Subject:This Protocol describes the Export Certification Program for Hay Producers, which allows approved facilities to export hay that meet foreign requirements for phytosanitary imports, including the phytosanitary requirements of the PRC for the import of hay.
The KazGrow Association of Producers - Exporters of Hay and Feed (hereinafter - APEHF) has developed an Export Certification Program for Hay Producers (ECPHP) to facilitate phytosanitary certification of hay for export.
Participation in the Program is mandatory for producers intending to export to countries that have established phytosanitary requirements for the import of bales of hay.
Participation and compliance with the requirements of the program ensures that exports are free of quarantine pests and are eligible to receive phytosanitary certificates from APEHF.
Contents:- Endorsement
- Distribution
- Scope of application
- 1. General requirements. Normative references.
- 2. Special requirements.
- 2.1. Hay eligible for certification.
- 2.2. Phytosanitary import requirements.
- 2.3. Administrative requirements.
- 2.4. Qualification and training of the applicant's staff.
- 2.5. Pest control program.
- 2.6. Non-compliance with the requirements.
- 2.7. Responsibilities of the APEHF.
- 3.0. Applications.
- Appendix 1: Application for approval in the Export Certification Program for Hay Producers.
- Appendix 2: List of quarantine pests for China.
- Appendix 3: Import requirements for China for Kazakhstani alfalfa and timothy hay.
- Appendix 4: Prohibited host species of Hessian fly.
- Appendix 5: Alfalfa Field Examination Report for China (growing season).
- Appendix 6: Hay (field baled) Examination Report.
- Appendix 7: ECPHP evaluation audit checklist.
- Appendix 8: ECPHP annual systems audit checklist.
- Appendix 9: Classification of non-conformance.
- Certification.
- Sources of information
EndorsementApproved by:
- State Inspection Committee in the Agro industrial complex of the Ministry of Agriculture of the Republic of Kazakhstan ______________________________________
- Technical Regulation and Metrology Committee of the Ministry of Trade and Integration of the Republic of Kazakhstan ______________________________________
DistributionAPEHF website
Scope of applicationThis Protocol establishes and describes the minimum standards that must be met by all approved hay processing facilities with respect to establishing and maintaining a quality management system for the purposes of export certification by the APEHF. Under the ECPHP, an approved facility is one which has demonstrated, to the satisfaction of the APEHF, competence in implementing a quality management system (QMS) and in performing the type(s) of examination(s) and related administrative activities as specified in this directive.
1. General requirements. Normative references.1.1. Technical Regulations of the Eurasian Economic Union “On the safety of feed and feed Additives” (TR 201_/00_/EAEU).
1.2. Protocol of Sanitary and Phytosanitary requirements for the export of alfalfa hay from the Republic of Kazakhstan to the People's Republic of China between the Ministry of Agriculture of the Republic of Kazakhstan and the General Administration of Customs the People's Republic of China.
1.3.
IPPC - International Plant Protection Convention1.4. ST RK 3336-2018 Alfalfa hay. Technical conditions.
1.5. Regulated pests. Regulated pests identified by the importing country.
1.6. Regulated goods. Hay produced for export to various countries.
1.7. Regulated zones. The Republic of Kazakhstan (all regions).
2.0. Special requirements.In order for the applicant to be approved in accordance with the Program, the applicant must submit an application for approval to the APEHF and have a quality management system so that only hay that meet the phytosanitary requirements of the importing country are submitted for phytosanitary certification. To participate in the Program, the applicant must implement quality standards and prepare a manual on quality management systems (hereinafter referred to as the "manual"), which outlines the procedures for compliance with the Program standards.
As part of the Program, the approved applicant must take appropriate measures to ensure that the hay they export are grown and processed in accordance with the phytosanitary requirements of the importing country.
2.1. Hay eligible for certification.Pure stands or mixes of timothy (Phleum pratense), alfalfa (Medicago sativa), clover (Trifolium spp.), bromegrass (Bromus spp.), orchard grass (Dactylis glomerata), ryegrass, (Lolium spp.), fescue (Festuca spp.) and oat (Avena sativa) hay produced (grown) in Kazakhstan are eligible for export certification by the APEHF. If other hay species are to be considered, the APEHF must be contacted for verification of acceptability of the species to the importing country.
2.2. Phytosanitary import requirements.Regulated pests are normally listed as part of an importing country's phytosanitary import requirements that are developed for specific commodities.
All hay exported in accordance with the Program from an approved facility must meet the phytosanitary import requirements of the specific importing countries as follows:
Exports of hay to Japan and Korea must be:
- free from quarantine pests (e.g. Hessian fly (Mayetiola destructor));
- free from visible pests other than Hessian fly;
- free from hosts of Hessian fly, including straw, culm (stem), and leaves of wheat (Triticum spp.), barley (Hordeum spp.), rye (Secale spp.), and wheatgrasses (Elytrigia repens, Agropyron spp., Elmyus spp., Thinopyrum spp., Pascopyrum spp. and Pseudoregneria spp.). Appendix 4 provides a detailed list of species; and free from soil.
