Source: http://inspection.gc.ca/food/meat-and-poultry-products/manual-of-procedures/chapter-11/eng/1362883479397/1362883578588?chap=2
Timestamp: 2018-01-24 03:48:52
Document Index: 221308967

Matched Legal Cases: ['art 2', 'art 2', 'art 1', 'art 2', 'art 1', 'art 2', 'art 3', 'art 1', 'art 2', 'art 2', 'art 2', 'arts 1', 'art 2', 'art 2', 'art 2', 'art 3', 'art 1', 'art 3', 'art 1', 'art 2', 'art 3', 'art 1', 'art 2']

11.2 - Chapter 11 – Export - Food - Canadian Food Inspection Agency
A) Meat Inspection Act
"7. No person shall export a meat product out of Canada unless
(c) that person obtains a certificate from an inspector authorizing the export of that meat product."
B) Meat Inspection Regulations
"121. No operator shall identify as edible any meat product intended for export unless the meat product meets the requirements of the importing country and is packaged and labelled in accordance with section 122.
122.(1) Subject to subsection (2), every operator shall package and label a meat product intended for export in accordance with the requirements of the importing country or, where no such requirements exist, shall package and label the meat product as required by Part III.
122.(2) Every operator shall ensure that a meat product that is produced for export as an edible meat product and does not meet the requirements of these Regulations for a meat product intended for sale, use or consumption as an edible meat product in Canada is, in addition to being packaged and labelled in accordance with all other requirements of these Regulations, labelled as being for export.
122.1 In any meat inspection certificate used for the purpose of exporting meat products, a statement that the meat products are derived from food animals that received ante-mortem and post-mortem veterinary inspection at the time of slaughter means that the food animals were subjected to ante-mortem examination or ante-mortem inspection and that the meat products were subjected to post-mortem examination or post-mortem inspection, in accordance with these Regulations."
Under the Meat Inspection Act and Regulations, the operator of the exporting establishment bears full responsibility for ensuring that all applicable requirements of the importing country are met and for providing satisfactory evidence to that effect to the CFIA before the CFIA can authorize the export and issue the required certificates.
At the Plant Management level, exporters should have knowledge of the requirements of the importing country, making sure their establishments are eligible to export, and have an up-to-date version of the Meat Hygiene Manual of Procedures (hard copy or Web site book-marked). They must also have qualified and legally responsible personnel to prepare and sign the attestation required for verification and veterinary signature, be able to supply supporting documents as necessary (i.e., attestation of freezing, Trichina tests, etc.), and confirm eligibility of product for export to the country in question.
(2) Chief Veterinary Officer for Canada
The Head of the Veterinary Service of the exporting country is ultimately accountable for veterinary certification used in international trade. As head of the Veterinary Service, Canada's Chief Veterinary Officer (CVO) is also the official representative to the OIE.
The CVO maintains the integrity of Canada's veterinary infrastructure through fostering the development of policies and programs that support and enable inspection and certification services to be carried out in accordance with established principles and international standards.
The Veterinary Service is responsible for establishing official procedures for authorisation of certifying veterinarians, assigning their functions and duties as well as the conditions of appointment, ensuring that the relevant instructions and training are provided to certifying veterinarians, and monitoring the activities of the certifying veterinarians to verify their integrity and impartiality.
(3) Program Divisions
Program Division staff are responsible for designing inspection and certification programs that are compatible with science-based principles and consistent with international standards. They develop regulations and policies as the basis for consistent and uniform delivery of program services across Canada. Technical specialists (export program experts and international negotiators) negotiate bilateral agreements with other countries and provide clarification and interpretation of agreed import conditions and requirements of other countries to exporters and inspection staff through publication in this Manual and issuance of Directives and other memoranda.
Program staff are also responsible for the development and maintenance of export program procedures and activities, and for providing direction and guidance for the performance of required tests, inspections and the issuance of appropriate certification by veterinary inspectors.
With the expansion of trade liberalization, developments in new food technologies, and emerging markets in agricultural commodities, import conditions may not always be in step with the development of current international standards. When import conditions or requirements of a country become inconsistent with acceptable standards, Program Division is responsible for renegotiating appropriate import conditions. In some instances, SPS conditions and import conditions of another country may require interpretation in order to facilitate the continued issuance or endorsement of export certificates.
(4) Program Networks
Program Network staff are responsible for providing a close interface between program policy development and the implementation and delivery of programs by Operations personnel. They support the delivery of the export program at the Network level, through the verification of interpretation of requirements to operational inspection staff and the provision of expert advice concerning program standards, liaise with regulated industries and advise exporters of their responsibilities and the requirements necessary to ensure that products destined for export meet the specific import conditions of other countries. In collaboration with the Program Divisions the Networks are also responsible for the audit and verification of programs to ensure consistent and uniform delivery
(5) Operations Policy and Systems Directorate
Operations Policy and Systems Directorate (OPSD), in support of the Vice President of Operations, manages national initiatives for the effective, efficient, and consistent delivery of operational activities across the country. A strong link exists between operational activities and the CFIA's mission and mandate. OPSD is responsible for providing its field staff with the tools, training and resources to carry out operational activities including certification of commodities destined for export.
The primary Operations/Programs interface occurs via the Program Network Directors (PNDs) enabling program and laboratory input into the delivery and evaluation of operational activities. In the context of export certification, PNDs identify and communicate the appropriate requirements for certification. The role of Operations is to ensure that the certification process complies with international standards and is implemented in accordance with program policy.
OPSD also facilitates Operations input into program design and redesign, identifies and anticipates delivery challenges, and develops a process for continuous improvement. OPSD is comprised of the National Operations Coordination members (NOC) based in Ottawa and Area Operations Coordination Team (OCT) based in the Areas that provide a field perspective to the OPSD.
(6) Inspectors
CFIA inspectors play a pivotal role in certifying export shipments. They provide both verification and certification (Export Application Verification Form – Annex H (CFIA/ACIA 5344)) which ensures that each export shipment conforms with the verification process established in the CFIA's Manual of Procedures and with the requirements of the importing country.
The certification process requires that inspectors have adequate knowledge of the requirements of the importing country and that the information being certified is accurate and verifiable. They must also have access to the system "Read Import Country Requirements, (read ICR)", which outlines the import country requirements. Their responsibilities also include: the control of certificates and export markings (e.g. stamps, stickers), verifying the origin of product and the eligibility of product for export, and meeting the needs of the exporting establishment by providing the required documents (e.g. CFIA/ACIA 1454), authorizing the use of export markings and performing export verification in a timely manner.
