Sampling and inspection of prescribed goods for export

Transcription

1 Sampling and inspection of prescribed goods for export Grain and Plant Products Export Program Standard Operating Procedure

2 SOP NUMBER: INSERT NUMBER PROVIDED BY BSB STATUS: INSERT DRAFT OR FINAL ELECTRONIC LOCATION: INSERT FILE PATH TO ELECTRONIC LOCATION VERSION DATE REASON FOR ISSUE AUTHOR /06/08 To describe the standard operating procedures that apply when sampling and inspecting prescribed goods prepared for export. s. 47F(1), s. 22(1)(a)(ii) Revision Date: 20/06/2008 Page 2 of 11

3 Session Contents 1 Purpose Scope Background Definitions Legislative Framework Actions Records References Accountabilities Detailed Version History:...11 Revision Date: 20/06/2008 Page 3 of 11

4 1 Purpose To describe the standard operating procedures that apply when an authorised officer samples and inspects prescribed goods prepared for export. 2 Scope The procedures described in this document apply when an authorised officer is drawing samples and inspecting prescribed goods for the purpose of phytosanitary inspection and provision of export certification. Individuals undertaking these activities must be suitably qualified, have the relevant approval, authorisation and delegations necessary to inspect prescribed goods prepared for export. This document applies to the following prescribed goods: Prescribed grains: barley, canola, chickpeas, dried field peas, faba beans, lentils, lupins, oats, sorghum, soybeans, split vetch, whole vetch and wheat Mung beans Other prescribed goods: stockfeed, woodchips, seeds and any other grain, plant or plant products for which a phytosanitary certificate is required by an importing country. The sampling and inspection procedures described in this document apply to bulk, containerised and bagged goods. Note: This document does not apply to sampling and inspection of timber products, baled cotton or hay and straw. For inspection procedures relating to these commodities refer to the following documents: - Standard Operating Procedure Sampling and inspection of prescribed goods for export (non-flowable products) [ Note: to be developed] - Work Instruction - Procedures for inspection of forest products for export inspection - Work Instruction - Export certification of hay and straw inspection - Work Instruction - Export certification of baled cotton This document outlines the overarching principles which apply to sampling and inspection of prescribed goods. Requirements for sampling and inspection of prescribed goods can be found in the Export Control (Plants and Plant Product) Orders 2005, order 49.3, Schedule 6 for prescribed goods and order 49.3A Schedule 6A for mung beans and the following work instructions: - Inspection and export certification of prescribed goods (grain and plant products) containerised grain inspection - Managing soil contamination in grain and plant products for export Revision Date: 20/06/2008 Page 4 of 11

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6 potentially injurious to plants or plant products. Phytosanitary certificate Plants Plant products Prescribed goods Prescribed grain Registered establishment Regulated article Relevant goods Sample Sub-sample TRIM file A certificate issued in accordance with Article V of the International Plant Protection Convention or at the request of a foreign country authority. Members, alive or dead, of the plant kingdom and includes seeds. Material of plant or grain origin and includes seeds. Goods, or goods included in a class of goods, that are declared by the regulations to be prescribed goods for the purposes of the Export Control Act. Seed or grain of any of the following kinds: barley, canola, chickpeas, dried field peas, faba beans, lentils, lupins, oats, sorghum, soybeans, split vetch, whole vetch, wheat. Premises registered under the Export Control (Prescribed Goods General) Order Any plant, plant product, storage place, packaging, conveyance, container, soil and any other organism, object or material capable of harbouring or spreading pests, deemed to require phytosanitary measures, particularly where international transportation is involved. Prescribed grains and other prescribed goods being seeds, stockfeed and woodchips for which a phytosanitary certificate is required. A quantity of relevant goods that is representative of the entire consignment. A quantity of relevant goods that is drawn form a consignment of goods in a manner that ensures that the total quantity drawn is: (a) in the same proportion to the total quantity of the consignment as 2.25L is to tonnes or (b) sufficient to enable inspection. An official government record created through the department s records management system. 5 Legislative Framework The Export Control Act (1982) and subordinate legislation provides the legal authority under which AQIS regulates the export of prescribed goods. Revision Date: 20/06/2008 Page 6 of 11

7 The Export Control (Orders) Regulations 1982 allow the Minister to make Orders to enable the administration of the Export Control Act (1982). The following subordinate legislation provides detailed procedures for sampling and inspection of prescribed goods: Export Control (Prescribed Goods - General) Order 2005 Part 6 Export permits and related matters, sections 6.08 (2), 6.09 (c) and 6.11 (a) and (b) Part 14 Sampling and analysis, sections (1) and (2) Export Control (Plants and Plant Products) Order 2005 Part 5 Export clearance, Division 3 Notice of intention and export permit, orders 43.1 and 44 Part 7 Certification, orders 49.3, 49.3A and 50 Schedule 2 Requirements for registered establishments for prescribed goods other than dried fruits: - Part 2 orders 8.1 (a), (b) and (c) and Part 3 order 11 (c), (d) and (f) - Part 4 order 13 (b) Schedule 3A Requirements for registered establishments for mung beans, Part 5 clauses, 5.3 (a) and (b) and 5.4 (a) and (b) Schedule 6 Inspection of prescribed grain and certain other prescribed goods for which phytosanitary certificate required: - Part 1 Preliminary - Part 2 Relevant goods in bulk - Part 3 Relevant goods in bulk being loaded into container systems units - Part 4 Bagged relevant goods being loaded into ships holds - Part 5 Bagged relevant goods being loaded into container systems units - Part 6 Relevant goods inspected for phytosanitary certification Schedule 6A - Inspection procedures for mung beans: - Part 1 General - Part 2 Bagged Mung Beans - Part 3 Mung beans in bulk Division 1 Mung beans in bulk being loaded into ships holds - Part 3 Mung beans in bulk Division 2 Mung beans in bulk being loaded into container system units - Part 4 Inspection of Mung beans for phytosanitary certification - Part 5 Treatment or cleaning of mung beans and their re-presentation. Revision Date: 20/06/2008 Page 7 of 11

