RANCH MANUAL SOURCE & AGE VERIFICATION (SAV) NON-HORMONE TREATED CATTLE (NHTC) VERIFIED NATURAL BEEF (VNB) IMI Global is a division of Where Food Comes From, Inc.
TABLE OF CONTENTS Verification Process Summary 3 Ranch Quality Manual 4 PROCEDURES Prohibited Product Inventory Standard Operating Procedure 6 Mixing & Feeding Standard Operating Procedure 7 RECORD TEMPLATES Employee Training Log 8 Feed List 9 NHTC Feed Letter of Guarantee Template 10 Hormone Growth Promotant Inventory 11 Animal Disqualification Record 12 Individual Animal Treatment Record 13 Process Treatment Map 14 CALVING GROUPS Ranch Records Checklist 15 Ranch Shipping Certificate EXAMPLE 16 Calving Group Enrollment Form 17 Tag Order Form 18 Tag Inventory Report 19 Page 2 of 19
Document No: Process 100 Version 2.1; Revision Date: 6/16/2016 IMI Global Verification Process Summary Please take moment to review this Process Summary which outlines the entire enrollment, verification, and billing process for IMI Global s verification program. If you have any questions at all about any of the information listed below, please do not hesitate to call. Prior to the Onsite Verification 1. Farm/Ranch Verification Plan: The Verification Plan must be completed prior to the onsite verification with information specific to your operation. You may complete this on your own and submit a copy to the IMI office, or call the IMI office and we can complete this over the phone with you. 2. Contract: A contract is developed specifically for the individual program you are enrolling in and any unique operational needs you may have. All applicable fees are detailed in this contract, and we must have a signed copy on file. Onsite Verification Process 1. IMI Verifier Assigned & Evaluation Scheduled: Once the completed Verification Plan and contract are received, an IMI Global Verifier is assigned based on your location. The verifier will contact you directly to schedule a convenient time to conduct your onsite evaluation with you at your operation. 2. Onsite Verification: The verifier will train you over the program requirements and ask you questions about your operation to determine if all requirements are being met. The verifier will need to observe cattle, feed, pharmaceutical product storage areas, records, etc. 3. Exit Interview: Upon the completion of your evaluation, your verifier will provide a summary document outlining any changes that may need to take place prior to your final approval. 4. Review Process: An audit report will be issued to you listing results of the onsite evaluation. All nonconformances, major and minor, must be addressed. IMI will follow-up with you to help you address any nonconformances. 5. Approval: Once all criteria are met and major non-conformances are cleared, a certificate of approval will be issued and sent to you. Audit Costs Audit fees & applicable travel fees - Invoiced after your onsite evaluation Enrollment Fees - Detailed in your program contract; represents the number of approved animals marketed by your location - Calculated by the number of tags purchased and/or allocated (one enrollment fee per tag) - Charged at the time tags are ordered or allocated EID Tags - All qualifying cattle must be tagged with an EID button, or other Program Compliant Tag (PCT) (uniquely numbered, tamper evident, non-repeatable) - Charged at the time tags are ordered from IMI (shipping fees and sales tax may apply) - A $.50/tag allocation fee will apply for tags not ordered through IMI IMI Global, a division of Where Food Comes From, Inc. Page 3 of 19
Document No.: Ranch QM 100 Ver. 2.1 Revision Date: 6/16/2016 Ranch Quality Manual Source and/or Age Verification (SAV) Non-Hormone Treated Cattle (NHTC) Verified Natural Beef (VNB) Scope: The scope of this program is limited to Source and/or Age Verification (SAV), Non-Hormone Treated Cattle (NHTC), and Verified Natural Beef (VNB). The Farm/Ranch Verification Plan completed by the producer details specific processes and standard operating procedures not included in this quality manual. Procedures for Document and Record Control: Ranch must keep a copy of most current version of Quality Manual. If documents(s) are revised by IMI Global, the former document(s) should be filed and kept for 3 years. The quality manual and procedures are controlled with document numbers and revision dates assigned by IMI Global. Ranch must keep all records (paper or electronic) stored in a manner so as to prevent loss, damage, or alteration, and are legible, easily accessible, and readily available. All records must be kept for a minimum of 3 years. Records maintained for all animals include: Births, purchases or other acquisitions Cattle identification methods Rations or supplements fed to cattle Death records Treatment Records Management Responsibility: Cattle disqualified from the program Sales or other transfers of custody or ownership (ship cards and