Once the inspector is satisfied that all of the requirements have been met including appropriate information provided by qualified and legally responsible Plant Management personnel, and is confident that they have adequate knowledge of the requirements of the importing country, the inspector submits this information for the use of the certifying veterinarian.
(7) Official Veterinarians (Veterinary Inspectors or Signing Veterinarians)
The official signing veterinary inspector is responsible for signing and issuing veterinary certificates when the certification requirements have been met, based on satisfactory completion of applicable verification procedures and notes of guidance in this Manual or otherwise provided by the Program Divisions.
They are directly involved in providing guidance or direction to exporters to ensure their obligations are understood and met. Certifying veterinarians must have a clear understanding and knowledge of what is required to be certified. Veterinary inspectors are responsible for: verifying that the inspector has knowledge of the requirements of the importing country; checking export certificates for modifications (no modifications allowed), clarity and any additional statements required; knowing the procedure for replacement certificates; and liaising with Program Network staff to ensure the appropriate interpretation of a country's import requirements.
Veterinary inspectors who can demonstrate the execution of their duties in accordance with the relevant Manual of Procedures, notes of guidance, interpretation and advice provided by their supervisors and/or Program Network or Division staff are protected from personal liability in the performance of their certification activities. As such, they are deemed to be acting in accordance with internationally and nationally accepted principles of ethical conduct.
The laboratories are responsible for carrying out the testing required by the Program and in accordance with the export conditions negotiated with importing countries.
Unless otherwise indicated in the specific requirements for a country (Section 11.7.3), all export shipments of meat products, except those specifically exempted in the Meat Inspection Regulations, 1990, shall be accompanied by a "Certificate of Inspection Covering Meat Products" - CFIA/ACIA 1454.
In any case, an official meat export certificate must have been signed and issued before a shipment or consignment has left Canada.
It is the responsibility of the operator to inform the Inspector in Charge of the registered establishment, in advance, of his/her intention to export. The operator shall further provide all the details required by the Inspector in Charge to complete and issue the appropriate certificate.
Additional certification is required by many countries. Copies of those additional certificates are provided in Section 11.7 under the specific requirements for those countries.
Certificates for export of meat products shall be signed only by an official veterinarian. The veterinarian should retain or be provided with a copy of each fully completed certificate that they have signed (see section 11.2.5.3). When an official veterinarian inspector is not personally inspecting the meat products before export then the veterinarian should have written evidence from a CFIA inspector that the shipment meets the requirements of the importing country. A fully completed Export Application Verification Form – Annex H (CFIA/ACIA 5344) is deemed to provide sufficient evidence that the product(s) described on the Annex H meet all the requirements of the importing country.
In unusual situations the Inspector in Charge or the signing official veterinarian should contact the Director (Program Network) for advice. The Director (Program Network) may in turn contact the FIED to ensure uniformity across Canada. Each package of the export shipment shall be identified with either an export stamp bearing the certificate number or with an export sticker bearing a serial number. When export stickers are used, the numbers of those stickers shall be listed on the certificate. If for some reason a shipment bearing export stickers or export stamps is not exported, then those export stickers or export stamps must be removed from the packages before they are released for the domestic trade.
No corrections are allowed on export certificates. When errors are identified, the certificate must be voided. Replacement certificates may be issued when conditions established in subsection 11.2.5.4 are met.
Whenever a CFIA/ACIA 1454 is voided and Part 2 has already been sent to the Centre of Administration (CoA), then the CoA shall be notified in writing. A copy of the certificate with the notation "Void" stamped across it could serve as notification.
Voided certificates shall be destroyed with the exception of the file copy and the copy sent to the CoA. Each aforementioned copy shall be stamped with the notation "Void/annulé". This stamp is to be provided to the signing veterinarian by the operator of the establishment under his/her supervision. It is recommended that red ink and a bold typeface be used. This procedure is to be implemented so that the voided certificates can be adequately processed at Headquarters.
11.2.3.1 Additional Information
Transit of a shipment of foreign meat products through Canada, in bond, must be authorized by the Animal Health Division. In such case no Canadian certificate of inspection will be issued.
Imported meat products accepted into Canada are not eligible as is for export to the USA. Only shipments that are considered by the USDA as a transshipment, i.e. in bond, and covered by an original certificate from the country of origin showing the name and address of a consignee located in the USA will be accepted.
In the case of countries other than the United States, imported meat products accepted in Canada, may be re-exported (entire shipment or part of it) to a foreign country. The acceptance of such products by the importing country shall be the responsibility of the consignor. In this case, Form CFIA/ACIA 1454 shall be issued and part 2 of the form shall be forwarded to the CoA. In addition, the following statement should be shown on the certificate:
11.2.3.2 Establishment Eligibility to Export
1) Export eligibility - general information
Many countries allow the import of meat products from all Canadian registered establishments. For these countries, there is no need to apply for export eligibility since all registered establishments are automatically eligible to export.
However, some importing countries have requirements in addition to the Canadian Meat Inspection requirements, including specific prior approval of foreign establishments. Because establishment approval may be limited to meat from certain species or even to certain products from these species, it is essential that exporters and operators consult the current requirements for the country of interest before applying for export. This is especially important since the operator is responsible for ensuring that the requirements of the importing countries are met.
Note: When importing countries have requirements in addition to the Canadian Meat Inspection requirements, the operator must review the current export requirements for the importing country and develop an appropriate written control program to ensure compliance with the additional requirements. This control program has to be reviewed and approved by the VIC or IIC.
Establishments on eligibility lists may experience limitations in the following situations:
If Canada experiences a foreign animal disease outbreak or if a significant animal disease is detected in Canadian livestock, the exports of meat from the affected species may experience a partial or even a total ban. Previous trade agreements many need to be renegotiated and eligibility lists may need to be established where none previously existed.
Importing countries may impose specific animal health restrictions on meat from one or more animal species which originates from a country other than Canada. This will impact establishments which chose to accept such products into their facilities by limiting their export eligibility for the species of concern.
