Agricultural Marketing Service, Specialty Crops Program, Specialty Crops Inspection Division

Supervisory Reviews of Agricultural Commodity Graders (May 2016)

SCI Division Management Series

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SUPERVISORY REVIEWS OF AGRICULTURAL COMMODITY GRADERS

This instruction provides guidance on conducting formal supervisory reviews on nonprobationary Agricultural Commodity Graders (ACGs) regarding their grading, inspection 

certification, documentation, and other inspection related elements. ACGs in probationary status 

fall under a more comprehensive review schedule not covered by this instruction. In addition to 

this instruction, it is expected that supervisors perform regular informal performance spot checks 

on inspection personnel throughout the year or season as inspection services are being 

performed. 

Supervisory reviews are intended to help management observe the application of Division 

instructions and identify inspection related performance non-conformities which need to be 

addressed. It establishes standard requirements and responsibilities for Specialty Crops 

Inspection (SCI) Division employees and licensees when performing these reviews and for 

taking corrective actions when non-conformities are noted. It also sets forth SCI policy 

regarding the requirements that all Supervisors perform reviews on all ACGs under their 

supervision on a regular basis. Each supervisory review will consist of a Supervisory Review 

Checklist. 

For full-time ACGs, two supervisory reviews must be completed each performance year. For 

ACGs employed less than full-time (e.g., mixed-tour, intermittent), one supervisory review must 

be completed every six months or one per season if less than six months. Frequency of reviews 

may be increased at the supervisor’s discretion if performance deficiencies persist or in 

conjunction with an approved extension on an in-plant assignment longer than five years. It is 

the responsibility of each supervisor to assure that resources are in place to meet this goal. 

Primary responsibility for completing supervisory reviews is that of the Officer-In-Charge (OIC), 

Assistant OIC (AOIC), Shift Supervisor, Sub Area Supervisor (SAS), or Federal-State 

Supervisor for state licensees. Responsibility may be delegated to an Inspector-In-Charge (IIC) 

or Training Officer (TO) as needed. A supervisor must co-sign the Supervisory Review Report 

completed by the IIC or TO.
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DEFINITIONS 

Agricultural Commodity Grader (ACG)

An Agriculture Commodity Grader, Supervisory Agricultural Commodity Grader, Inspector-InCharge or Training Officer employed by SCI or a state agency licensed by SCI for the purpose of 

conducting or supervising SCI Terminal Market Inspection (TMI) services.

Supervisor

For the purpose of this instruction a supervisor is referred to as a Regional Operations Branch 

Chief, Assistant Regional Operations Branch Chief, HQ Inspection Operations personnel, OIC, 

AOIC, Shift Supervisor, SAS, Federal-State Supervisor, Federal Program Manager or delegated 

IIC or TO.

Supervisory Review Checklist

A checklist documenting on-site observations made, inspection services being performed and a 

certification/documentation review on services and results previously issued. Listed scopes will

be evaluated for conformance to all relevant policies and procedures. All deficiencies and 

corrective actions will be noted in the Remarks section.

• On-Site Observation

The portion of the Supervisory Review Checklist in which a supervisor accompanies an

ACG on one or more inspections and works with and observes them in order to evaluate 

whether they are following proper inspection procedures, scoring defects in accordance 

with current guidelines and properly completing the inspection documentation (i.e.,

notesheets, tally sheets, worksheets or certificates).

• Documentation Review

The portion of the Supervisory Review Checklist in which a supervisor completes a desk 

review of completed inspection documentation or validates results of submitted review 

samples in order to evaluate whether proper inspection procedures, scoring of defects and 

proper documentation of results have occurred.

RESPONSIBILITIES

The responsibilities of the supervisor in performing supervisory reviews are as follows:

Supervisory Review Checklist (On-Site Observation Section)

• The supervisor will accompany the ACG or as appropriate arrive at the inspection 

location unannounced to observe and evaluate whether the ACG is following proper 
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inspection procedures, scoring defects in accordance with current guidelines and properly 

completing the inspection documentation (i.e., notesheets, tally sheets, worksheets or 

certificates). 