manifests) Employee training The primary ranch contact listed on application is responsible for the following: To establish, implement, and maintain the procedures to support this program; To ensure requirements are met at all locations; To train key personnel on the requirements of the program including: calving, identification and traceability, feeding, animal health, shipping, record keeping, and controlling non-conformances. Training Procedures: Key personnel responsible for handling SAV, NHTC, and/or VNB cattle must be trained on program requirements. Training must be recorded and kept in records. Receiving Procedures: SAV/NHTC/VNB Ranch approval does not cover feeding outside cattle. If you intend to bring in and feed outside cattle, please contact IMI Global. Identification and Traceability Procedures: Ranch must have procedures in place to ensure program cattle identity is maintained and cattle are traceable to source of origin. Ranch must apply a program compliant tag (PCT) to home raised calves prior to shipping. In order to be program compliant, tags must meet the following requirements: IMI Global, a division of Where Food Comes From, Inc. Page 4 of 19
One-time use Tamper evident Non-repeatable, unique number Document No.: Ranch QM 100 Ver. 2.1 Revision Date: 6/16/2016 Prior to leaving ranch, PCTs can be replaced as needed. Please make sure all calves have PCTs at shipping. Cattle can only be tagged at ranch of origin, so sending any tags with cattle at shipping is strictly prohibited. Upon receiving your calves, the backgrounder or feedyard must read each PCT and verify approval to keep compliant. Cattle arriving at backgrounder or feedyard without PCTs may be disqualified. IMI Global allocates all PCT numbers to the approved calving season, including the oldest birthdate and the approved claims. Leftover tags can be kept and re-used the following year, as long as a list of leftover tags is sent to IMI each year. Shipping Procedures and Preservation of Product: Source and/or Age, NHTC, and/or VNB approved cattle are segregated from non-program cattle. Ranch must send the following with cattle shipping: Tag Manifest with individual animal IDs (send a copy and keep a copy for your records) Ranch Shipment Record (page 19) (send a copy and keep a copy for your records) Completed shipping documents must accompany cattle shipment or be faxed, mailed or emailed to the receiver at shipping. Keep a copy for your records. Control of Non-Conforming Product and Corrective Actions: All non-conforming cattle must be identified, recorded, and segregated. Animal feed and/or health products prohibited for NHTC/VNB must be controlled, inventoried, and segregated. Cattle disqualified from the VNB claim may still be eligible for NHTC, Source and/or Age verification, but must be identified in a different way to indicate their eligibility. This information including individual animal IDs must be submitted to IMI Global. If an animal is disqualified from all claims, then the animal must be properly identified to indicate it has been removed from the program. Submit this information to IMI Global. If program requirements are not met and a non-conformance is identified, the non-conformance and subsequent corrective action must be recorded. Furthermore, non-conformances must be addressed immediately and, as necessary, changes to policy, procedures, documentation, as well as employee training occurs in order to prevent a future occurrence. IMI Global, a division of Where Food Comes From, Inc. Page 5 of 19
Document No.: INVENTORY 100 Ver. 2.1 Revision Date: 6/16/2016 Prohibited Product Inventory and Treatment Record-Keeping Standard Operating Procedure If the operation does not feed animal byproducts, administer antibiotics, supplemental hormonal growth promotants, and/or ionophores this procedure is not required. If the operation feeds animal byproducts or administers antibiotics, supplemental hormonal growth promotants, and/or ionophores, the following procedures apply: Inventory and Record-Keeping Requirements: Keep an inventory of all supplemental hormonal growth promotants (HGPs) on hand at the ranch. When products are used, a trained employee must record appropriate information. Use the example template in this manual or any equivalent record. All animal byproducts, antibiotics, HGPs, and/or ionophores must be stored in a secure location to prevent misuse. Operation must keep treatment records to identify animals treated with antibiotics. Records must include date, animal id, product administered, dose given, and withdrawal time. Use the example template in this manual or any equivalent record. If HGP inventories (actual inventory on-hand vs. recorded inventory) do not reconcile, investigate to determine the difference, and hold any VNB and/or NHTC cattle until the products can be reconciled. If operation determines that VNB and/or NHTC cattle were exposed to HGPs, cattle must be disqualified from program. Record information and notify IMI Global immediately. IMI Global, a division of Where Food Comes From, Inc. Page 6 of 19