2) Protocol to add an establishment to an export eligibility list
In order for an establishment to be added to an eligibility list, the following procedure is to be followed Footnote 1:
The operator must review the current export requirements for the importing country and, when applicable, develop appropriate control procedures to ensure compliance with the additional requirements. If the establishment, the documented control procedures and product meet all the relevant requirements, the operator completes part 1 of Annex I of Chapter 11 and delivers it, along with the applicable control procedures to the CFIA inspector. The procedures must be acceptable to the Inspector in Charge and must include monitoring, verification and record keeping activities, deviation procedures and be auditable and effective.
The CFIA inspector then verifies that the information is correct and satisfactory to ensure compliance with the importing country requirements by completing the applicable CVS export verification task(s). Once the application is found acceptable, the inspector completes part 2 of Annex I and forwards it, along with a copy of the relevant CVS task to the Area Export Specialist.
The Area Export Specialist performs a final review of Annex I before signing and forwarding the application to the National Export Specialist who will contact the appropriate foreign officials to request that the establishment be added to the eligibility list as per agreed procedures.
The National Export Specialist will inform the interested parties through the Area export Specialist and the CFIA person responsible for amending the lists when the required approval procedures have been completed.
A separate application must be made for each country since the additional requirements are country specific.
Some countries require an on-site visit by the country's officials before an establishment can be approved for export (e.g., pork and beef export to Russia).
The time required for an establishment to become eligible to export can vary widely from one country to another. Because export can only begin once it has been confirmed that the establishment is eligible, operators should apply for export eligibility well in advance of their anticipated start of export.
3) Keeping the establishment information current:
Operators and CFIA staff should note that changes at the establishment may impact the export eligibility:
Operator Change: when the operator of an establishment changes, the new operator must confirm in writing to the Inspector in Charge their interest in maintaining the current export eligibility privileges granted to the establishment. The notification should include the list of countries along with applicable control procedures and a commitment to maintain and implement all required control procedures developed to ensure compliance with applicable requirements of the importing country. The CFIA must complete the CVS export tasks for the countries of interest to the current operator to verify that all the applicable requirements are met by the operator in order for the establishment to remain on the eligibility list. If the requirements cannot be met, the establishment must be removed from the list (refer to section 11.2.3.2 (5) for details).
Production Change: if modifications occur such as a change in function code or the addition/deletion of a species processed, the eligibility of the establishment must be reviewed by the operator and the IIC to ensure that all applicable requirements are still being maintained.
4) List of establishments approved by importing countries
Interested parties should consult the section specific to the importing country of Chapter 11 of the MOP to establish the eligibility status of an establishment, because export eligibility can be further restricted to a specific category of meat product (11.7 Special Requirements by Export Markets).
The CFIA lists are updated on an ongoing basis. The Web version of the list of establishments provided in Chapter 11 in sections on various importing countries is amended in priority. In case of doubt on the eligibility status of an establishment, the Area Export Specialist may be consulted.
It is important to note that the official list of Canadian federally registered establishments provides registration details for the establishments but not details on their export eligibility. For the specific details, 11.7 (Special Requirements by Country) must be reviewed.
5) Removal of an establishment from an eligibility list (delistment):
A) There are a number of ways an establishment may be removed from an eligibility list:
An operator may voluntarily request to be removed from an eligibility list. It is important that this request be delivered to the Inspector in Charge in writing who should then forward the request to the Area Export Specialist. The Area Export Specialist will inform the National Export Specialist who will contact the appropriate foreign Competent Authority, and the eligibility list will be updated and distributed once the request has been actioned. If an operator wants the establishment to become eligible at a later date, the protocol described in section 11.2.3.2 1 must be followed).
An establishment may be delisted by the CFIA if it is determined that the plant is not meeting the requirements of the importing country. (See section 11.2.3.2. (5)(B) for details)
A foreign government may delist, or request that the CFIA delist a plant based on findings during an audit or as a result of a violation with the import procedure (i.e. failure to present for inspection) or with the imported product (i.e. microbiological or drug residues).
Animal health restrictions may require an establishment be removed from an eligibility list or limit its export eligibility to products of certain animal species. Such conditions currently exist for export to Japan (raw beef from Uruguay) and the USA (raw poultry from Hungary or Brazil).
B) The following procedure should be followed when non-compliance issues are identified that impact an establishment's export eligibility:
When a CFIA inspector (IIC, VIC, Regional or National Representative) determines that the establishment is not complying with an importing country import requirement(s), the Operator is to be immediately advised of the non-compliance and issued a Corrective Action Request (CAR). Such non-compliance(s) may be identified during an audit, while performing export verification (section 11.2.4.2) or a CVS export task(s). Export Application Verification Form – Annex H (CFIA/ACIA 5344), cannot be completed and export certificates cannot be issued because the importing country's requirements are not being met, it is strongly advised that the Area Export Specialist be contacted whenever the decision is taken to suspend exports as a result of the issuance of a CAR. Other enforcement actions may also be needed, such as recall, or seizure and detention of product.
If the CFIA Inspector determines that the corrective measures are effectively implemented by the date specified on the CAR, the CAR is closed, and the inspector follows the CVS policy for document control. Plant management is to be informed, and exports may once again be issued unless animal health restrictions apply. Footnote 2
If the operator does not effectively implement the corrective actions by the date specified on the CAR, the following will take place:
the inspector will complete form CFIA/ACIA 5393, the Inspector's Non-Compliance Report (INCR)
the inspector will forward the INCR to the Inspection Manager who will form a Management Review Team (MRT) which must include at least the Area Export Specialist and the Regional Veterinary Officer/or Complex Processing Supervisor. This Team will determine a course of action for the non-compliance issue.
Should the MRT recommend delistment, the Inspection Manager will provide the written justification and will recommend delistment to the Program Manager, (PM). Once the PM confirms the area recommendation to delist the establishment, the PM will recommend the decision to the Director.
The Director will notify the foreign competent authority.
The CFIA export eligibility list will be updated and distributed.
The PM will inform the Operator of the delistment. A template letter may be found at RDIMS no 1315630 for this purpose.
6) Resumption of export following the removal from an eligibility list
The operator of an establishment which has been removed from an eligibility list may apply to regain export privileges once all necessary corrective measures have been taken to comply with the applicable requirements. The plant approval procedures outlined in section 11.2.3.2 (2) must be followed.
Note: If delistment occurs as a result of an issue(s) identified during a foreign audit, the officials of that country may allow an establishment to be re-listed based on a recommendation by the CFIA, or the establishment may require an on-site visit by the foreign officials before it can be re-listed.