Hay exports to China, (currently only pure stands of alfalfa and timothy are eligible for export) must be:
- free from quarantine pests designated by China (Appendix 2)
- free from visible pests, other than the listed quarantine pests
- free from hosts of Hessian fly (Appendix 4)
- free from soil and produced, handled and transported in a manner consistent with the requirements specified in Appendix 3
For detailed information on phytosanitary import requirements in countries other than Japan, Korea or China, please contact APEHF.
2.3. Administrative requirements.In order for a facility to be approved by the APEHF to participate in the ECPHP, the facility must meet the following administrative criteria.
2.3.1. Eligible applicants.
Only established processors of baled Kazakhstani hay are eligible to participate in the ECPHP. The application must be signed at the management level of the facility and must include a clear management commitment to train adequate numbers of competent staff to carry out the requirements of the Program.
2.3.1.1. Application for participation.
An application form (Appendix 1) must be completed and signed by the owner/operator of the facility indicating compliance with the terms, conditions and requirements of the ECPHP. A copy of the facility's manual should be forwarded to the local APEHF office along with the copy of the signed application form.
2.3.2. Document controls.
2.3.2.1. Approved facility records.
An approved facility must have a system for maintaining records associated with the examination of each hay lot prepared for export (namely, lot number, quantity of hay represented by the lot, field inspection results and other export information). All records must be kept for at least 1 year from the final date of shipment.
A current copy of this directive and the facility's manual must be easily accessible to the facility's pest control manager and facility staff at all times and made available to the APEHF upon request.
2.3.2.2. Internal evaluations completed by the facility.
As part of the ECPHP, the APEHF will evaluate a facility's compliance with their manual on an annual basis. The APEHF recommends that each facility conduct their own internal audit within 12 months of the APEHF's initial facility approval and on a regular ongoing basis. For example, a facility can verify its internal processes to demonstrate that they are able to trace the source of all product shipped, back to a specific hay lot(s) processed at their facility.
2.3.3. Phytosanitary certification.
Prior to the export of a consignment, exporters of baled hay are required to complete and submit an Application for Export Inspection and Phytosanitary Certification - PDF to the APEHF. A phytosanitary certificate will be issued by a APEHF authorized certification official once it has been determined that the consignment meets the phytosanitary requirements of the importing country.
2.4. Qualification and training of hay processing plant personnel.An approved facility shall employ sufficient competent staff to ensure that the requirements of the ECPHP are met. For this Program, an applicant shall identify a qualified pest control manager for each facility. The pest control manager, along with other personnel responsible for hay examination, must have a thorough understanding of the ECPHP. The pest control manager and senior management of the facility must be committed to ensuring that compliance with the program is maintained. This includes having trained personnel to carry out all functions essential to meeting the delivery requirements of the program.
2.4.1. Qualifications of the pest control manager and staff training.
The member(s) of staff designated as the pest control manager under this Program must:
- understand the phytosanitary import requirements of the importing country;
- be familiar with good production practices for hay as recommended by provincial agronomists;
- be actively involved with the approved facility in implementing the QMS, pre-harvest field inspections and baled hay lot examinations;
- be aware of the procedures to follow in their manual to maintain conformance with the ECPHP;
- be trained to identify the regulated pests and prohibited host material specified in section 2.2;
- possess general knowledge of forages and the weeds, diseases and insects associated with forages.
2.4.2. Training.
- An approved facility must outline a ECPHP training program in their manual and conduct training of their personnel responsible for hay and/or field inspections.
- Records of staff training must be maintained by the approved facility as outlined in their manual.
- The APEHF may provide training assistance to processors upon request when availability permits.
2.5. Pest management program.
An approved facility's manual must include a pest management program to ensure that exported hay products meet the phytosanitary requirements of the importing country. The procedures followed in the pest management program must be documented for review and approval by the APEHF. Elements of the pest management program must include:
2.5.1. Field examinations.
Some processing facilities may conduct field examinations of the growing crop. Note: field inspection of the standing crop is mandatory for alfalfa hay exported to China (refer to the inspection form in Appendix 5). Field inspection will include the visual examination of the standing crop prior to harvest for the presence or symptoms of the regulated pests and/or host material of the regulated pests of the importing country. Hay baled from an inspected field meeting the conditions of an importing country must be segregated from other lots which are not eligible for export in order to prevent infestation. Segregation may take the form of a physical barrier between lots, or the use of identification marks that clearly distinguish between adjacent lots in order to prevent potential infestation or cross contamination from occurring.
