United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Program Notice FGIS-PN-08-03 February 6, 2008

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

Cover

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CHANGES TO CERTIFICATION PROCEDURES

Contents

CHANGES TO CERTIFICATION PROCEDURES �����������������������������������������������������������������1

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

2.BACKGROUND �����������������������������������������������������������������������������������������������������������������

3.CERTIFICATION CHANGES �����������������������������������������������������������������������������������������

4.ACTIONS �������������������������������������������������������������������������������������������������������������������������

5.QUESTIONS �������������������������������������������������������������������������������������������������������������������������
FGIS Notice PN-08-03 February 6, 2008

Page 2

1. PURPOSE

This notice announces that the Agricultural Marketing Service (AMS), Federal Grain 

Inspection Service (FGIS) identifies changes to certain certification procedures 

and formats due to the data collection requirements of FGIS’s new Inspection Data 

Warehouse (IDW)

2. BACKGROUND

The new format of official inspection and weighing certificates requires the reporting of

analytical results in the “Results” section of the certificate. Factors such as protein, odor,

mycotoxin, and Starlink quantities or measurement levels, which were formerly found in

the “Remarks” section, are now reported with other analytical factors in the “Results”

section

3. CERTIFICATION CHANGES 

a. Sub-factor

Report sub-factors (e.g. sprout-damaged kernels) on the certificate in the same

formatted units as other analytical factors

For example: Report the percentage of sprout-damaged kernels in wheat as

“Sprout-Damaged Kernels 0.0 %”

The full statement “Damaged kernels (total) includes 0.0% of sprout damaged

kernels” is no longer required

b. Garlic Bulblet

Report garlic bulblets as a decimal to the nearest hundredth on the certificate

instead of a fraction

For example: 1/3 bulblet is reported as 0.33, and 2/3 bulblet is reported as 0.

etc

c. Moisture basis for protein, oil, starch, and wet glute

Report the moisture basis for protein, oil, starch, and wet gluten to the nearest

tenth percent

For example: “Protein ____ %, 12.0% moisture basis
FGIS Notice PN-08-03 February 6, 2008

Page 3

d. Certifying TCK smut spores results vs. populating data records for I

(1) When a qualitative analysis has been performed, enter the appropriate

statement “Tilletia controversa Kuhn spores present/not present” in the 

“Results” section of the certificate

(2) When a quantitative analysis has been performed, enter the applicable

statement in the “Results” section of the certificate.

“Tilletia controversa Kuhn spores exceed/do not exceed 30,000 per 50 grams 

of sample.

OR

“XXX Tilletia controversa Kuhn spores per 50 grams of sample

(3) For the Inspection Data Warehouse, populate the data records as follows:

(a) For qualitative results:

Enter “Positive” or “Negative”, as applicable, in the Inspection

Result field for database purposes but do not report these values on

the certificate.

In the “Factor Remarks” field enter the appropriate statement

“Tilletia controversa Kuhn spore present/not present”

(b) For quantitative results:

Enter the actual spore count in the Inspection Result field for

database purposes but do not report this value on the certificate.

In the “Factor Remarks” field enter the applicable statement.

“Tilletia controversa Kuhn spores exceed/do not exceed 30,000 per 50 

grams of sample.

OR

“XXX Tilletia controversa Kuhn spores per 50 grams of sample.

e. Certifying an inspection result to an alternate basi

When an applicant requests an inspection result to be reported on an alternative 

basis, in addition to the standard reporting format (e.g. wheat protein reported on 

dry matter basis), report the inspection result on the standard basis in the “Results” 

section of the certificate, and the result from the alternative basis in the “Remarks” 

section of the certificate.
FGIS Notice PN-08-03 February 6, 2008

Page 4

f. Multiple grade certification. (Applicable to grain, rice, and graded commodities)

(1) Report the grade for the larger portion on the grade line and the factors for

the larger portion in the “Results” section of the certificate.

(2) Report the grade and factors for the smaller portion in the “Remarks” section 

of the certificate.

(3) Record the locations and estimated quantities of each portion in the 

“Remarks” section of the certificate.

Example:

REMARKS:

Grade and factors: Estimated 2/3 of railcar, compartments B-1 and B-3

Estimated 1/3 of railcar, compartment B-2

U.S. No. 2 Yellow Corn

Test Weight Per Bushel 57.5 lb/bu

Moisture 15.5%

Damaged Kernels Total 1.8%

Broken Corn and Foreign Material 2.6%

For grain - Sample, inspect, and grade each portion separately when a carrier

offered for inspection as one lot is found not to be uniform in condition because

portions of the lot are heating, musty, or sour

For rice, and graded commodities - Sample, inspect, and grade each portion

separately when a carrier offered for inspection as one lot is found not to be

uniform in condition because portions of the lot are heating, musty, or sour, or

when portions contain distinctly different classes or quality.

g. Duplicate certificates.

With the use of software applications for creating certificates and electronic files 

for transmitting the information, the need for duplicate certificates has diminished. 

An official service provider is required to issue a duplicate certificate only when 

certification software is not used to generate certificates (e.g. when pre-printed 

forms are used)

h. Stowage examination service certificates for containers.

Weekly reports of stowage examinations performed on containers are generated

from IDW. These reports are compiled by parsing the information recorded in th

“Remarks” section of the certificate. Therefore, it is critical to implement the

following guidelines when certifying container stowage exams:
FGIS Notice PN-08-03 February 6, 2008

Page 5

(1) When multiple containers are reported in the “Remarks” section of the 

certificate, enter the container ID as a continuous string of alphanumeric 

characters followed by a semicolon and a space before entering the next 

container ID, unless seals or unsuitable stowage conditions are also reported 

(e.g. GSTU456790-7; GSTU456791-5

(2) When reporting seals, place a space between the container ID and the seal 

number. Include “Seal” as part of the seal number (e.g. GSTU456790-7 Se

1234; GSTU456791-5 Seal 2234;)

(3) When reporting unsuitable conditions, place a space between the container 

ID and the condition (e.g. UXXU242319 wet paint, missing vent cover

(4) If there are multiple lines of container ID’s, the last container ID, seal number, 

or condition must end in a semicolon

(5) Enter the stowage area pass/fail statement after the carrier ID’s. Begin that

line with “Results.

(6) Any additional statements should follow the stowage area pass/fail statement

i. Partial inspection certificate. (Applicable to rice and graded commodities only)

There may be circumstances when the entire lot is not accessible or a 

representative sample cannot be obtained. In such instances, official personnel will 

issue the inspection certificate stating the estimated quantity of the commodity in 

the accessible portion and that the inspection was limited to the accessible portion

Special titles such as “Partial Inspection Certificate” are no longer required.

j. Authorization to affix names.

When a name or signature is affixed by an authorized agent via a certification 

program, the initials of the agent affixing the name or signature are not required on 

the certificate.

4. ACTIONS

Retain this notice until all handbooks, and program directives have been updated to

reflect the format changes. Official agency software providers must update their current

certification software to comply with the new certification and IDW requirements.

5. QUESTIONS

Direct any questions concerning this notice to FGISonlineSupport@ams.usda.g