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)

Definitions
Module 1 Overview of the GEPs program
Module 2 Birth farm procedures
Module 3 Feedlot procedures
Module 4 Auction market procedures
Module 5 Approved Veterinarian roles and responsibilities
Module 6 CFIA District Veterinary roles and responsibilities
Module 7 CFIA recognized/certified management system

Definitions

Approved Tag: Means a tag, chip or other indicator approved by the Minister under subsection 173(1) of the Health of Animals Regulations. For the purpose of this program, this can be any tag approved under the National Livestock Identification and Traceability Program such as those allocated by ATTESTRA and CCIA.
ATTESTRA: Agriculture and food traceability service provider in Québec.
Auction market: An operation which is enrolled in the program where eligible animals may be bought and sold.
Annex M, M1 Annex R12: Internal documents. Please contact District Veterinarian.
Birth farm: A farm which is eligible to enrol calves into the program.
CCIA: Canadian Cattle Identification Agency – National administrator for the cattle, bison and sheep traceability program.
CFIA: Canadian Food Inspection Agency
CFIA accepted transfer documentation: This consists of the Transfer certificate (Annex R7) which include the name and address of the owner and a unique premises identifier as well as a listing of the animals being transferred indicating their approved tag number, alternate ID (as applicable) and a signed producer declaration, or any other form generated by the owner that contains this information; and a valid copy of the Annual Certificate of Compliance (Annex R7.1). In the case of farms on a recognized/certified management system, the documentation included must provide the same minimal information mentioned above. The District Veterinarian will maintain the list of documentation required to be presented at slaughter for each recognized/certified management system.
CFIA Accredited Veterinarian: Within this document, any reference to accredited veterinarian means a private practitioner authorized by the CFIA under the authority of the Health of Animals Act to perform certain duties and functions in support of the CFIA's National Animal Health Program.
CFIA Approved Veterinarian: Within this document, any reference to CFIA Approved Veterinarian means a CFIA Accredited Veterinarian who is under special agreement with CFIA to deliver this program.
Eligible Animal: An animal which, prior to enrollment, has not changed ownership and responsibility for the control of relevant practices applied in its raising and has not been administered any GEPs and, once enrolled, continues to be managed within the parameters of this program.
Feedlot: An operation which is enrolled in the program and backgrounds or finishes eligible cattle for slaughter.
GEPs: Growth Enhancing Products: substances having thyreostatic, oestrogenic, androgenic, gestagenic or beta adrenergic action of which the use is prohibited by the EU. A complete list is available in Annex R-2.
GEP Administrative protocols: A written program outlining when GEPs are used, what products are used, who is responsible for administration, how they are administered.
GEP Administrative records: A written record documenting the execution of the protocol.
Mixed status (farm, feedlot, or operation): A farm or feedlot which has a combination of eligible and non-eligible animals or that has or uses GEPs on the premises.
Producer's declaration: A statement appearing on program enrolment forms and CFIA accepted transfer documentation that is signed by a producer, person designated as responsible for that activity or person in charge at an auction market that indicates they understand the objectives and requirements of this program and take responsibility for relevant practices applied to eligible animals while under their control.
Registered operation: Birth farm, feedlot, or auction market that is enrolled in this program.
VIC: The Canadian Food Inspection Agency Veterinarian in Charge of a federally registered establishment.

(Please note this users' manual is based on Annex R of meat export library (Ecert) – export to the EU and cannot be modified (except with EU approval). When the modification is more permissive than the information present in Annex R - information contained in Annex R always supersedes information contained in this document and in the event of a conflict Annex R shall predominate)

Module 1 Overview of the GEPs program

1.1 Objectives of the program

This program contains the identification, inspection, documentation and certification procedures to qualify meat from market beef cattle to be exported to the European Union (EU) thereby ensuring that they have not been administered any Growth Enhancing Products (GEPs).

This program contains the identification, inspection, documentation and certification procedures to ensure that animals included in this program have not been administered any Growth Enhancing Products and thus have met this particular requirement for beef products qualifying for export to the EU.

1.2 Background to the program

In 1989, the European Union banned the use of Hormonal Growth Promotants and later added beta agonists having an anabolic effect to the list of prohibited substances. This effectively eliminated the export of beef products from North America where regulations permit the use of a number of growth promotants in beef animals. Although international courts have made rulings that strike down this ban, the ban is still in place and there remains a demand for a supply of Growth Enhancing Product (GEP) - free meat. In 1996 the EU approved the first iteration of the "Canadian Program for Certifying Freedom from Hormonal Growth Promotants (HGPs)". This program was designed to provide evidence to the certifying veterinarian that eligible beef animals have never been treated with GEPs so that beef obtained from animals produced under this program may be eligible for export to the EU.