2.5.2. Examination of incoming plant material.
All hay entering an approved facility and intended for export under the ECPHP must be examined to determine its compliance with the phytosanitary import requirements of the country of destination. Examination of hay may be done at origin, prior to arrival at the facility or at the facility by the pest control manager or a delegate.
Hay meeting the requirements under the program may be moved into the storage and the processing areas for export.
If regulated pests or prohibited host plants are found at the time of examination at the facility, appropriate measures, including segregation of the product from eligible hay, must be carried out immediately, in order to ensure compliance with the ECPHP. Written reports as per Section 2.5.4 must be completed.
2.5.3. Examination of export shipments, processing and shipping areas.
When export shipments are being processed, facility staff must ensure that hay, processing areas and shipping containers meet the requirements of the ECPHP. Loading of shipping containers must be conducted in a manner to prevent contamination from regulated material, (for example, windblown foxtail barley, Hordeum jubatum). Shipping containers must be thoroughly cleaned and if necessary disinfected prior to loading.
All hay prepared for export under the ECPHP must be examined by the pest control manager or his/her appointee at the frequency specified in the manual. If regulated pests or prohibited host plant material are detected the lot is ineligible to be certified by the APEHF.
The facility must apply control measures to maintain compliance with the ECPHP.
2.5.4. Written reports.
The pest control manager or his/her appointee must prepare a written report; the Hay Examination Report (Appendix 6) before or at the time the hay enters the approved facility. In addition, for alfalfa hay to be exported to China, the hay field examination report for China (Appendix 5) must be completed prior to the crop being harvested.
2.6. Non conformance.If a facility audit has determined that the approved facility no longer meets the requirements of the ECPHP (as described in Appendix 8), its approval status will be revoked. The APEHF shall notify the approved facility in writing of the action to be taken, and identify the deficiencies that require correction action(s) to be taken.
Once all necessary corrective actions developed by the facility have been implemented and approved by the APEHF, a facility may re-apply for participation in the ECPHP. The facility must re-submit a revised manual identifying the corrective actions they have taken. The APEHF will conduct a re-evaluation of the facility to determine if the corrective actions address the non-conformances. An increased audit frequency will be assigned to the facility until on-going conformance with the ECPHP has been demonstrated to the APEHF. At that time, the facility will return to the normal audit frequency.
2.7. APEHF Responsibilities. Note: strict adherence to the APEHF Occupational Safety and Health (OSH) policy as well as any individual facility's OSH requirements is required when APEHF staff are working on-site at an approved facility.2.7.1. APEHF evaluation audit.
Before a facility can be approved under the ECPHP, the APEHF will conduct an evaluation audit of the applicant's facility(ies) to ensure that they can or will be able to meet all requirements of the Program. The evaluation audit is useful to the facility in case operational or administrative changes are needed at the facility or if amendments to the manual are required in order to comply with the requirements of the ECPHP (Appendix 7).
2.7.2. APEHF systems audit.
Following the approval of a facility, for the next 2 years the APEHF will carry out a minimum of 2 systems audits each year, using the ECPHP systems audit checklist (Appendix 8). These audits will be completed to determine a facility's conformance with the requirements of the ECPHP. Where a facility ships hay on a limited and seasonal basis, the APEHF may approve a reduced frequency of system audits. After the first 2 years, an approved facility that has maintained conformance with the program will be audited at a minimum of once a year.
If critical non-conformances are identified, a facility will have their approval revoked, pending completion of corrective actions by the company and, follow up audit(s). Any audits required to verify corrective actions will be in addition to the required systems audits.
2.7.3. APEHF administrative requirements.
A list of facilities approved under the ECPHP will be posted on the APEHF web-site at: https://apesk.kz/approved.
APEHF personnel in local offices will maintain files on each approved facility participating in the ECPHP. Records for each approved facility must include:
- application for approval in the Export Certification Program for Hay Producers (Appendix 1)
- evaluation Audit for pre-approval (Appendix 7)
- annual systems audit report (Appendix 8)
- manuals for each approved facility under ECPHP; Alfalfa field inspection reports only for hay exports to China (Appendix 5)
3.0. Appendices.Appendix 1: Application for approval in the Export Certification Program for Hay Producers.
Appendix 2: List of quarantine pests for China.
Appendix 3: Import requirements for China for Kazakhstani alfalfa and timothy hay.
Appendix 4: Prohibited host species of Hessian fly.
Appendix 5: Alfalfa Field Examination Report for China (growing season).
Appendix 6: Hay (field baled) Examination Report.
Appendix 7: ECPHP evaluation audit checklist.
Appendix 8: ECPHP annual systems audit checklist.
Appendix 9: Classification of non-conformance.
Certification.