11.2.3.3 Follow-up to port of entry (POE) violation reported by an importing country
When a meat consignment fails to meet import requirements of the importing country, this consignment will be refused clearance at the POE. In such a situation, the foreign competent authority notifies the CFIA of the POE violation through the appropriate Canadian post. The official POE violation notification provides a timeframe within which CFIA is required to respond to foreign competent authorities. After receipt of official POE violation notification, the following steps are taken:
1. The Food Import/Export Division (FIED) communicates the information contained in the official notification to Operations Policy and Systems Directorate (OPSD).
2. OPSD immediately notifies the appropriate Area Program Manager, Area Export Specialist (AES) and the Area Operations Coordinator (AOC) of the POE violation, including the immediate actions taken by the CFIA and / or the foreign competent authority (this may include delisting the establishment and suspension of exports from the affected Canadian establishment).
3. The Area Export Specialist immediately provides the information to the appropriate local inspection staff, including the Regional Veterinary Officer (RVO), Veterinarian-in-Charge (VIC) and / or Inspector-in-Charge (IIC).
Note: OPSD in collaboration with FIED will establish an appropriate deadline for a response from the establishment and the local inspection staff.
4. The VIC or IIC advises the operator of the establishment of POE violation. An investigation will be conducted by the operator to determine the cause(s) of this non-compliance and also the operator will take appropriate corrective and preventative action(s) to avoid further re-occurrence of such incidences. The response to this violation must be provided to the AES within the pre-determined time frame.
5. Upon notification of the POE violation, the VIC / IIC conducts CVS Task 3.3.02 – Foreign Country Import Inspections Violations, issues a Corrective Action Request (CAR) to the operator, and requests a Corrective Action Plan (CAP).
The action plan in form of a letter on company letter head must be submitted by the operator to the VIC/IIC and it must include the following elements:
What caused the non-compliance?
What actions were taken by the operator to correct the cause(s) of the non-compliance?
What actions were taken by the operator to verify that its corrective actions are effective?
What action will be taken to prevent recurrence of the non-compliance?
What has been done by the operator to ensure no additional product implicated in the non-compliance will be exported to this particular country?
6. Depending upon the severity of the POE violation, an in-depth review of the operator's HACCP system using task 4.1.04-HACCP design may be conducted by FSEP personnel, and a CAR issued to the operator.
Note: Inspection staff must follow the CAR process as described in the Meat Hygiene Manual of Procedures Chapter 18. This includes the process for assessing the operator's CAP.
7. Once the operator provides an acceptable action plan to the VIC/ IIC, the CFIA inspection staff will verify the effectiveness of that action plan by performing the applicable CVS task (s). If the action plan is found satisfactory, a letter addressed to AES will be prepared by the VIC / IIC. In case the action plan is not found acceptable, further actions will be taken as described in Chapter 14 of the MOP.
Note: Depending on the timeframe established by the foreign competent authority for a response, the operator may not have fully implemented their corrective and preventive measures by the date a response from CFIA is required. The VIC / IIC must document this as described in the next step.
8. The VIC / IIC prepares / gathers the following documentation and sends them to the AES for review:
a) A letter on CFIA letter head addressed to the AES and signed by the VIC / IIC elaborating on actions taken by inspection staff to validate operator's corrective actions and preventative plans in response to the POE violation. This letter should include:
Confirmation that the action plan is acceptable;
The verification activities that were performed by the CFIA to assess the corrective / preventative measures implemented by the operator. In case the CAR(s) is / are not closed at the time of writing this letter, provide reason(s) why the CAR(s) remains open and how control will be maintained until the CAP is fully implemented and CAR is closed.
If applicable, describe what additional actions were or will be taken by the CFIA in response to this notification e.g. enforcement activities, change in frequency of CVS task(s) etc.
b) A letter from the operator on company letter head and signed by the responsible company representative detailing the actions taken in response to the POE violation.
Note: The operators are responsible for translating their documents after approval from, FIED as required by the foreign competent authorities.
9. The AES reviews and sends the accepted documentation package to OPSD. OPSD sends the documentation package to FIED.
10. FIED reviews the documentation package and provides an official response, sent from the Director of Food Import/Export Division, to the foreign competent authority. In case documentation is not satisfactory, the documentation will be returned to OPSD and AES with instructions.
The final decision about eligibility to export will be made by foreign competent authority.
Note: The approval process may be more specific for certain countries. In such cases, the additional procedures outlined in the section specific to the country requirements must be followed.
Note: If meat which is ineligible because of animal health restrictions is present in the establishment, it will result in immediate delistment of the establishment for the country with this restriction. Removal of the ineligible product from the establishment will not result in its automatic re-listing.
11.2.4.1 Interpretation:
Operator: Means a person who is licensed to operate a registered establishment.
Applicant: Operator of a CFIA registered Canadian establishment.
Application/Verification Form: Prerequisite for each export shipment (see Export Application Verification Form – Annex H (CFIA/ACIA 5344)). The application/verification form must be presented by the applicant's establishment to the Official Veterinarian (OV) or Inspector in Charge (IIC) of the applicant's establishment.
Part 1: Must be completed by the applicant. It identifies Applicant, destination, site of inspection, etc.
Part 2: Must be completed by the applicant and is the declaration of compliance for the product. The additional endorsement section is facultative, and is provided to facilitate the means of the endorsement by the producing establishment or shipping establishment, when the applicant does not have the information to attest to any of the 5 elements.
Part 3: Must be completed by the inspector of the applicant's establishment. Hereby declaring that the final verification has been performed as provided in these procedures (section 11.2.4.2) and that the shipment is deemed, on that basis, to be eligible for export to the designated country.
Applicant Establishment: The operator of the registered establishment requesting export certification. This operator receives the export certificate from their inspection staff and fills out part 1 and 2 of the Export Application Verification Form – Annex H (CFIA/ACIA 5344), the OMIC and annexes (if required).
Producing Establishment: The last registered establishment processing the meat product. This is the establishment number appearing in the legend on the product immediate packaging.
Shipping Establishment: The registered establishment where the shipment is assembled and verified. This could be a slaughterhouse, processing plant or storage.
Inspector: Means a person appointed or designated as an inspector pursuant to section 12 of the Meat Inspection Act.
Official Veterinarian: Means a veterinarian appointed or designated as an inspector pursuant to the section 12 of the Meat Inspection Act.