This latest version is designed to move forward and take advantage of advancements which have occurred in the Canadian regulatory system and within the Canadian cattle industry.

1.3 Hilton Quota and European Union Tariff Rate Quota for High Quality Beef

It is important for producers enrolling in the program and exporters wishing to export beef to the EU to recognize the limitations of what the procedures in this document achieve. The purpose of this document is only to outline minimal conditions that will allow meat from animals that have not been administered any growth enhancing products to be certified for export to the EU.

Prior to pursuing the export market, exporters should also investigate additional requirements to allow their meat to be imported in to the EU through various quotas that exist. 2 commonly used quotas include the Hilton Quota and the EU Tariff Rate Quota for High Quality Beef. While meat from the Hilton Quota can be eligible for import to the EU based on grading characteristics, a tariff is also applied to product entering under this quota. The EU Tariff Rate Quota for High Quality Beef does not have any tariffs associated with it but in order to qualify under this quota, specific requirements that relate to feeding practices during the 100 days prior to slaughter along with other requirements exist. This process requires the participation of a CFIA Approved Veterinarian and an additional enrolment for the feedlots wishing to participate in this program.

To summarize, this document and the requirements of the various quotas are exclusive of each other and this document only serves as a guide to qualify beef as coming from cattle that have not been administered GEPs during their life.

Please refer to section 1.4.2.1 and Annex R13 of the European Union meat export library (Ecert) for additional details on these quotas.

1.4 Components of the program

The program will be delivered based on producer control programs (along with associated documentation), with oversight performed by way of periodic and systematic evaluations from private veterinarians trained and approved by the CFIA
The CFIA Approved Veterinarian duties, obligations and responsibilities outlined in this document are subject to the conditions listed in the "Contract for CFIA Approved Veterinarians delivering the Canadian Program for Certifying Freedom from Growth Enhancing Products (GEPs)"(Annex M)
Animals will be identified with an approved radio frequency identification tag. Facilities which are considered mixed status will be required to have an alternate visual identification program in place as well
The feedlot officials receiving animals from auction markets or community pastures/forestry reserves or from facilities which use or have GEPs present on their premises will check 100% of the animals for the physical presence of implants upon arrival
Mixed status operations which are active in the program and which use GEPs in non-eligible animals must maintain records tracking the purchase, receipt, use and disposal of these products and these records must be made available to CFIA, a CFIA Approved Veterinarian, or EU official upon request
Individual animal GEPs administration records must be maintained on farms that are of mixed status
Eligible animals shipped from the farm of origin or from a feedlot are to be accompanied by completed CFIA accepted transfer documentation which is signed by the owner or person designated as responsible for that activity. The transfers of animals registered in this program are to be from 1 operation registered under this program to another registered operation or EU approved federally registered slaughter establishment.

In all cases where CFIA accepted transfer documentation is used, the following provisions are acceptable:

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 Annual Certificate of Compliance (Annex R7.1) which has been previously completed by the CFIA Approved Veterinarian.

Should electronic systems be developed which allow the tracking of cattle through a common database (for example the Canadian Livestock Tracking System (CLTS)), the need for the use of transfer certificates which include a complete listing of eligible animals within the program may be re-examined. In this case, Vendor Declarations, as used in other international programs, may be a suitable alternative. Such proposals should be brought forward for approval to the local CFIA District and Area Program Veterinarians on a case by case basis.
Special permission may be granted for other movement of eligible animals in this program if a written protocol is submitted and approved by the Approved Veterinarian with a copy to the local CFIA District Veterinarian
This approval may be for a 1 time occurrence or for a specified period of time
Eligible animals from this program must be slaughtered and subsequently processed at federally registered establishments that are approved to export bovine products to the EU
These establishments must adhere to all pertinent EU requirements as per the EU section of meat export library for meat products
Verification of the program will occur via 2 procedures:
- every carcass will be subjected to a physical check for evidence of implants at the time of slaughter by plant employees
  CFIA inspectors are responsible for assessing the competence of the individuals conducting physical checks and monitoring their performance.
- EU eligible animals slaughtered in EU approved slaughter establishments will be subjected to a CFIA sampling program to monitor compliance with the EU requirements
  Standard sampling program procedures established under the National Chemical Residue Monitoring Program will need to be adhered to. Samples will be taken by CFIA inspection staff and sent for testing to a private laboratory accredited by the Standard Council of Canada as per the instructions contained in the sampling plan. The sampling plan will be updated on a yearly basis or as needed (for example approval of a new establishment for export of beef to the EU). The cost of shipping and testing will be the responsibility of the operator of the Federally Registered Establishments. The operator is also responsible to ensure that testing results are forwarded to interested parties as per the instructions contained in the sampling plan in a timely manner.
For those participating in a recognized/certified management system, please refer to Module 7 of this document