8 6 Actions The information provided below applies when an authorised officer samples and inspects prescribed goods including grains, seeds, stockfeed, woodchips and mung beans for export certification purposes. The information outlines the overarching actions that apply. Requirements for the sampling and inspection of grain by authorised officer can be found in the EC(PPP)Os, order 49.3, Schedule 6 for prescribed goods and order 49.3A Schedule 6A for mung beans and the following work instructions: - Inspection and Export Certification of Prescribed Goods (Grain and Plant Products) Containerised Grain Inspection - Managing Soil Contamination in Grain and Plant Products for Export. For information on approved forms and assessing documentation provided in relation to the inspection of prescribed goods refer to the following work instructions: - Phytosanitary Certificate Completion Work Procedure - Export Certification of Prescribed Goods (Grain and Plant Products) Containerised Grain Inspection. All work instructions, SOPs and forms referred to in this document are accessible on the Instructional Material Library unless otherwise stated. Sampling prescribed goods Sampling and inspection of prescribed goods can only be undertaken by an authorised officer and must be carried out at a registered establishment. Samples must be drawn in accordance with the procedures specified in Schedule 6 of the EC(PPP)Os for prescribed goods and Schedule 6A of the EC(PPP)Os for mung beans. The sampling methodology applies to bulk prescribed goods being loaded into a ship s hold or container system unit, bagged prescribed goods and under certain circumstances directly from a container systems unit. Inspection of prescribed goods Inspected samples of prescribed goods including grains, seeds, stockfeed, woodchips and mung beans; must be free of pests including those specified by an importing country, and contain no contaminants above the relevant levels specified in Schedules 6 and 6A of the EC(PPP)Os. For detailed information on what to look for when inspecting refer to the EC(PPP)Os, order 49.3, Schedules 6 for prescribed goods and order 49.3A Schedule 6A for mung beans and the following work instructions: - Inspection and Export Certification of Prescribed Goods (Grain and Plant Products) Containerised Grain Inspection - Managing Soil Contamination in Grain and Plant Products for Export Revision Date: 20/06/2008 Page 8 of 11

9 Completion of inspection documentation Information concerning the results of the inspection, including if treatment was ordered, the amount inspected and passed for export or rejected, must be recorded on the relevant approved forms. For the procedures that apply to the completion of export documentation and issuing export certification refer to: - Phytosanitary Certificate Completion Work Procedure. A list of all forms relating to the inspection of prescribed goods is provided in section 8 of this document. 7 Records All records must be kept on a TRIM file, consistent with the department s official records management procedures as specified in the Chief Executive s Instructions CEI 26 record keeping. All records must be kept in the region where the sampling and inspection occurred and be retained for a period of 15 years. 8 References AQIS internal databases DAFF internal databases PHYTO database (Internal Access) I-Delegate database Work Instructions - Managing soil contamination in grain and plant products for export - Inspection and export certification of prescribed goods (grain and plant products) containerised grain inspection Currently available on the Instructional Material Library (IML) Forms Bulk commodity inspection worksheet for loading bulk into ships hold Grain Worksheet - Containerised - Industry Sampling/AQIS Inspection (for recording sampling details and results of commodity inspection for grains, seeds, meals, pellets, stockfeed.) Sack & Empty Container Inspection Certificate Sack Inspection Certificate Sack, Seed Sampling & Empty Container Inspection Certificate Seed Sampling & Empty Container Inspection Certificate Seed Sampling Certificate Treatment order Notice of Intention Revision Date: 20/06/2008 Page 9 of 11

10 Phytosanitary Certificate Certificate and Declaration as to Condition 9 Accountabilities Position GPPEP National Manager Regional Managers and Assistant Regional Managers Regional Export Managers/Export Operations Coordinators Accountabilities - the development and implementation of this SOP and applicable work instructions - the development of associated national training programs and verification arrangements to ensure AQIS (field) staff, third parties and industry participants are adhering to national program policies and work practices. - ensuring work practices are undertaken in line with this SOP and applicable work instructions within their region. - raising any significant issues relating to this SOP with regional management and the national office for resolution and keeping regional management informed of such issues - ensuring staff are adequately trained, have appropriate delegations and are resourced to effectively undertake their tasks relating to this SOP - ensuring that local work instructions are not developed. Authorised Officers - using this SOP and applicable work instructions and undertaking their role according to legislative requirements - ensuring that they occupy a valid position number that has been delegated those required power/s before exercising them - ensuring that they do not exercise powers beyond their delegation/authority. Authorised Officers should refer to the I-Delegate database to determine delegations assigned to position numbers within the department. Not all Position numbers will have the same level of delegation and/or powers. Revision Date: 20/06/2008 Page 10 of 11

11 10 Detailed Version History: The version information shown on the cover of this document relates to this version only. Previous document versions are detailed below: SOP NUMBER: INSERT NUMBER PROVIDED BY BSB STATUS: INSERT DRAFT OR FINAL ELECTRONIC LOCATION: INSERT FILE PATH TO ELECTRONIC LOCATION VERSION DATE REASON FOR ISSUE AUTHOR /6/08 To describe the standard operating procedures that apply when sampling and inspecting prescribed goods prepared for export. s. 47F(1), s. 22(1)(a)(ii) Revision Date: 20/06/2008 Page 11 of 11