An Equal Opportunity Provider and Employer

Agricultural

Marketing

Service 

Federal Grain Inspection 

Service

Field Management 

Division 

1400 Independence Ave. 

SW, Stop 3630

Washington, D.C. 20250

Voice (202) 720-0228

Fax (202) 690-3951

Hotline 1-800-998-3447

Reference #261 November 7, 2014

TO: FGIS POLICY BULLETIN BOARD

FROM: Robert Lijewski, Director 

 Field Management Division 

SUBJECT: Performing Stowage Exams on Rail when Probe Sampling 

 is Requested

ORIGINATING OFFICE: Policies, Procedures, and Market Analysis Branch

1. PURPOSE

This memorandum establishes instructions (for domestic rail 

shipments only) addressing situations where probe sampling is 

requested and stowage exams are mandatory, but it is unsafe to 

perform the stowage exam, or the stowage area is not accessible. 

This policy is intended for rail cars that are staged for probe sampling 

and is not applicable for rail cars that are sampled on-line (e.g. ellis 

cup, pelican, mechanical sampler). 

2. BACKGROUND

Section 800.75(f)(2) of the regulations under the USGSA and FGIS 

instructions require stowage examinations of carriers when export 

and domestic grain shipments are officially sampled and inspected, 

or weighed, at the time of loading. Also Section 800.49 (a) of the 

regulations authorizes official service to be withheld/dismissed if an 

applicant fails to provide suitable conditions to perform the inspection 

service.

Recently, there have been concerns about the safety of official 

personnel, accessibility of railcars, and safety equipment required for 

performing stowage exams when probe sampling is performed.

This policy is established to alleviate any uncertainty in regards to 

accessibility and safety when performing stowage examinations.
Page 2

3. POLICY

a. If official personnel are present prior to loading but applicant 

fails to provide suitable conditions (i.e. ice/snow on top of railcar, 

inadequate fall protection system, etc.) to perform stowage 

examination:

(1) Immediately notify the applicant for service of the safety 

concern and provide the applicant an opportunity to remedy 

the situation, if possible.

(2) Dismiss performing the stowage examination if the safety 

concern cannot be eliminated.

(3) Show in the remarks section of the Official Certificate and 

on the work records the statement “Stowage area not 

examined”. However only show the reason on the work 

record.

b. If official personnel are present after applicant has started loading

(first railcars are not accessible) but loading all railcars is not yet 

completed.

(1) Dismiss performing the stowage examination for the 

remaining railcars that have yet to be loaded.

(2) Show in the remarks section of the Official Certificate and 

on the work records the statement “Stowage area not 

examined”. Show on the work record that the reason was 

the applicant started loading prior to official personnel being 

present.

4. FILING INSTRUCTIONS

File a copy of this memo with Directive 9180.48, Stowage Examination 

Services, until the directive is revised to include this change. Field 

office managers must ensure that a copy of this memorandum is 

provided to official agencies operating within their circuit.

5. QUESTIONS 

Direct any questions regarding this procedure to the local field office or

AMS - FGIS Policies Procedures Market Analysis Branch.