United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Directive 9170.3 July 25, 2007

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

The U.S. Department of Agriculture (USDA) prohibits discrimination in its programs on the basis of race, color, 

national origin, sex, religion, age, disability, political beliefs, and marital or familial status. (Not all prohibited 

bases apply to all programs.) Persons with disabilities who require alternate means for communication of program 

information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (voice and 

TDD).

To file a complaint, write to the USDA, Office of Civil Rights, Room 326-W, 1400 Independence Avenue, SW, 

Washington, DC 20250-9410, or call (202) 720-5964 (voice and TDD). USDA is an equal employment opportunity 

employer.

FORWARDING SAMPLES TO THE TECHNICAL SERVICES DIVISION

Contents

FORWARDING SAMPLES TO THE TECHNICAL SERVICES DIVISION ������������������������1

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

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

3. SAMPLE PREPARATION�����������������������������������������������������������������������������������������������������

4. PROCEDURES ��������������������������������������������������������������������������������������������������������������������

ATTACHMENT �������������������������������������������������������������������������������������������������������������������������6
FGIS Directive 9170.3 July 25, 2007

Page 2

1. PURPOSE

This directive revises procedures for mailing samples to the Technical Services

Division (TSD). The criteria covers inspections performed under the United States Grain

Standards Act and the Agricultural Marketing Act of 1946

2. REPLACEMENT HIGHLIGHTS

This directive is revised to include changes for mailing samples to TSD, increases the 

soybean Protein and Oil portion size, and incorporates other editorial changes. This

directive supersedes FGIS Program Directive 9170.3 dated 1/30/9

3. SAMPLE PREPARATION

Prepare grain samples destined for the Board of Appeals and Review (BAR), NIRT 

Testing, and Analytical Services Group of TSD as follows:

a. Place each sample in an airtight container. Use metal cans or semi-rigid plasti

containers when the sample contains an off odor. Refer to the applicable

instruction for samples requiring additional preparation (e.g., standard referenc

samples, etc.

b. Place the container inside a mailing bag along with all documents or records

relating to the sample

c. Attach the appropriate color mailing tag to the mailing bag. See Attachment for 

summary of the color tag codes

NOTE: Refer to the FGIS Forms Catalog when ordering mailing tags
FGIS Directive 9170.3 July 25, 2007

Page 3

4. PROCEDURES

a. Board of Appeals and Review (BAR) Appeal

(1) When the request is for grade and factor, send an unworked file sample. 

If an unworked file sample is not available, send a worked file sample with 

any separations saved and a moisture portion

(2) When the request includes objective factors, send the appropriate file sample 

as follows:

Factor Portion Size Basis

Wheat Protein 600 grams dockage free

Barley Protein 600 grams dockage free

Soybean Protein/Oil 800 grams FM Free (total)

Corn Protein/Oil/Starch 800 grams BCFM free

Aflatoxin 450 grams ground

DON (Vomitoxin) 100 grams dockage free

Sunflower Oil 200 grams sample as a whole

Falling Number 100 grams ground

(3) Send the original and last copy of the applicable sample ticket for grain

(FGIS-920), rice (FGIS-911), beans (FGIS-933), or peas and lentils (FGIS982). In the remarks section of the sample ticket indicate “BAR APPEAL

(4) Customarily, BAR Appeals are forwarded to TSD via a commercially available 

carrier (e.g., Fed EX, DHL, UPS) to distinguish these high priority sample

from other less important incoming samples, prominently mark on the face of 

the shipping label “BAR APPEAL.

b. BAR Opinion

(1) Send the separation(s) and file sample, if available. If the file sample is 

unavailable, forward an unworked portion in addition to the separation

(2) The following documents and work records must accompany the sample:

(a) FGIS-970, Request to the BAR (original and two copies); and

(b) he original and last copy of the applicable sample ticket for grain 

(FGIS-920), rice (FGIS-911), beans (FGIS-933), or peas and lentils 

(FGIS-982)

(3) Attach a blue mailing tag (FGIS 970-2) and forward to TSD Attention BAR
FGIS Directive 9170.3 July 25, 2007