Mixing & Feeding - Standard Operating Procedure Document No.: MIXING & FEEDING 100 Ver. 2.1 Revision Date: 6/16/2016 If the operation does not feed animal byproducts, antibiotics, supplemental hormonal growth promotants, and/or ionophores this procedure is not required. If the operation mixes feed containing animal byproducts, antibiotics, supplemental hormonal growth promotants, and/or ionophores the following procedures apply: Adding unapproved products directly to a feed truck/feed wagon or batch mixer: 1. Rations are formulated by management or a consulting nutritionist, including the dosage of feed additives. 2. Daily mixing of feed will begin with VNB feed that does not contain animal byproducts, antibiotics, supplemental hormonal growth promotants, and/or ionophores (e.g., feed for VNB cattle). 3. A minimum of two individual batches per mixer will be mixed and dumped prior to the introduction of VNB feed into the mixer unless sequencing procedures verify that VERIFIED NATURAL BEEF ration had been previously mixed. 4. All VNB feeds will be mixed prior to the introduction of feed containing animal byproducts, antibiotics, supplemental hormonal growth promotants, and/or ionophores. 5. The order of feed mixing will be recorded daily. Feed Flushing (for operations that do not have a designated feed truck): 1. Flush the feed truck/feed wagon with a NATURAL feedstuff prior to mixing/hauling VERIFIED NATURAL BEEF feed. NATURAL feedstuffs include hay, silage, straw, etc. Document the flush on a feed or batch ticket. Include date (m/d/y), driver initials, and feedstuff flushed with. 2. All feed will be placed in designated bunks. 3. All delivery trucks will be empty prior to filling another load. Designated Feed Truck/Feed Wagon: If the operation has a designated feed truck or feed wagon, put a sign or label on the feed truck or feed wagon identifying natural status such as NATURAL, VERIFIED NATURAL BEEF, N, OR VNB. If operation determines that batching/flushing procedures were not followed and NHTC/VNB cattle were fed feeds containing products prohibited for that claim, cattle must be disqualified from program. Record information and notify IMI Global immediately. IMI Global, a division of Where Food Comes From, Inc. Page 7 of 19
EMPLOYEE TRAINING LOG Directions: This document is used to document employee training related to program requirements Document Number: TRAINING 100 Revision Date: 06/16/16 Date Person Trained Responsibilities Topics Covered During Training Does the employee understand their role? If No, Re-Train Comments Trainer s Initials YES NO YES NO YES NO YES NO YES NO YES NO IMI Global, a division of Where Food Comes From, Inc. Page 8 of 19
Document No.: FEED 100 Revision Date: 6/16/2016 Feed List To make sure there are no HGPs in the feed, the ranch must have an NHTC Letter of Guarantee from the manufacturer to ensure there was no cross-contamination during manufacturing. IMI Global will help you acquire feed letters from the manufacturer if you do not already have them. If a feed product is approved under IMI Global s Feed Verified program or on the OMRI (Organic Materials Review Institute) list for livestock feed, NHTC Letters of Guarantee are not required. For VNB cattle, IMI Global must also verify a label for each feed product showing the ingredients. The ranch must keep records of all feed products (on the list below OR the list in the Verification Plan can serve as this record) for the verifier to check onsite. NHTC Feed: Source/Manufacturer Product is Fed To: Letter on file? Label on file? Example: Grass Hay home-raised (cows, pairs, weaned calves) N/A N/A Example: Crystalyx HE-20% Ridley (cows, pairs) YES YES IMI Global, a division of Where Food Comes From, Inc. Page 9 of 19
NHTC FEED LETTER Date: To Whom It May Concern: All products are manufactured according to FDA s CGMP Regulations for Feeds (Parts 210 & 225) and all requirements of applicable federal and state laws. Our company has written procedures and quality assurance programs to help ensure our feeds do not contain any contaminants or harmful substances that would exceed FDA/EPA tolerances. Products are free from supplemental hormonal growth promotants as indicated on the feed tag label. All sales to our customers are recorded and traceable to the batch of product manufactured for the order. Sincerely, Name Title Feed Company IMI Feed Letter Template Ver. 3.0 Revised 04-11-2016 Page 10 of 19