11.2.4.2 Procedures to be Followed When Verifying a Meat Export Shipment
(1) Application for export:
An Application for export certification is to be completed for every export shipment by a responsible person on behalf of the operator/applicant (see the Export Application Verification Form – Annex H (CFIA/ACIA 5344)). This person should have a working knowledge of the importing country's requirements and product compliance standards. (Up-to-date copy of chapter 11 of the MOP together with the Annexes or access to the CFIA Web site and other pertinent information, such as labelling requirements, so that the declaration of compliance can be issued).
(a) Completion of Export Application Verification Form – Annex H (CFIA/ACIA 5344)
A blank form is available on Desktop eForms and an interactive copy is available on the CFIA Web site. A copy of Export Application Verification Form – Annex H (CFIA/ACIA 5344) with superimposed numbers corresponding to the instructions on completing the form is included in this section under Export Application Verification Form – Annex H (CFIA/ACIA 5344).
(b) Completion of Part 2, Declaration of Compliance
Producing element 1 identified in the Declaration of Compliance of the Application/Verification form may be completed by the applicant when the importing country has no requirements over and above the Canadian requirements.
When a product is to be exported from a plant that is not the producing establishment and that the importing country has requirements over and above the Canadian requirements, a statement from the operator of the producing establishment to the effect that the product conforms to the requirements of the importing country must be received, as an additional endorsement (see Export Application Verification Form – Annex H (CFIA/ACIA 5344) part 2, element 1). This statement should be corroborated by the Inspector in Charge (IIC) of the producing establishment in the additional endorsement section of part 2 of the Application/Verification form (element 1).
In the situation where numerous daily exports originating from the same producing establishment, destined to the same country, being of the same species and exported from the same shipping establishment, an alternative to the continued use of the additional endorsement by the producing establishment would be an endorsement letter issued by the producing establishment to the shipping establishment. In this case, should the shipping establishment (applicant) be willing to accept responsibility for the producing establishment, the shipping establishment (applicant) may do so by certifying the export elements normally related to the producing establishment. A written confirmation of the producing establishment's eligibility to export specific meat products must be received by the shipping plant (applicant) immediately after a modification to the current export status of the producing establishment or immediately after a modification of the applicable requirements of the importing country. This written confirmation should also be corroborated by the Inspector in Charge (IIC) of the producing establishment.
Note: In specific cases when the importing country requires animal health (A.H.) declarations for diseases that are not officially reported in Canada, the certifying veterinarian may seek additional information from the Area Export Officer responsible for meat products. For certificates and annexes bearing such A.H. declarations, supporting documents should be issued by the veterinarian responsible for the slaughter establishment of origin. A specific example of a supporting document is Annex J, Transfer Certificate for Meat Products.
(2) Verifications
(a) Verification of Application/Verification form
Upon receiving the Application/Verification form and before signing it, the inspector will review parts 1 & 2 of the form to ensure it has been completed correctly. Element 1 of Part 2 (Declaration of Compliance) signifies that the establishments are approved to export to the country and that the products to be exported are in compliance with available technical requirements of the country of destination. The inspector receiving the application should inform the applicant that the process may be expedited if the necessary supporting documents accompany the application/verification form. When the applicant is not the same as the producing establishment (reference section 11.2.4.2 (1) b)), the inspector is to verify statements related to the application found in the supporting document including a declaration of compliance issued by the producing establishment.
(b) Authorization of application of export markings and completion of export certificate
When the information provided in 2 a) above is found satisfactory, the inspector will assign an export certificate to the shipment, will authorize the use of the export markings (stamp or stickers) or will request that the application form be sent to the shipping plant (if the applicant is not the shipping plant) in order that the shipping elements (2, 3, 4, 5) be verified and corroborated in the additional endorsement section of part 2 of the application form.
Alternatively, an inspector may assign a number of blank export certificates to the operator prior to the submission of Export Application Verification Form – Annex H (CFIA/ACIA 5344). The number of certificates should be in accordance with the export volume (i.e. a week's supply). In order for this to occur, the operator must have written procedures in place that are acceptable to the IIC to ensure control of the certificates (see below). Every blank certificate issued to the company must be recorded in the CFIA log the book and the operator must maintain the certificates under control so every certificate is accounted for at all times.
An inspector may assign export certificates and permit an operator to stamp boxes during approved hours of inspection when the inspector is not on premises. Before doing so the inspector verifies that:
the operator has identified an employee who will be responsible for the stamp and the certificate;
the operator has procedures to ensure the stamp will be applied in clear and legible manner (tamper proof manner in the case of stamp-stickers) only to boxes that are in sound condition and which are part of the shipment for which the application was presented;
the operator is aware that the stamp must be returned to the inspector at the completion of the stamping of the product;
Note: An inspector may allow an operator to use a self adhesive sticker bearing a computer generated export stamp impression or a self adhesive sticker bearing a manually applied impression of the export stamp. These are referred to as export labels. This type of label is not to be confused with the reproduction of the export sticker form CFIA/ACIA 4091. The operator must submit a written procedure to the IIC for approval. The following control measures must be included in the written procedures submitted to the inspector and be integrated in export procedures:
the operator has identified an employee who will be responsible for the printing of export stamps;
control of the use of off-site printing of computer generated stickers is similar to the control procedures used for export stickers - CFIA/ACIA 4091 - Ref MOP 11 Introduction Annex Q; and
control of the on-site printing of the computer generated stickers may be through password owned by the inspector, or through printing software, for instance a memory stick, controlled by the inspector (equivalent to controls over the export stamp). A log should be maintained by the operator indicating the number of export labels printed, the number used and any labels that were destroyed.
c) Export stamp
The export stamp will bear the registration number of the shipping establishment. Alternatively, the export stamp could bear the producing establishment number if requested in writing by the operator of the producing establishment.
The operator may change the certificate number on the export stamp only when authorized by an inspector.
d) Visual verification of the shipment
For establishments that have developed appropriate written export procedures for visual verification, approved by the Inspector and maintained to the satisfaction of the Inspector, the supporting documents from these procedures may be used as sufficient evidence to satisfy the requirement of shipping elements 4 and 5 without the inspector's presence. In the context of approved procedures as described above, verification of the total quantity of meat products indicated on Application/Verification form may be achieved by the verification of these supporting documents instead of physically counting the boxes. Similarly, verification of transport container seal number recorded on the Export Application Verification Form – Annex H (CFIA/ACIA 5344) (both official and company seals) may also be achieved by the verification of supporting documents instead of visual verification of the intact seal on the transport container doors. In the case of an official seal, it is understood that the use of the seal must receive prior authorization from the inspector according to MOP Chapter 4.
