United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Directive 9170.12 May 1, 1997

Distribution: FGIS, OSP, Industry Originating Office: FMD PPMAB

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FURNISHING OFFICIAL SAMPLES

Contents

FURNISHING OFFICIAL SAMPLES ���������������������������������������������������������������������������������1

1. PURPOSE����������������������������������������������������������������������������������������������������������������������������

2. REPLACEMENT HIGHLIGHTS��������������������������������������������������������������������������������������������

3. POLICY ��������������������������������������������������������������������������������������������������������������������������������

4. AUTHORITY�������������������������������������������������������������������������������������������������������������������������

5. GENERAL ����������������������������������������������������������������������������������������������������������������������������

6. OFFICIAL SAMPLING SERVICE�����������������������������������������������������������������������������������������

7. FURNISHING A COMPOSITE SAMPLE, PORTIONS OF OFFICIAL SUBLOT SAMPLES,

 OR PORTIONS OF OFFICIAL SAMPLE-LOT INSPECTION SAMPLES�����������������������������4
FGIS Directive 9170.12 May 1, 1997

Page 2

1. PURPOSE

This directive establishes procedures for:

a. Performing an official sampling service;

b. Providing interested persons with a composite sample representing a shiplot of grain

c. Providing interested persons portions of official sublot samples; and

d. Providing interested persons portions of official sample-lot inspection samples.

2. REPLACEMENT HIGHLIGHTS

This directive supersedes FGIS Instruction 917-12, dated 4-1-81. This directive i

updated to reflect organizational changes, new numbering system, and new format but

does not revise policy.

3. POLICY

All requests for official samples shall be in accordance with this directive.

4. AUTHORITY

a. Official Sampling Service. Section 800.76(e) of the regulations under the

Grain Standards Act, as amended (USGSA), requires the Federal Grain Inspection 

Service (FGIS) and official agencies to provide official sampling services upon 

request

b. Furnishing Official Samples. It has always been FGIS policy to allow official

inspection personnel, upon request, to provide an interested person with a 

composite sample representing a lot of grain, a portion of the official sublot sample, 

or a portion of the official sample-lot inspection sample.

5. GENERAL

Interested persons often desire a portion of the grain sample representing the lot 

of grain. The use of these sample ranges from elevator quality control to meeting 

contractual obligations for foreign grain purchases. To meet these needs, FGIS and

official agencies will furnish samples, upon request, whenever practical.

Portions of samples that are requested and provided to interested persons shall not be

considered excess grain. For information on the handling of official file samples and

excess grain, see FGIS Directive 9170.13 and section 800.81(e) of the regulation

under the USGSA. Official inspection personnel are released from any responsibility for 

a sample once it is submitted to the applicant. For the purpose of official inspection,

samples submitted to applicants or other persons shall no longer be considered 

representative of the lot
FGIS Directive 9170.12 May 1, 1997

Page 3

6. OFFICIAL SAMPLING SERVICE

a. Application for Service. Any interested person may request an official sampling

service in accordance with section 800.116 of the regulations under the USGS

In addition to the requirements set forth in this section, all requests for an official 

sampling service must be confirmed in writing and specify the approximate quantity 

of sample desired, the location where the sample(s) is to be forwarded, and any 

other special instructions pertinent to the handling of the sample(s)

b. Performing Service. When an official sampling service is requested, official

personnel shall:

(1) Sample the identified lot of grain in accordance with established sampling 

procedures

(2) Upon request of the applicant, divide the sample into two or more 

representative portions

(3) Place the sample or representative portions in a polyethylene bag and seal 

the sample to maintain the representativeness. If an applicant wishes the

samples to be placed in a container other than a polyethylene bag, the 

applicant must supply the special container to official personnel.

(4) Issue an official certificate to the applicant.

(5) Forward the sample or representative portions and a copy of the official 

certificate as requested by the applicant.

(6) Bill the applicant in accordance with appropriate fees and charges for 

providing official sampling services.

c. Dismissal of Request. If an official sample-lot inspection service and official

sampling service are requested on the same lot of grain and only one sample 

can be obtained, the request for the official sampling service shall be dismissed 

in accordance with section 800.48(a)(5) of the regulations under the USGSA

Portions of official samples may be forwarded to interested persons under section 

6 of this directive
FGIS Directive 9170.12 May 1, 1997

Page 4

7. FURNISHING A COMPOSITE SAMPLE, PORTIONS OF OFFICIAL SUBLOT

SAMPLES, OR PORTIONS OF OFFICIAL SAMPLE-LOT INSPECTION SAMPLES

a. Application for Samples. Any interested person may request a composite sample

a portion of the official sublot sample, or a portion of an official sample-lot 

inspection sample. Applicants requesting samples shall

(1) Provide the following information either on the load order document, in the 

application for inspection, or in some other written form

(a) A statement requesting a composite sample, a portion of the sublot 

sample(s), or a portion of the official sample-lot inspection sample;

(b) The approximate quantity of sample(s) desired; and

(c) Name and address of the person to whom the sample(s) is to be 

furnished

(2) Supply a special container(s) if a polyethylene bag(s) or similar type 

container(s) is not suitable for holding the sample(s)

(3) Refrain from conduct which could jeopardize the integrity of the service being 

rendered or otherwise engaging in actions which could endanger official 

personnel working in the area

(4) Make arrangements to pick up the sample(s) at the inspection point where 

they were obtained. If the interested person or his/her representative(s) 

requesting the service is not present at the time of sampling, loading, or when 

the composite sample is being assembled, the sample(s) shall be handled in 

a manner mutually acceptable and agreed to by the applicant and the official 

inspection personnel performing the service

Official inspection personnel will not mail or deliver a sample(s) except where 

otherwise prescribed in FGIS instructions, such as samples sent to the Animal 

and Plant Health Inspection Service (APHIS) or the Agricultural Marketing 

Service (AMS) Federal seed laboratories

b. Obtaining a Composite Sample of a Lot. When a composite sample is requested

official inspection personnel shall:

(1) Obtain a sufficient portion of grain from each sublot so that the composite 

sample and the quantity requested can be furnished.

(2) Identify each composite sample by name of vessel and date loaded.

(3) When loading is finished, submit the composite sample to the applicant in the 

container furnished by the applicant. If a specific container is not requested 

and supplied by the applicant, FGIS personnel shall use a polyethylene bag 

and official agencies may use a suitable container of their choice.
FGIS Directive 9170.12 May 1, 1997

Page 5

c. Obtaining an Official Sublot Sample. When a portion of an official sublot sample(s) 

is requested, official inspection personnel shall:

(1) Obtain the requested portion from the official sample representing the sublot.

(2) Identify each sublot sample by vessel name, date sampled, and sublot number.

(3) Place each sublot sample in a container furnished by the applicant and 

submit to the applicant. If a specific container is not requested and supplied 

by the applicant, FGIS personnel shall use a polyethylene bag and official 

agencies may use a suitable container of their choice.

d. Obtaining an Official Sample-Lot Inspection Sample. When a portion of an official 

sample-lot inspection sample is requested, official inspection personnel shall:

(1) Obtain the requested portion from the official sample representing the lot. The 

portion shall be taken from the work sample if available. If not available, the

request shall be dismissed

(2) Identify the sample by carrier identification and date loaded.

(3) Place the sample in a container furnished by the applicant and submit to the 

applicant. If a specific container is not requested and supplied by the applicant, 

FGIS personnel shall use a polyethylene bag and official agencies may use a 

suitable container of their choice