• The supervisor is there to observe, not lead, but may participate in the inspection-related 

activity. They must ask questions if necessary to ensure that the product has been 

properly inspected or inspection-related activity has been properly completed. 

• Where applicable, inspections performed with the ACG must bear the initials and/or 

signatures of the supervisor on all corresponding notesheets, worksheets, tally sheets and 

certificates.

• Where applicable, the supervisor will accompany the ACG on a plant sanitation tour 

(before or during operation), for applicable facilities, to observe the performance and 

effectiveness of the inspector performing the tour.

• The supervisor will review inspection equipment and tools used by SCI employees and 

report conditions that do not meet SCI instructions on cleanliness and/or sanitation. All 

equipment used must be properly calibrated and documentation of the calibration(s) 

maintained.

• As applicable, the supervisor will observe the ACG during check loading. 

• Where applicable, the supervisor will assure that all Good Manufacturing Practices 

(GMPs), as outlined in the AIM Inspection Series, Sanitation Manual and Safety Manual, 

are being practiced by the facility.

• Employees must follow SCI instructions on safety. Safety equipment must be available 

and in use by employees.

• Analytical and grade deviants must be used correctly. Lot grades must be correctly 

designated. Proper terminology is necessary for non-scoreable quality factors.

• Instructions and standards must be used correctly.

• Where applicable, performance of microscopic analysis must comply with SCI 

instructions. Documentation of analysis must be current and accurate. All microscopes 

must have appropriate lighting and be in good working order.

• Supervisors will accompany the ACG while sampling to observe adherence to 

instructions and GMPs.

• Non-conformities must be addressed immediately to prevent inspection results from 

being reported incorrectly.
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• The ACG will be evaluated under the listed scopes for conformance to all relevant 

policies and procedures.

• Non-conformities found must be clearly noted, along with the corresponding corrective 

actions, in the Remarks section of the Checklist.

Supervisory Review Checklist (Documentation Review Section)

• The supervisor will complete a desk review of completed inspection documentation or 

when applicable will validate results of submitted review samples in order to evaluate 

whether proper inspection procedures, scoring of defects and proper documentation of 

results have occurred.

• For ACGs performing TMI inspection services a sample consisting of 25 of the most 

recent FV-300 and 10 of the most recent FV-301, 205, 187 or 207 certificates issued 

within the previous 12 months, are to be reviewed. If less than this amount had been 

issued within the previous 12 months, all those that have been issued will be reviewed.

• For ACGs performing processed inspection services a sample of ten inspection records 

relevant to the inspector’s grading assignment are to be reviewed.

• A listing of the certificates and/or inspection records reviewed will be kept on the SCI 

Division Records Review form and filed with the Supervisory Review Checklist.

• Determine if any vital points on the notesheet, worksheet, tally sheet, or certificate have

been omitted.

• Determine if statements are substantiated by information on the notesheet, worksheet, 

tally sheet, or certificate.

• The ACG will be evaluated under the listed scopes for conformance to all relevant 

policies and procedures.

• For in-plant inspections, review 5 consecutive days of sanitation score sheets for proper 

documentation of deficiencies, including ratings and corrective actions.

• Non-conformities found must be clearly noted, along with the corresponding corrective 

actions, in the Remarks section of the Checklist.

Supervisory Review Checklist Completion and Filing

• Checklists may be completed by IIC or TO but must also be reviewed and signed by the 

supervisor prior to reviewing with the employee.
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• The Checklist will be reviewed, with performance and corrective actions discussed with 

the ACG. The reviewer, supervisor (if different from the Reviewer) and ACG will sign 

and date the report.

• Reports will be kept on file in employee’s Area Office or Sub-Office.

• Completed Checklists will be reviewed during the annual Sub-Office, Area Office 

Reviews.

• Checklists will be reviewed by the supervisor during subsequent mid-year and year-end 

performance evaluation timeframes as a tool to report measured and meaningful 

performance.
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APPENDIX I – FV-397 SUPERVISORY REVIEW CHECKLIST 

Electronic version of the FV-397 Supervisory Review Checklist form 
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APPENDIX II – FV-383 RECORDS REVIEW 

Electronic version of the FV-383 Records Review form
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