Module 2 Birth farm procedures

2.1 Enrolment procedures

In order to apply to this program, the owner 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.
Cow-calf producers who also have a feedlot and wish to background or finish their own cattle are required to apply and register as both a birth farm and a feedlot operator
Farms 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 farm owner including requirements for identification and/or segregation (if applicable) 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 oOn-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 copy 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.
The 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 1 time yearly.
Every time an application is received at a CFIA District Office, the CFIA District Veterinarian will review it and if satisfied, approve, 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.
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).

2.2 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 farm 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 farm purchases any mixed feeds or feed supplements from a commercial feed mill, the farm must obtain a letter of guarantee from the mill indicating the feed does not contain any residues of GEPs in the feed, such as Melengestrol acetate (MGA), ractopamine or zilpaterol
If the farm produces any mixed feeds containing GEPs, they must be able to demonstrate to the CFIA Approved Veterinarian that the feed fed to eligible animals does not contain any residues of GEPs in the feed, such as MGA, ractopamine or zilpaterol
The procedures used to ensure compliance must be part of the operator's written program.
When feeding products containing GEPs on the farm, a written plan to ensure segregation has been developed, implemented and monitored must also be in place to prevent animals in neighbouring enclosures from accessing these products
The producer must maintain an animal inventory using Annex R5 or a self developed inventory control program
If they use their own version, it must record the same information as contained in Annex R5.
If a decision is made to remove an animal from the program for any reason, this must be recorded in the animal inventory record
Records including Enrolment Forms, Transfer Certificates, Tag Replacement Reports, animal inventories, GEPadministration 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 3 years from the date of birth of the calves
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

2.3 Eligibility, identification and segregation of cattle

Only cattle which have not changed ownership or control over relevant management practices applied in their raising and have not been administered any GEPs are eligible to be enrolled in the program
This will ensure that the farm has had full control of the animals up until the time of enrolment. This then allows the owner to be able to make the necessary declarations on CFIA accepted transfer documentation regarding animals that have never been administered any GEPs.
As stated in the previous section, farms which utilize GEPs on their premises must follow an alternate identification program which will provide assurances that the eligible animals have not been administered any GEPs and that non-eligible animals are not shipped or included with eligible animals
Alternate identification methods are also highly recommended on all enrolled birth farms as a means of providing additional information about the animal for situations when the animals approved tag is lost
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 farm'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

2.4 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 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 farm
Replacement tag records must be kept.
However, in order to maintain the animal in the program, the responsible individual 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 the number of the approved tag that was previously present in the animal, as applicable, and what information (alternate identification, colour, sex, brands, 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, 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 the 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.

2.5 Community pastures and forestry reserves

The utilization of community pastures would be recognized if a written control program was submitted and approved by the Approved Veterinarian with a copy to the CFIA District Veterinarian
The submission and approval of this control program should be presented before the animals are moved. Acceptance of a written control program submitted after the animals are moved is not guaranteed.
A Transfer Certificate (Annex R7 or equivalent, along with the Annual Certificate of Compliance ( Annex R7.1) is not required when animals are temporarily moved out to pastures and are destined to come back to the same farm
Such pastures are essentially an integral part of the same farm operation.
Only community pastures and forestry reserves where no GEPs are used or available for use, are acceptable for pasturing by program animals
The pasture manager/operator must supply an affidavit confirming this to the producer before the animals arrive at the pastures or at the time of owner's enrolment in the program.
In addition to the CCIA tag, a reliable alternate visual identification (as describe in section 2.2 (3)) is required for all eligible cattle utilizing community pastures or forestry reserves
When receiving cattle at feedlots from community pastures and forestry reserves, 100% of the eligible cattle must have a physical inspection of the ears for evidence of implants

