Annex S: Users' Manual of the The Canadian Program for Certifying Freedom from Growth Enhancing Products (GEPs) for the Export of Beef to the European Union (EU)
Module 3 Feedlot procedures

3.1 Enrolment procedures

• In order to apply to this program as a backgrounding or finishing feedlot, the feedlot operation must contact a CFIA Approved Veterinarian for information and request an on-farm GEPs assessment. If the request comes to a CFIA office, they will be instructed to contact a CFIA Approved Veterinarian
• Feedlot operators who also have their own cow/calf farm and wish to background or finish their own cattle are required to register as both a birth farm and a feedlot operator
• Feedlots wishing to participate in the program will be required to have a CCIA, ATTESTRA or other provincial premises identifier assigned to them by their respective organization
• The CFIA Approved Veterinarian will review and explain the program to the feedlot owner including requirements for identification and segregation of eligible animals, documentation and development or review of written programs

  Written programs required at the time of enrolment include an organizational structure along with delegations of authority for various tasks in the program as well as the alternate identification and/or segregation program for mixed status farms.

• The CFIA Approved Veterinarian will issue the Annual Certificate of Compliance (Annex R7.1)  upon completion of the first successful GEPs on-site assessment report (Annex R12)

  Once issued, the producer and the CFIA Approved Veterinarian will complete an enrolment form (Annex R3) which must be signed by the individual with designated authority over the operation as well as the CFIA Approved Veterinarian.

• The application form must accurately reflect the name of the farm, the address, and the premises identifier

  All future Transfer Certificates and GEPs on-site assessment report (Annex R12) must also be completed with this same information

• The CFIA Approved Veterinarian is responsible for reporting the enrolment of producers to CFIA by virtue of forwarding the original of the enrolment form (Annex R3) to their local CFIA District Veterinarian's office

  Once reviewed, approved and signed by the CFIA District Veterinarian the original application will be kept in the producer's file at the CFIA District Office. Copies will be distributed to the producer and the CFIA Approved Veterinarian.

• Enrolment form and producer's declaration (Annex R3) must be completed and signed each year

  On-farm assessments will be conducted by the approved veterinarian at least 2 times yearly.

• Every time an application is received at a CFIA District Office, the CFIA District Veterinarian will review it and if satisfied, approve, and sign the application

  The CFIA District Veterinarian will maintain a register of enrolled farms in their operational area including their CCIA, ATTESTRA or provincial premises identifier.

• Cattle received prior to enrolment will not be eligible for inclusion in this program
• The producer is responsible for contacting his CFIA Approved Veterinarian and asking for an assessment within 1 month before expiration of the Annual Certificate of Compliance (Annex R7.1)

  If the visit is performed within this 1 month time frame the same annual expiry date can be maintained (does not need to be adjusted from the date of assessment). For each veterinary on-site assessment, the CFIA Approved Veterinarian will ensure compliance to the program and fill out and sign the Growth Enhancing products (GEPs) on-site assessment report (Annex R12).

3.2 Record keeping requirements

• The producer must maintain an organizational chart indicating who in the operation is ultimately responsible for different elements of the program as well as a listing of roles and responsibilities designated to other individuals within the operation

  In the case where tasks associated with this program are delegated to individuals other than the owner or responsible individual trained by the CFIA Approved Veterinarian, the farm must also maintain a record indicating how and when training was delivered to the individual who is delegated to perform a task.

• If GEPs are utilized on the premises, the feedlot must maintain a manual of procedures which addresses what types of GEPs are used (implant, feed), the procedures for use and timing of use

  This program must also incorporate a tracking system for the GEPs which accounts for inventory purchased or received and usage or disposal on an individual basis.

• If GEPs are used, they must also have a written program which requires program animals to be identified and/or segregated (if applicable) with an alternate visual identifier such as a designated colour of dangle tag or specific management tag containing a numbering system which can be easily read during a walkthrough inspection

  This program must also require that this alternate tag be placed in the animal prior to any processing activity which may lead to administration of any GEPs. If the farm has an alternate proposal for a program to allow for visual distinction of eligible animals from non-eligible animals or the timing of application of alternate visual identifiers, they may propose this to their CFIA Approved Veterinarian for evaluation as an acceptable equivalence.