When the load has been completely stamped or the stickers have been applied, it will then be presented for inspection in such a way that the verifying inspector and designated shipping plant employee can have adequate access to the products to determine its eligibility for export. Alternatively "continuous loading" in producing establishments where inspection staff is present to monitor preparation of export, can be considered acceptable.
Prior to signing the Application/Verification form certifying elements 2, 3, 4 and 5 of Part 2, the verifying inspector and designated shipping plant employee will monitor the following items:
The product is in good condition and wholesome (no apparent off condition odour, torn or damp cartons or other evidence of improper handling or storage).
The number of boxes/packages matches the number on the application form. This may be achieved by verifying supporting documents.
The correct export stamp/stickers has been applied on boxes/packages.
The product description on the labels on the shipping containers must match the product description on the Application/Verification form Annex H and the export certificate.
The label has all the mandatory information based on available information.
Additional export markings required (e.g. marking "for export", marking for pharmaceutical use, etc.)
The visual verification of the above elements by the CFIA inspector may be accomplished on a representative sample of the load. The size of the sample is based on compliance history of the establishment, judgement of the inspector and supervisory direction.
The plant management will endorse shipping elements 2, 3, 4, 5 of Export Application Verification Form – Annex H (CFIA/ACIA 5344) once the aforementioned items have been verified and found satisfactory. When the shipping plant is not the applicant's plant, the IIC and the plant management of the shipping establishment will endorse shipping elements 2, 3, 4, 5 in the appropriate field of the additional endorsement section of Export Application Verification Form – Annex H (CFIA/ACIA 5344). Once the application is completed, it is to be returned to the inspector stationed at the applicant's plant.
Once steps 11.2.4 (2) a, b, c, d above have been successfully completed, the inspector at the applicant's plant will review the compliance of the export documents presented for signature. In this review process, the inspector will verify the concordance of the information presented on the Export Application Verification Form – Annex H (CFIA/ACIA 5344) with the information written on the official certificate of inspection covering meat products and respective annexes (see section 11.2.5.2 Approval of Application for Export Certification)
The applicant is responsible for the accuracy of the information that is entered on export certificates. The applicant is also responsible to ensure that the certificate is fully completed and that all unused spaces are lined out before presenting the certificate for signature. All information entered on a certificate must be in the same typeface style. No alteration (e.g., modification of a statement, addition of a statement not provided for in Meat Hygiene Manual of Procedures) may be made to export certificates without authorization of a CFIA Area Export Officer responsible for meat products.
11.2.5.1 Completion of Form CFIA/ACIA 1454
The following details shall be adhered to in the completion of CFIA/ACIA 1454 (See Annex E for copy of CFIA/ACIA 1454 with superimposed numbers, corresponding to those used in this explanation.) When items to be exported are too numerous for the space provided on the form, the Continuation Sheet in Annex E-1 should be used provided it is acceptable to the importing country.
It should be kept in mind that a form should be issued for one consignee only. To incorporate several consignees on the same form CFIA/ACIA 1454 is not acceptable for the importing countries. It is not recommended to include meat products from several establishments on the same form. A derogation (exception) to this rule may, however, be acceptable in the case of a specific contract with a country requesting only one certificate. In such cases, it is requested that the number of the establishment of origin be indicated at the end of the description of each product from each establishment.
This procedure is essential for statistical purposes.
(1) The name and address of the exporter, which may be that of the operator where the animals were slaughtered (4), the operator where the meat products were processed (8) or a broker. In the event (1), (4), and (8) are the same, the information shall be recorded in all 3 spaces.
(2) Where a rubber stamp or export labels are used, the number on the stamp/label used on cartons to be exported shall correspond to the serial number of the certificate of inspection, CFIA/ACIA 1454, accompanying the shipment. The number must be reproduced in space (2). If the certificate number is different than the number stamped on boxes (e.g., replacement certificate) the wording to the effect that the shipping containers bear a different number must be included: e.g., "Boxes stamped with number " (section 11.3 (5)) Export sticker numbers (11.3 (6)), when required, should also appear here. If the space is insufficient, they can appear instead in box (18).
(3) The name and address of the consignee. In the event where form CFIA/ACIA 1454 is the unique certificate required or when the additional certification does not need the name and address of the consignee, the phrase "To be determined" can be entered in lieu of the name and address of the consignee. Unused space must be lined out. When the phrase "To be determined" is used, the operator/exporter takes full responsibility to ensure that it is acceptable to the importing country. A letter of responsibility from the applicant to this effect should be kept on file. A certificate bearing the phrase "To be determined" will not be replaced should the shipment be refused due to this phrase being used.
(4) The name and address of the slaughter establishment where the animals were slaughtered. The words "Various eligible establishments" may be used when it is not practical to list slaughter establishments (for processed products) and it is acceptable to the importing country.
(4A) The registration number of the slaughter establishment.
(5) The date or dates of slaughter. When acceptable to the importing country, a range may be used (e.g. May to June 2005).
(6) Insert the word Canada in this space.
(7) Country of destination means name of the importing country.
(8) The name and address of the last processing establishment(s) where the meat products were processed.
(8A) The registration number of this processing establishment.
(9) Process date signifies the date of production as recorded by the operator of the processing establishment and may differ from the slaughter date as recorded by the operator of the slaughter establishments. Enter the information under the dd-mm-yyyy format unless required otherwise by the importing country. When acceptable to the importing country, a range may be used (e.g. May to June 2005).
(10) Write the name of the transport company.
(11) Write the name of the airport, train terminal, sea port, etc.
(12) Write the ship's name, the flight or wagon number, etc.
(13) Write the name of the airport, train terminal, sea port, etc.
(14) Description of the product (as written on the boxes). Number of packages and species of origin must be clearly indicated. Unused space must be lined out.
(15) The net weight must be accurate, in kilograms unless pounds is required by the importing country (specify kg or lb).
(16) Write the container number (if applicable).
(17) Write the seal number (if applicable).
(18) Additional certification required by some countries as stated in the importing countries section of this Chapter may be typed in this space. If there is not enough space the additional certification shall be typed on government letterhead paper. If additional certification is provided on government letterhead paper the same O.V. shall sign CFIA/ACIA 1454 and the additional certification.