2.6 Transfer of cattle out of the birth farm

When animals are being shipped from their birth farm to another registered operation not solely owned by this person (or to slaughter if the cattle are finished on the birth farm), the animals must be accompanied by an original Transfer Certificate (Annex R7 or equivalent), signed and dated, and a copy of a valid Annual Certificate of Compliance (Annex R7.1) on the date of shipping by the designated individual from the farm of origin
A copy of the Transfer Certificate (Annex R7 or equivalent) must be maintained by the farm 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 Premises ID-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 Annual Certificate of Compliance (Annex R7.1) (Annex 7.1) which has been previously completed by the CFIA Approved Veterinarian.
There are 2 methods of listing the animals on the Transfer Certificate (Annex R7 or equivalent):
- 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 procedure which will provide feedback to the shipper within 14 days
  Based on this feedback, the shipper must update their animal's inventory list to accurately reflect what remains on his 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.
In the situation where animals are finished on the birth farm and sent to slaughter, the farm 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.

2.7 Sale of animals through auction markets

Eligible cattle must move directly from the farm of origin to the auction market and subsequently to the feedlot or 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 (feedlot or EU approved federally registered slaughter establishment) will give feedback about the identity of animals received within 14 days to allow the farm of origin to update their cattle register. The farm of origin must complete this update within 3 days of receiving the information.

2.8 Handling Growth Enhancing Products on the registered farm

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.

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

Module 4 Auction market procedures

4.1 Enrolment procedures

In order to apply to this program as an auction market, the auction market representative must contact a CFIA Approved Veterinarian for information and request an on-site GEPs assessment
If the request comes to a CFIA office, they will be instructed to contact a CFIA Approved Veterinarian.
Auction markets wishing to participate in the program will be required to have a CCIA, ATTESTRA or provincial premises identifier assigned to them by their respective organization
The CFIA Approved Veterinarian will review and explain the program to the auction market representative including requirements for identification and segregation of eligible animals and development, implementation, maintenance and review of written programs
Approved Veterinarian will explain the need to have written programs completed at the time of enrolment including an organizational structure along with delegations of authority for various tasks in the program

It would also include as a detailed program for identification and segregation of eligible animals.
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 auction market manager 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 auction market, 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 will report the enrolment of auction markets to CFIA by forwarding the original 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 auction market's file at the CFIA District Office. Copies will be distributed to the auction market and the CFIA Approved Veterinarian.
An enrolment form and owner/responsible person's declaration (Annex R3) must be completed and signed each year.
On-site assessments will be conducted by the approved veterinarian at least 1 time yearly, depending on compliance history and sales volume through that facility.
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 auction markets 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 auction market representative 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).

4.2 Record keeping requirements

The auction market 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 auction market 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 auction market must maintain a manual of procedures which addresses what types of GEPs are used (implant, feed), the procedures for use and the 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 the auction market purchases any mixed feeds or feed supplements from a commercial feed mill, the operation 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 auction market produces any mixed feeds containing GEPs, they must be able to demonstrate to the CFIA Approved Veterinarian that the feed fed to eligible animals does not contain any residues of GEPs in the feed, such as MGA, ractopamine or zilpaterol
The procedures used to ensure compliance must be part of the operator's written program.
When feeding products containing GEPs at the auction market, a written plan to ensure segregation has been developed, implemented and monitored must also be in place to prevent animals in neighbouring enclosures from accessing these products
The auction market must maintain a written program which requires program animals to be identified and segregated
Records including Enrolment Forms, Transfer Certificates, Tag Replacement Reports, GEP administration associated records, 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 must be made available to the CFIA Approved Veterinarian or any CFIA or EU official upon request

4.3 Eligibility, receiving, identification and segregation of cattle

The auction market may only receive cattle from a registered birth farm or feedlot in order to maintain them in this program
All cattle received by the auction market 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. Eligible animals must move directly from the farm of origin to the auction market in a dedicated conveyance or compartment within a conveyance.
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 Annual Certificate of Compliance (Annex R7.1) 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 procedure which will provide feedback to the shipper within 14 days of initial processing in the feedlot or arrival at the EU approved federally registered slaughter establishment
  Based on this feedback, the shipper must update their animal's inventory list to accurately reflect what remains on his premises.
In the case of a discrepancy between an animal's identification and the listed identifications on the CFIA accepted transfer documentation, the receiving auction market must segregate the animal and contact the farm of origin 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 segregated and considered non-eligible to participate in the program at any future time or returned to the farm of origin.
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 identified) according to the program
The appropriate records must be amended in order to document this occurrence, unless this animal is directed to a beef production stream that is not producing GEP free product for the EU.
Cattle enrolled in the program cannot be commingled with cattle not enrolled in the program from the time they leave the farm of origin pass through the sales ring and depart for their new destination
Eligible animals must be shipped directly from the auction market to the feedlot or EU approved federally registered slaughter establishment in a dedicated conveyance or compartment within a conveyance.
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

4.4 Lost tags

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 auction market
Replacement tag records must be kept.
However, in order to maintain the animal in the program, the designated auction market employee must segregate the animal and 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) was used to confirm this. If the previous identification cannot be confirmed, the animal must be segregated and removed from the program.
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 the receiving destination.