• If the feedlot purchases any mixed feeds or feed supplements from a commercial feed mill, the feedlot must obtain a letter of guarantee from the mill indicating the feed does not contain any residues of GEPs in the feed, such as MGA, ractopamine or zilpaterol
• If the feedlot produces any mixed feeds containing GEPs, they must be able to demonstrate to the CFIA Approved Veterinarian that the feed fed to eligible animal does not contain any residues of GEPs in the feed, such as MGA, ractopamine or zilpaterol
  The procedures to ensure compliance must be part of the operator's written program.
• When feeding products containing GEPs at the feedlot, a written plan to ensure segregation must be developed, implemented and monitored must also be in place to prevent animals in neighbouring pens from accessing these products
• The producer must maintain an animal inventory using Annex R6 or a self developed inventory control program
  If they use their own version, it must record the same information as contained in Annex R6.
• If a decision is made to remove an animal from the program for any reason, this must be recorded in the animal inventory record, unless this animal is directed from a feedlot to a beef production stream that is not producing GEP free product for the EU
• Records including Enrolment Forms, Transfer Certificates, Implant Check Reports, Tag Replacement Reports, animal inventories, GEP administration associated records and letters of guarantee (as applicable), GEPs on-site assessment reports (Annex R12) and Certificates of Compliance must be kept for a minimum of 2 years after the date the cattle were received.
• Copies of manuals or documents mentioned above as well as records mentioned in item 9 must be made available to the CFIA Approved Veterinarian or any CFIA or EU official upon request

3.3 Receiving cattle plus eligibility, identification and segregation of cattle

• The feedlot operator may only receive cattle from a registered birth farm, another registered feedlot (backgrounder) or registered auction market in order to include them in this program

  All cattle received by the feedlot for inclusion into the program must arrive with a completed, signed Transfer Certificate identifying the animals individually as being enrolled and maintained within the parameters of this program.

• The CFIA accepted transfer documentation must be accompanied by a copy of a valid Annual Certificate of Compliance (Annex R7.1) from the farm of origin which was delivered by their CFIA Approved veterinarian

  The copy of a valid Annual Certificate of Compliance (Annex R7.1) is a mechanism to provide additional assurance to the feedlot that the farm of origin is eligible to ship animals under this program.

• During the receiving period, the animals must also have their identities confirmed by physically examining their identification information and comparing it to the information contained in the CFIA accepted transfer documentation

  Also, when receiving cattle from an operation which utilizes GEPs, an auction market or community pasture/forestry reserves, a physical inspection of the ears for evidence of implants of 100% of animals identified on a CFIA accepted transfer documentation must be done and recorded as negative. The purpose of this is to eliminate the possibility of accepting non-eligible animals which were accidentally shipped as eligible animals.

• In the case of a discrepancy between an animal's identification and the listed identifications on the CFIA accepted transfer documentation, the receiving feedlot must contact the farm of origin and/or auction market to determine if the animal is eligible for the program or not

  If the animal was eligible prior to the transfer, the farm of origin would provide a supplemental CFIA accepted transfer documentation for that animal. If the animal was not eligible for participation in the program and shipped in error with program animals, the animal must be removed from the program at the current location, properly identified and/or segregated and considered non-eligible to participate in the program at any future time or returned to the farm of origin in compliance with the receiving feedlot's written program.

• If, as the result of a physical check of the ears done on arrival, administration of an implant is detected or suspected, the CFIA approved Veterinarian and the CFIA District Veterinarian shall be notified immediately for follow-up actions

  The finding of an implant renders all animals from the same source non-eligible for EU markets until an investigation is completed. The entire lot shall be held and segregated in compliance with the receiving feedlot's written program until the results of this investigation are received.

• Feedlots purchasing cattle at auction markets that arrive with transfer documentation that includes a comprehensive listing of eligible animals must agree to provide feedback to the auction market and farm of origin for cattle received within 14 days of initial processing at the feedlot

  This is to allow the farm of origin to update their cattle registry to reflect what eligible animals remain on the premises.

• In feedlots which utilize GEPs, cattle confirmed at arrival to be eligible for the program must be brought into compliance with the feedlot's written alternate identification program which allows for them to be visually distinguished

  Upon receipt of animals at the feedlot, the animals also must be physically segregated from non-eligible animals and maintained in such a manner during their entire stay at the feedlot. This program must provide assurances that the eligible animals are not administered any GEPs and that non-eligible animals are not shipped or included with eligible animals.

• If animals are fed any mixed feeds which contain GEPs, eligible animals must be segregated from non-eligible animals to prevent exposure to the feed containing GEPs, in accordance with the feedlot's written, implemented and monitored plan

  When feeding products containing GEPs, the written plan must indicate measures taken to prevent animals in neighbouring pens from accessing these products.

• If a decision is made to remove an animal from the program for any reason, the non-eligible animal must be managed appropriately (segregated and/or identified) according to the program and the appropriate records must be amended in order to document this occurrence, unless this animal is directed from a feedlot to a beef production stream that is not producing GEP free product for the EU.

3.4 Lost tags

In compliance with section 184 of the Health of Animals Regulations, the person who owns or has the possession, care or control of an animal that loses its approved tag or bears a revoked tag shall immediately apply a new approved tag to it.