Page 4

c. BAR Monitoring, Early Alert, Domestic and Foreign Complaints, Violation, QAS,

and Others

(1) Send the unworked or worked file sample(s) with separations and a moisture 

portion, if available

(2) Include the original and last copy of the applicable sample ticket for grain

(FGIS-920), rice (FGIS-911), beans (FGIS-933), or peas and lentils (FGIS-982)

(3) Attach a buff mailing tag (FGIS 970-5), check the appropriate box on the 

reverse side of the tag indicating the purpose of the sample, and forward the 

sample to TSD Attention BAR

d. NIRT Monitoring, Special Studies, and Other

(1) Prepare samples as prescribed in Chapter 5, NIRT Monitoring Program, of 

the NIRT Handbook

(2) Attach an orange mailing tag (FGIS 970-8), check the appropriate box on 

the reverse side of the tag indicating the purpose of the sample, and forward 

the sample to TSD Attention NIRT

e. Sunflower Seed Oil Monitors, Special Studies, and Other

(1) Locations should contact the Analytical Service Group for specific mailing 

instructions before sending monitor samples, special studies, or other types of 

samples

(2) Prepare samples as prescribed in Chapter 7, Monitoring Program, of the NMR 

Sunflower Seed Oil Handbook.

(3) Attach a buff mailing tag (FGIS 970-5), indicate the test required and purpose

of the sample on the reverse side of the tag, and forward the sample to TSD

f. Falling Number, Mycotoxin Testing, and Special Studie

(1) Contact the responsible TSD group (e.g., NIRT, Analytical Services, Moisture

before sending samples for these programs. The responsible group will

provide instructions for the amount and type of sample to send and any 

documentation required

(2) Attach a buff mailing tag (FGIS 970-5), indicating the test required and the 

purpose of the sample, and forward the sample to TSD, Attention (responsible 

TSD group)
FGIS Directive 9170.3 July 25, 2007

Page 5

g. Moisture Surve

(1) Prepare samples as prescribed in Chapter 3, Calibration Equations, of the 

Moisture Handbook and the applicable moisture sample survey program 

bulletin

(2) Attach a brown mailing tag (FGIS 970-9), check the appropriate box on the 

reverse side indicating the purpose of the sample, and forward the sample to 

TSD

h. General Informatio

Use a buff color tag (FGIS 970-5) when forwarding samples to TSD for purposes 

other than specified above (e.g., checktesting samples, collaborative samples, 

etc.). When using this tag, apply business reply label, Form FGIS 970-18, whic

has a TSD preprinted mailing address, to the front side of the mailing tag. On the

label be sure to identify the targeted group (BAR, Analytical Services, NIRT), and 

on the reverse side indicate the purpose of the sample

/s/ John C. Giler

John C. Giler, Acting Directo

Field Management Division

Attachment
FGIS Directive 9170.3 July 25, 2007

Page 6

ATTACHMENT

MAILING TAG / LABEL COLOR CODES

Tag Color TSD Program Purpose Preprinted script on 

the reverse side of tags

BLUE

(FGIS 970-2)

BAR Board Opinions NONE

BUFF

(FGIS-970-5)

BAR Monitoring, Early Alert, 

Foreign and Domestic 

Complaints, Violations, 

Information, STEP, 

Others

MONITOR, EARLY 

ALERT, FOREIGN 

and DOMESTIC 

COMPLAINTS, 

VIOLATION, 

INFORMATION, STEP, 

OTHERS (SPECIFY)

BUFF

(FGIS-970-5)

BAR/ Analytical Services Sunflower Seed Oil 

Monitoring, Falling 

Number, Mycotoxin 

Testing, Soybean 

Protein/Oil, Special 

Study, Checktesting

NONE

ORANGE

(FGIS 970-8)

NIRT Wheat Protein 

Monitoring, Special 

Study, Others

MONITOR, SPECIAL 

STUDY, OTHERS 

(SPECIFY)

BROWN

(FGIS 970-9)

Moisture Moisture Survey MOISTURE

SURVEY

WHITE

(FGIS 970-13)

Mailing Label Samples from Official 

Agencies to Field Offices

WHITE

(FGIS 970-18)

Business Reply Mail Samples to TSD or to 

F/O’s

Preaddressed (not to be 

handwritten)