, corrected and initialed)?

9. Are repeated values (except codes) written out, without the use of ditto marks, 

arrows, or check marks?

10. Do non-quality factors meet?

11. If applicable, are limiting/partial limiting rules correctly applied?

12. Are all samples within the deviant range of indicated grade (i.e., no “worse than 

deviants” present in lot, or within ranges established on page 43, Grade 

Compliance)?

13. Are score points for each sample totaled correctly?

14. Is the grade for each sample unit shown?

15. Does the lot meet quality requirements by code (i.e., no “lower quality codes” 

present in lot, as established in Regulations?

16. Is the grade of the lot shown? Is it correct?

17. Is there a key to explain abbreviations or symbols?

18. Is the average score of the lot shown? Is it correct?

19. If applicable, is compliance with specification noted?

20. If product is frozen, are cooked samples noted?

21. Is inspector’s name both printed and signed?

22. Is the score/tally sheet properly dated?
SCI Division Inspection Series General Procedures Manual

Effective Date: July 2013 Page 192 of 192

Attachments Version Date

(Printed for distribution)

7 CFR 52 Sections (circle as applicable): 3, 12, 13, 38, 41, 42, 43, 44, 45, 46, 47, __________ 

48, 49, 50, 51, 52, 53, 54, 81 

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR.

29 CFR 1910.146: __________

http://www.gpo.gov/fdsys/browse/collectionCfr.action?collectionCode=CFR.

Application for Inspection and Certificate of Sampling, Form FV-356: __________

http://agnis/AMSFormsCatalog/Forms/AllItems.aspx.

Canned Ripe Olive Flavor Review Sheet, Form FV-377: __________

http://agnis/AMSFormsCatalog/Forms/AllItems.aspx. 

Daily Inspection Report, FV- 416: __________

http://agnis/AMSFormsCatalog/Forms/AllItems.aspx.

Emerson Good Samaritan Food Donation Act: __________

http://www.gpo.gov/fdsys/pkg/PLAW-104publ210/html/PLAW-104publ210.htm.

FDA Labeling Guidelines: __________

http://www.fda.gov/Food/GuidanceComplianceRegulatoryInformation/default.htm.

Fees - Current Fees for Various Inspection Services: __________ 

http://www.ams.usda.gov/AMSv1.0/processedinspection.

Sanitation Score Sheet, FV- 416-3: __________

http://agnis/AMSFormsCatalog/Forms/AllItems.aspx.

Speed Memo, AD 0311: __________

http://www.ocio.usda.gov/sites/default/files/docs/2012/AD0311-F-03-81-OCIO.PDF.

Trade Secrets Act, 18 U.S.C. 1905: __________

http://frwebgate.access.gpo.gov/cgibin/usc.cgi?ACTION=BROWSE&TITLE=18USCPI&PDFS=YES.

Transfer and Adjustment Voucher, Form AD-742: __________

http://www.ocio.usda.gov/sites/default/files/docs/2012/AD0742-F-10-91.pdf),

Checked Materials have been printed from the links in this Manual and included for reference.