Document No.: INVENTORY 200 Revision Date: 6/16/2016 HORMONE GROWTH PROMOTANT (HGP) INVENTORY Animals intended for the NHTC or VNB programs can never have HGP s (ex. implants, Lutalyse, CIDRs) or Beta Agonists (ex. Optaflexx) at any time in their life. If these products are present at the ranch, the producer must keep an accurate inventory of these products, using this template or an equivalent record. Hormones/Implants Onsite Source/Manufacturer Quantity on Hand Date & Initials HGP FEED INVENTORY TEMPLATE Balance Forward (lbs.): Date Received into inventory (lbs.) Fed according to scale measurement or bag wt. (lbs.) Balance in inventory (lbs.) Lot(s) Fed Initials IMI Global, a division of Where Food Comes From, Inc. Page 11 of 19
ANIMAL DISQUALIFICATION RECORD Document No.: DQ 100 (Dead and Disqualified Calves) Revision Date: 6/16/2016 Keep this record for any calves disqualified from VNB, NHTC, and/or SAV claims, and any dead calves. Date Group/Lot Home-Raised? or list Ranch of Origin Claim(s) Qualified For (circle all that apply) SAV Disposition (Circle One) Dead Animal ID (PCT/EID#) Disqualified EID#: NHTC VNB Non-Conforming New EID # (if applicable): SAV Dead Disqualified Number: NHTC VNB Non-Conforming New Identification (if applicable): SAV Dead Disqualified Number: NHTC VNB Non-Conforming New Identification (if applicable): SAV Dead Disqualified Number: NHTC VNB SAV Non-Conforming Dead New Identification (if applicable): Disqualified Number: NHTC VNB SAV Non-Conforming Dead New Identification (if applicable): Disqualified Number: NHTC VNB SAV Non-Conforming New Identification (if applicable): Disqualified Number: IMI Global, a division of Where Food Comes From, Inc. Page 12 of 19
Document No.: Treatment 100 Revision Date: 6/16/2016 RECORDS TEMPLATE - INDIVIDUAL ANIMAL TREATMENT Use this template to document individual animals treated with antibiotics Animal ID Date Product Dose Withdrawl Outcome & Other Notes IMI Global, a division of Where Food Comes From, Inc. Page 13 of 19
PROCESS TREATMENT MAP Source: Date: Lot #: Pen #: Identification Right Ear: Brands: (draw brand and location) Left Ear: Ear Palpation: (circle) YES NO Name of Technician: Sex: Steers Heifers Mixed Age: Calves Yearlings Est. Weight: Head Processed: Re-Process Date: Approved for: SAV NHTC VNB Other Management: Dehorned Branded Other Castrated Spayed 1 Product / Manufacturer Lot / Serial # Expiration Date Location Administered Dose Withdrawal Date 2 3 4 5 6 7 8 Comments: BQA recommends all shots ONLY be given subcutaneously or intramuscular in the neck area! Page 14 of 19
Document #: RANCH RECORDS CHECKLIST 100 Revision Date: 06/16/2016 RANCH RECORDS CHECKLIST Use this checklist as a guide to ensure all program information is kept for three years Calving Records To qualify for the Age claim, calving records must be kept showing the first and last calf born for each season. If you have multiple seasons, we will need to see records for each season. First calf must be the actual first calf born, not an estimation based on bull turnout or other ranch activity. A branding, processing, or weaning date may be used for the last calf born date. If your operation does not pull bulls out and calves year-round, all calves must have individual ID and dates of birth. Head Count Records Head count support must be available during the onsite verification to show cow numbers that support the number of head to enroll (ex. Preg. check numbers, inventories, calving book data, vaccine receipts, etc.). Tag Manifest If you purchase EID tags from IMI Global, a tag manifest showing all EID tags ordered will come in the box when tags are shipped. If you would like an electronic copy or need an additional hard copy, simply call the IMI office. A copy of the tag manifest must be sent with the approved cattle at shipping. Tag Inventory If you have any leftover EID tags from a previous year that you are using now, or if you have any EID tags leftover this year that you will keep for next year, please complete the Tag Inventory Record template or simply call the IMI office with those EID numbers. Feed List You will need to keep a list of all feeds onsite at your operation during the year. You can use the Feed List in the Farm/Ranch Verification Plan, the Feed List template in this manual, or create your own list. HGP Inventory If you have any hormone growth promotants (i.e. implants, synchronization products, beta-agonists) onsite at any time throughout the year, you must maintain an inventory. You can use the template in this manual or create your own list. IMI will verify onsite that the inventory is being kept and up to date. Training Records If this is a renewal verification (not your first year in the program), you must keep records showing all individuals responsible for approved cattle are trained on the program requirements. You can use the training log template in this manual or create your own list. Animal Treatment Records (for VNB-approved cattle) Records need to be maintained for any program calves that require antibiotic treatment. If an animal is treated with antibiotics, the animal may still be eligible for the SAV/NHTC programs, as long as it was not given any hormone growth promotants and maintains an eligible PCT. You can use the treatment record template in this manual or create your own record. Ranch Shipping Certificate The group certificate looks different than previous years. The Ranch Shipping Certificate will now serve as your group approval certificate and your shipment record for all claims (including GAP if applicable). Call IMI if you are getting ready for shipping and do not have a Ranch Shipping Certificate for that calving season. When shipping, please send a copy of your Ranch Shipping Certificate and Tag Manifest with the cattle to the next approved location. IMI Global, a division of Where Food Comes From, Inc. Page 15 of 19