If one or more annexes to the certificate are used, write it in this section (e.g. "Annex A")
(19) City and province.
(20) The date on which the certificate was signed by the official veterinarian and issued. In the spaces for day and month a single digit number shall be prefixed by a "0" in order to fill both spaces.
(21) Signature of official veterinarian. Only CFIA official veterinarians (O.V.) are authorized to sign export certificates for meat products. The name of the signing official veterinarian shall be typed, stamped or written clearly below the signature followed by "veterinarian" or "DVM". The official stamp shall be applied. See also 11.3 (1).
Note: The information appearing on CFIA/ACIA 1454 is used for data entry. Accuracy and legibility of this information is imperative in order to produce accurate data.
11.2.5.2 Approval of Application for Export Certification
Once steps 11.2.4 (2) a, b, c, d above have been successfully completed, the inspector at the applicant's plant reviews the compliance of the export documents presented for signature. In this review process, the inspector verifies the concordance of the information presented on the Export Application Verification Form – Annex H (CFIA/ACIA 5344) with the information written on the official certificate of inspection covering meat products and respective annexes. Then, the inspector completes, signs and dates Part 3 of the Application/Verification form when all aspects of the application are found acceptable. Next, he or she:
returns the approved application and unsigned export certificate/annexes to the applicant/operator; and
keeps on file a copy of the application and any pertinent supporting documents (example: letters of compliance).
The applicant must submit the completed Export Application Verification Form – Annex H (CFIA/ACIA 5344), export certificate and all accompanying documents (i.e. annexes, laboratory reports) to the official CFIA veterinarian within a reasonable time period (i.e. 2 working days) once the Annex H is completed. Although the acceptable time to present the certificate may be longer than 2 working days in unusual circumstances, if the time is considered excessive, the CFIA will request an explanation and may require the load to be re-verified prior to signing the export certificate.
Export sticker numbers. Including voided stickers.
11.2.5.3 Issuance of Certificates
Certificates for export of meat products shall only be issued (signed) by an official CFIA veterinarian (O.V.).
If the O.V. has concerns about the information appearing on supporting documents (e.g., Export Application Verification Form – Annex H (CFIA/ACIA 5344) or the certificate, he or she contacts the inspector who approved the application and/or the applicant, to address these concerns. If the concerns are not satisfactorily addressed, the O.V. should document the reasons motivating the concerns (e.g., the documents are incomplete) and contact the Area Export Officer responsible for meat products for instructions.
The O.V. should ensure before signing, that the certificate has been completed fully and correctly, and that no part of it is left blank; since a certificate is signed on the basis of Export Application Verification Form – Annex H (CFIA/ACIA 5344), the O.V. should be in possession of that document before signing.
In cases where the certifying veterinarian is remotely located, he or she will keep a photocopy of the signed certificate, a copy of the Application/Verification form and/or a log book of the same information. The applicant is responsible to return the signed certificate and a copy of Export Application Verification Form – Annex H (CFIA/ACIA 5344) to the inspector having assigned the certificate.
Where the Application/Verification form is to be faxed to the signing veterinarian, the inspector at the shipping plant will keep the original copy of the Application/Verification form on file. A signed copy of the export certificate will be sent back to the verifying inspector for his/her files. This will insure there has been no tampering with the Application/Verification form.
The applicant's inspector (the one assigning the certificate) is the person who will keep all documents on file pertaining to this exportation (for traceability) i.e. a copy of the certificate together with the applicable Export Application Verification Form – Annex H (CFIA/ACIA 5344), supporting documents.
Note: as a result of an agreement between the CFIA and USDA, CFIA inspectors as well as official CFIA veterinarians are legally permitted to issue the CFIA/ACIA 5733 for meat and poultry products to the USA. Refer to the US section of chapter 11 for full details.
11.2.5.4 Replacement Export Certificates
In the case where a change is required to an export certificate that has not been issued (meaning it has not been signed by a CFIA veterinarian), the export certificate must be voided, returned to the CFIA, and a new export certificate may be completed for the lot destined for export.
Changes shall not be made on the face of issued export certificates. If an applicant wants to make a change to an issued export certificate, he or she must apply for a replacement certificate by fulfilling the conditions outlined in section 11.2.5.4.1. A monetary fee will be charged for all replacement certificates issued by the CFIA.
Provided the conditions outlined in section 11.2.5.4.1 are met, the CFIA will allow a replacement certificate for change of country of destination. Export certificates may also be replaced for lots within or outside of Canada.
After reviewing the application for a replacement certificate, the CFIA may request additional documentation if it is determined that the change requested can not be made based on available information. This is particularly significant when a change is requested to a seal number, export stamp/shipping mark number, transport container number, number of cartons, weight and product description. The documentation that may be requested is situation dependent but examples may include a bill of lading, exporter's ship manifest, a ship schedule from the freight forwarder, processing dates etc.
Countries, in some circumstances, may choose not to accept replacement certificates and may notify the CFIA accordingly.
In regards to a change of the country of destination, if a replacement certificate is issued by the CFIA, it will be the responsibility of the applicant to provide the competent authority of the new country of destination with information acceptable to them to prove the continuity of control over the lot and compliance with any other conditions required by the importing country.
When clarification of replacement certificate policy is needed, the applicant should refer to the CFIA inspector or veterinarian located at their respective establishment. If he or she is unavailable, the applicant should contact the Area Veterinary Export Specialist or, if unable to, the Export Specialist at CFIA headquarters.
11.2.5.4.1 Replacement Certificate Conditions
A replacement certificate may be issued provided the following conditions are met:
The application Export Application Verification Form – Annex H (CFIA/ACIA 5344) for the replacement certificate, with part 1 and 2a filled out, accompanied with the rationale supporting the request, is presented by the applicant to the CFIA veterinarian who issued the export certificate being replaced or, when not available, to their office or to the respective area office. The Export Application Verification Form – Annex H (CFIA/ACIA 5344) must be certified for any elements that are to be changed. A CFIA inspector must also certify to any changed elements. The "in lieu" box must be marked with an X and the corresponding original certificate number identified.
