United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Directive 9180.14 August 4, 2003

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

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

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employer.

INSPECTING EXPORT GRAIN FOR WEED AND CROP SEEDS

Contents

INSPECTING EXPORT GRAIN FOR WEED AND CROP SEEDS ����������������������������������������1

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

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

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

4. PROCEDURE�����������������������������������������������������������������������������������������������������������������������

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FGIS Directive 9180.14 August 4, 2003

Page 2

1. PURPOSE

This directive outlines procedures for:

a. Applicants requesting inspections of export grain for specified weed and crop seeds

b. Official personnel forwarding composite grain samples to the Agricultural Marketing 

Service (AMS) Seed Regulatory and Testing Branch

c. The AMS Seed Regulatory and Testing Branch inspecting and certifying the weed

and crop seed content of grain samples

2. REPLACEMENT HIGHLIGHTS

This directive supersedes FGIS Instruction 9180-14, dated 5-01-97. This directive i

updated to reflect the address and name change for the AMS Seed Regulatory and

Testing Branch and does not revise policy

3. POLICY

In many instances, an applicant for the official inspection of grain also requests an

analysis for specified weed and crop seeds. This analysis may be performed on all 

export grain inspected under the United States Grain Standards Act, as amended 

(USGSA). The AMS Seed Regulatory and Testing Branch performs the analysis for

weed and crop seeds according to the request of the applicant. The seed content 

analysis is performed under the authority of section 75.21 of the regulations under the

Agricultural Marketing Act of 1946 (AMA). The Federal Grain Inspection Service (FGIS) 

and official agencies work in cooperation with AMS to provide the service for forwarding 

samples of grain to the AMS Seed Regulatory and Testing Branch for analysis

4. PROCEDURE

a. Applicant for Inspection. Prior to loading, the applicant for inspection shall file a

written request for analysis, in duplicate, with the official agency or FGIS field office 

that is to perform the original inspection under the USGSA

Each request for analysis shall include:

(1) The name and address of the applicant for inspection;

(2) Kind and class of grain to be inspected and identification of the carrier;

(3) Name of each weed and crop seed to be reported; and

(4) Whether the results of the inspection are to be stated in terms of:

(a) The rate of occurrence of each weed and crop seed;

(b) The percentage of weight of each weed and crop seed; or

(c) Other (if other, specify)
FGIS Directive 9180.14 August 4, 2003

Page 3

(5) Whether more than one certificate is needed for the lot. If more than one 

certificate is required, state the number of certificates needed and the quantity 

of grain each certificate is to represent. No certificates will be issued which 

show individually or collectively a quantity of grain in excess of the quantity in 

the lot

b. Official Agency or FGIS Field Offic

(1) Obtain a portion of the official sublot sample and composite sample as follows:

(a) Based on the size of the lot and the estimated number of sublots, 

establish a standard portion to be obtained from each sublot sample; 

for example, 50 grams, 100 grams, etc. Use an approved divider for

obtaining a representative portion from each sublot sample. Combine

these portions to form a composite sample. Once the lot is completed,

pour the composite sample through an approved divider, repeatedly, 

until it is thoroughly mixed. (b) Using an approved divider, obtain a

representative portion of not less than 1,000 grams from the composite 

sample

(2) Enclose the 1,000-gram composite sample in a plastic bag; secure it with a 

heat sealer, metal clips, or plastic ties; and identify by carrier name and date 

loading was completed.

(3) Complete a letter of transmittal (attachment 1)

(4) Attach the original of the request for analysis and the letter of transmittal to 

the plastic bag and place into a canvas mailing bag

(a) If the canvas bag is equipped with a metal locking device, seal with a 

prenumbered metal seal

(b) If the mailing bag does not have a metal clamp or similar locking device, 

cut several 1/2-inch slits in the canvas bag approximately 1 inch apart 

and 1 inch from the top of the bag. Weave the prenumbered metal

seal(s) through the slits until the top is completely closed and sealed

(5) Send the composite sample to the Seed Regulatory and Testing Branch, 

USDA, AMS; 801 Summit Crossing Place, Suite C; Gastonia, NC 28054- 

2193. The sealed canvas mailing bag may be delivered to the applicant. I

which case, the applicant is responsible for delivering the sample to the Seed 

Regulatory and Testing Branch

(6) Retain a copy of the applicant’s request for analysis and a copy of the

letter of transmittal
FGIS Directive 9180.14 August 4, 2003

Page 4

c. AMS Seed Regulatory and Testing Branc

(1) Inspect each composite sample according to the applicant’s request.

(2) Issue an official certificate. State on the certificate that the inspection for weed 

and crop seeds was made on a representative portion of the composite 

sample obtained from the lot in conjunction with an official inspection under 

USGSA

(3) Do not issue a certificate if the sample arrives to the laboratory unsealed or 

there is evidence of seal tampering

(4) Bill the applicant for the cost of the inspection and certification according to 

AMS billing procedures

Attachment
FGIS Directive 9180.14 August 4, 2003

Page 5

Attachment

Letter of Transmittal1

Officer in Charge

USDA, AMS

Seed Regulatory and Testing Branch

801 Summit Crossing Place, Suite C

Gastonia, NC 28054-2193

Dear (Officer in Charge):

The attached sample is a representative portion from a composite sample obtained 

during the loading of (official weight of grain in pounds or bushels) of (grade and kind of 

grain) on the (name of carrier) loaded at (name and location of elevator) on (date)

This sample has been sealed with (initial of official agency or FGIS seal) seal number(s) 

(list seal number(s). If the sample arrives unsealed or there is any evidence of seal

tampering, the representativeness of the sample shall be deemed lost

Sincerely,

(Signature)

JOHN J. DO

Field Office Manager (or Official Agency Manager)

Attachment

1

Offical agencies may also use the format of this letter to transmit samples to the AMS 

 Seed Regulatory and Testing Branch