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CALVING GROUP ENROLLMENT FORM Use this form to approve calving groups in between on-site audits Document No.: GROUP ENROLL 100 Revision Date: 1/1/2015 Company Name: Contact: Address: City: State: Zip: Phone #: Cell Phone #: 1. Complete this form and return to IMI Global. 2. Include a copy of the record showing date of first calf born. 3. Once approved, you will receive a Group Certificate of Approval and the EID tags will show as approved in the IMI online tag look-up 4. These records will also be verified during your next onsite audit. Group Enrollment Information: First Calf Born Date: / / Head Count: Cattle Approved For: Source Age NHTC Verified Natural Please list all ear tags, brands, notches and any other ID on this calving group: I have included an original copy or photocopy of the recorded first calf born date for this group (Acceptable Calving Records Include: Red Book, Calendar, Journal Entries, Computerized Calving Records, etc.) I have purchased EID tags for this group from IMI, or have included an electronic list of PCT IDs applied to this group Please return this completed form and appropriate records to: IMI Global 221. N Wilcox St. info@imiglobal.com Castle Rock, CO 80104 Fax: 877-258-4535 Phone: 866-395-5883 2015 IMI Global, a division of Where Food Comes From, Inc. Page 17 of 19
OFFICIAL DOCUMENT Farm/Ranch Name Primary Contact Phone IMI GLOBAL TAG ORDER FORM Email Cell Phone Document #: TAG ORDER FORM V 2.5 Revision Date: 05.09.16 Address UPS Shipping Address Address Billing Address City State Zip City State Zip Premise ID (required for 840 EIDs): Calving Group Tags are for: TAG OPTIONS: Product Quantity Price per Tag Total IMI Allflex FDX EID $2.25 Preferred Color: Yellow Green IMI Allflex FDX 840 EID $2.25 Preferred Color: Yellow Green IMI Allflex Matched Set $3.50 Visual Tag Color: Please attach a list of management numbers. Custom Tag Options Quantity Price per Tag Total Western Video Market EIDs $2.25 IMI Allflex HDX EID $2.50 Destron Superior Pink EIDs $2.50 Destron Superior 840 Pink EIDs $2.50 Destron Yellow FDX EIDs $2.25 Accessories Quantity Price Total Allflex or Destron Applicator $22.00 Allflex or Destron Pins $2.69 Allflex or Destron Tag Backs $0.35 Tags Needed By: / / Ask us how you can customize your visual tags! SHIPPING COSTS: 1-200 Tags Ground: $16.00 3-Day Select: $30.00 2 nd Day Air: $45.00 Next Day Air: $85.00 201-400 Tags Ground: $18.00 3-Day Select: $45.00 2 nd Day Air: $52.00 Next Day Air: $125.00 401-750 Tags Ground: $28.00 3-Day Select: $100.00 2 nd Day Air: $120.00 Next Day Air: $175.00 750+Tags Ground: $32.50 3-Day Select: $145.00 2 nd Day Air: $150.00 Next Day Air: $235.00 Tags $ Shipping $ Enrollment Fees $ Total $ *Payment is required before tags will be ordered. If paying by credit card, please fill out the information below. Credit Card Number: Expiration Date: Signature Code: Card Holder s Name: Call us at 866-395-5883 or 303-895-3002 with any questions! Return completed Order Form to IMI Global via email (info@imiglobal.com) or fax to 877-258-4535 Page 18 of 19
Document No: TAG INVENTORY 100 Revision Date: 1/1/2015 TAG INVENTORY REPORT Complete this form regarding any unused or destroyed tags. Unused tags can be kept for future use only if this form is completed and returned to IMI Global. Please keep a copy of this form for your records. Do not send unused tags back to IMI Global, there are no refunds for un-used tags. Sending unused tags with cattle at shipping is strictly prohibited. Producer Name: Ranch Name: Address: City: State: Zip: Number of Tags Received: Number of Tags Applied: Tags Applied to which calving season/group (i.e. Spring 2014): Number of Un-Used Tags Kept: Number of Destroyed Tags : Destroyed & Unused Tags (Please list the entire 15-digit tag number, the number range, or attach a separate list of the numbers) I have examined and completed the Tag Disposition Report and believe all of the information contained is true and accurate. I have records to support all information submitted which may be evaluated on site. I agree to keep supporting records on file for three (3) years. Producer Signature 2015 IMI Global, a division of Where Food Comes From, Inc. Date Page 19 of 19