It must be demonstrated that the original certificate, including annex(s), have been returned to the CFIA or, are in the possession of a recognized foreign competent authority or, are in the possession of a Canadian Embassy/Consulate. In cases where the time required for the return of the original certificate and annex(es) is considered too significant by the exporter, as in the export of a chilled meat product, the following option that may be accepted is: a copy of the voided original certificate and annex(s), with both the printed name and signature of the individual who voided them sent to CFIA. Also, a letter from the exporter including a statement indicating that the party in possession of the export certificate and annex(es) have voided them, and the copies sent to the CFIA are copies of the voided export certificate and annex(s). The exporter must also guarantee in the letter that the export certificate and annex(s), with reference to the export certificate number, will arrive back to the CFIA office, where it was issued, in a certain number of days, as specified by the applicant. The indicated return date must however, be less than 30 calendar days. The decision to allow this option will be made in conjunction with the Area Export Specialist.
The original, returned, export certificate is to be filed with Part 3 (the inspector's copy) of the replacement certificate.
If the request for a replacement certificate is made once the export certificate has been issued and the lot is no longer at a registered establishment, it must be understood that the CFIA is not in a position to certify the condition of the lot as of the date the replacement certificate is issued and so does not do so. The replacement certificate only certifies the lot's condition at the time of initial export certification. To this end, a letter written on the applicant's letterhead, signed by a company representative, must be submitted to the CFIA veterinarian who issued the export certificate being replaced or, when not available, to their office or to the respective area office. The letter must include the rationale supporting the request for a replacement certificate, the date the original certificate was issued, and a reference to the original certificate number. The exporter relies on the replacement certificate at his or her own risk and expense and as such, the applicant must confirm agreement and compliance with the following statement, by including it in the application letter.
the applicant requests that one certificate be replaced by two or more certificates.
the applicant requests that two or more certificates be replaced by one certificate.
11.2.5.4.2 Replacement Certificate Preparation
"This certificate replaces and supersedes certificate Number issued on " (Date)
"Boxes stamped with number ".
If the request for a replacement certificate is made once the export certificate has been issued and the lot is no longer at a registered establishment, it must be understood that the CFIA is issuing the replacement certificate on the basis of the lot's sanitary state as verified at the time of issuance of the export certificate being replaced. To this end, form CFIA/ACIA 1454 and CFIA/ACIA 4159 replacement certificates must bear the following revised statement in the "Additional Certification" box (Box 18) or at the bottom of the "Product Description" box (Box 14). Consequently, the statement within the third box from the bottom (between Box 16 and Box 18) of the replacement certificate must be crossed out.
"This is to certify that, on the date of issuance of the certificate of inspection covering meat products which this certificate replaces, the meat products herein identified derived from food animals that received ante mortem and post mortem veterinary inspection at the time of slaughter and were fit for human food, were not treated with and did not contain any preservative, colouring matter or other substance not permitted by the Meat Inspection Act and Regulations, and had been handled only in a sanitary manner in Canada."
If there is insufficient room for both the lot product description and the revised statement on one replacement certificate, a continuation sheet (CFIA/ACIA 1454 SUP or CFIA/ACIA 4566) is needed. The continuation sheet must contain the product description information that could not fit on the face of the replacement certificate, along with the above statement. In this case, there will be product description information and the above revised statement on both the export certificate face and the continuation sheet.
In the case of form CFIA/ACIA 4546 (USA) replacement certificates, the following statement must be typed in the "Remarks" box (Box 14) instead. In the case of form CFIA/ACIA 5733 (USA) replacement certificates, the following statement must be typed in the "Additional Certification" box):
"This replacement export certificate certifies the named product's condition on the date of issuance of certificate (insert the # of the certificate being replaced) which this export certificate replaces. The certification statements set out herein do not apply as of the date of this replacement certificate but only as of the date of the original certificate No. (insert the # of the certificate being replaced)."
11.2.5.4.3 Export Stamp/Shipping Mark Errors
If, for example, export certificate #500000 was filled out and assigned to a lot that had boxes stamped erroneously with export serial control number #500001, and the certificate #500001 has not yet been issued and the lot is still at the establishment, certificate #500000 is to be voided and certificate #500001 may be issued.
11.2.5.4.4 Procedure for Replacement of Lost Certificates:
If efforts fail to recover the certificate and annex(s), the exporter may apply for a replacement certificate by submitting an application letter, along with a Export Application Verification Form – Annex H (CFIA/ACIA 5344), to the veterinarian who issued the lost certificate or, if not available, to their office or to the respective area office. The letter must include all pertinent details surrounding the investigation and a written declaration to the effect that if the certificate is recovered, it will be returned to the CFIA. All other companies involved in the export of the lot must explain in writing, on company letterhead, the steps they have taken to recover the export certificate, the cause of the problem and the measures that will be taken to prevent reoccurrence as applicable.
In conjunction with the Area Veterinary Export Specialist, the inspector or veterinarian receiving the application will determine based on information presented, if the issuance of a replacement certificate is warranted.
If the application has been accepted by the CFIA, the replacement certificate and corresponding annex(es) will be issued with the following statement:
"This certificate replaces and supersedes certificate No issued on (date) and that was declared lost and cancelled".
If the request for a replacement certificate is made once the export certificate has been issued and the lot is no longer at a registered establishment, condition #5 under "Replacement Certificate Conditions" and statement #4 under "Replacement Certificate Preparation" also apply.
If it is believed that the certificate has been stolen, a copy of the investigation report must be sent to the supervisor of Import Control, together with the certificate issued and a copy of voided certificate being replaced or the serial number(s) of the certificate to cancel as applicable.
11.2.5.5 Distribution of Form CFIA/ACIA 1454
This form consists of 3 parts. The distribution shall follow the instructions recorded along the bottom of each part.
Part 1: To accompany shipment to the billed destination. Intended for the officials of the importing country.
Part 2: To be forwarded, without delay, by the Inspector in Charge of the applicant's establishment as specified in section 11.3 (1).
Part 3: File of the inspector of the applicant's establishment(s).
Occasionally, a shipment may be prepared, stamped and transported to another registered establishment for containerization.
The applicant forwards a copy of the partially completed Application/Verification form to the inspector at the site of the containerization. (Part 1, Part 2, elements 1, 2, 3)
It will be the responsibility of the applicant to advise the inspector responsible for the registered facility where the containerizing occurs of the planned time of loading, products to be exported and of the container number.
The inspector at the storage facility will verify the loading and contents of the container. Such verification will be relayed by completing the additional endorsement of Export Application Verification Form – Annex H (CFIA/ACIA 5344) and returning it to the applicant. The latter is responsible to forward the form to the signing veterinarian.