• In the event that an approved tag is lost or that the animal bears a revoked tag, replacement may be done by a designated individual at the feedlot.

  Replacement tag records must be kept.

• However, in order to maintain the animal in the program, the feedlot must physically inspect the animal (that is check for implants in the ear) and review records to ensure the animal was never fed any feeds containing GEPs.

  The responsible individual must record the tag change activity on a Tag Replacement Report (Annex R9) or similar document or management database used in the operations management program. This report must be generated in addition to the regulatory requirement to report this to the CCIA or ATTESTRA database. The report must include what approved tag was previously present in the animal and what information (alternate identification, colour, sex, brand, physical segregation, etc.) was used to confirm this. The animal inventory shall be adjusted accordingly.

• At the time of loading for transport to another registered operation or an EU approved federally registered slaughter establishment, animals must be inspected to ensure that approved tags are present.

  This will ensure animals are transported in compliance with the Health of Animals Regulations as well as reducing the likelihood of having to take confirmatory measures regarding identification later at destination. During this inspection, the producer is also strongly encouraged to ensure the presence of any alternate identifiers used in their operation. This is to provide backup identification of an animal should an approved tag be lost during transport.

3.5 Transfer of cattle out of the feedlot

• When animals are being shipped directly to another registered finishing feedlot not under the same sole ownership or to slaughter, the animals must be accompanied by an original Transfer Certificate (Annex R7 or equivalent) signed and dated and a copy of the valid Annual Certificate of Compliance (Annex R7.1) on the date of shipping by the designated individual from the feedlot

  A copy of the Transfer Certificate (Annex R7 or equivalent) must be maintained by the feedlot of origin.

• The Transfer Certificate (Annex R7 or equivalent) must contain the required declaration statement and a listing of the eligible animals

  In order to accommodate already existing farm records and electronic inventory programs used by cattle producers and to prevent transcription errors, the identification of animals may be done by way of an industry record. CFIA accepted transfer documentation would still be required to be signed by the designated individual. If this procedure is used, the documents must:

  • be linked together by using a unique reference number generated by the farm that includes a premises identifier. (that is PremisesID-2010-0001)
  • contain the minimum information required by this program (see definition of CFIA accepted transfer documentation)
  • the producer declaration will be signed and dated by the designated individual and all other pages initialled

  Additionally, all Transfer Certificates must be accompanied by a copy of a valid Certificate of Compliance which has been previously completed by the CFIA Approved Veterinarian.

• There are 2 methods of listing the animals on the Transfer Certificate:
  • the listing of animals contains only the animals being shipped
  • the listing may be a more comprehensive list (can only include eligible animals) but in this case the shipper and receiver must have a mutually agreed upon a procedure which will provide feedback to the shipper within 14 days

    Based on this feedback, the shipper must update his animal's inventory list to accurately reflect what remains on their premises. In the case where the shipment is going to slaughter, this alternative arrangement must be agreed upon between the shipper and the slaughter establishment, with the latter being responsible for the on-site reconciliation of the identity of the actual animals shipped vs. those listed on the Transfer Certificate. This reconciliation must occur prior to, or during the processing of these animals. This agreed upon procedure must also be approved by the VIC at the EU approved federally registered slaughter establishment.

• When sending enrolled animals to slaughter, the registered feedlot operator is responsible for providing advanced notice to management of the federal establishment regarding plans to ship GEP program cattle for slaughter. They must also confirm that the slaughter establishment is an EU approved federally registered slaughter establishment.

3.6 Sale of animals through auction markets

• Eligible cattle must move directly from the farm of origin to the auction market and subsequently to the EU approved federally registered slaughter establishment, in a dedicated conveyance or compartment in a conveyance
• Once received at the auction market, cattle enrolled in the program cannot be commingled with cattle not enrolled in the program

  Each lot of eligible cattle to be sold may only be sourced from 1 birth farm or feedlot but once sold can be commingled with other eligible animals.

• Eligible cattle must be accompanied by CFIA accepted transfer documentation on arrival at the auction market

  If the listing of eligible animals is a comprehensive one the responsible person at the final destination (EU approved federally registered slaughter establishment) will give feedback about the identity of animals received within 14 days of initial processing to allow the farm of origin to update their cattle register. The feedlot must complete this update within 3 days of receiving the information.

3.7 Handling Growth Enhancing Products on the registered parm

Livestock owners must declare at the time of enrolment if they are planning to administer GEPs to non-eligible animals on their premises. In the event where a farm is solely dedicated to the production of EU eligible animals and wishes to move to mixed status, they must request another assessment from their CFIA Approved Veterinarian and fill out and sign a new Enrolment form and producer's declaration (Annex R3) under the authority of the CFIA Approved Veterinarian.