4.5 Transfer of cattle out of the auction market

Following the sale of each lot of eligible cattle and prior to their departure from the auction market, CFIA accepted transfer documentation from the auction market to feedlot or EU approved federally registered slaughter establishment must be prepared and the declaration signed and dated by the auction market designated official
This would include a copy of the auction market's valid Annual Certificate of Compliance (Annex R7.1). The original copy of the auction market's outgoing CFIA accepted transfer documentation and a copy of the incoming CFIA accepted transfer document will accompany the cattle to the feedlot or EU approved federally registered slaughter establishment. A copy of the outgoing CFIA accepted transfer documentation will be provided by the auction market to the farm of origin within 3 working days of the sale. A copy of both the incoming and outgoing CFIA accepted transfer documentation must be maintained by the auction market.
Eligible animals can only be transferred from an auction market to a registered feedlot or EU approved federally registered slaughter establishment in order to continue within the program
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 electronic programs 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 auction market 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 Annual Certificate of Compliance (Annex R7.1) for the auction market which has been previously completed by the CFIA Approved Veterinarian as well as a copy of the incoming CFIA accepted transfer documentation from the farm of origin.
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 procedure which will provide feedback to the shipper within 14 days of initial processing in the feedlot or arrival at the EU approved federally registered slaughter establishment
  Based on this feedback, the shipper must update their animal's inventory list to accurately reflect what remains on their premises.
Feedlots and EU approved federally registered slaughter establishments purchasing cattle at auction markets 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 or slaughter at the EU approved federally registered slaughter establishment when comprehensive lists are received

Module 5 Approved Veterinarian roles and responsibilities

5.1 Role of the CFIA Approved Veterinarian

A CFIA Approved Veterinarian is a CFIA Accredited Veterinarian who has undergone training with a CFIA District Veterinarian to deliver this program
The CFIA Accredited Veterinarian will be trained by the CFIA District Veterinarian and approved under the provisions of the "Contract for CFIA Approved Veterinarians delivering the Canadian Program for Certifying Freedom from Growth Enhancing Products (GEPs)" (Annex M). This is a specific agreement between the CFIA and a CFIA Accredited Veterinarian for the purposes of the Canadian Program for Certifying Freedom from Growth Enhancing Products (GEPs). Upon completion of training, the CFIA District Veterinarian will provide the CFIA Approved veterinarian with copies of the documents required to administer the program.
Approval must be renewed at least every 3 years but this may occur more frequently in the case of required additional training or updates to the program
The expiry date on the Contract will coincide with the expiry of the CFIA accredited Veterinarian agreement.
In accordance with the provisions of this contract, CFIA Approved Veterinarian performance will be assessed in accordance with the "Contract for CFIA Approved Veterinarians delivering the Canadian Program for Certifying Freedom from Growth Enhancing Products (GEPs)" (Annex M) and additional training provided if necessary
The CFIA Approved Veterinarian will be required to approve any written GEP control programs implemented within the operations as well as maintain oversight over operations enrolled in the program through the performance of evaluations at these facilities

5.2 Management of enrolled facilities

The Approved Veterinarian will be responsible for performing an on-site assessment at enrolled birth farms and registered auction markets at least once annually while feedlots will require an on-site assessment at least twice per year
On-site assessment visits may be combined with the annual enrolment visits but in the case where enrolment is not combined with an assessment visit, on-site presence for the enrolment is not mandatory. The enrolment procedures to explain the program, review required documentation and written programs, and completion of enrolment form may be completed by other means such as a telephone call to discuss and email/fax to exchange documentation.
Each on-site visit to the farm or feedlot or auction market in this program from the CFIA Approved Veterinarian must be documented using the GEPs on-site assessment report (Annex R12)
The CFIA Approved Veterinarian will be responsible for the issuance of the Annual Certificate of Compliance (Annex R7.1) upon completion of the first successful GEPs on-site assessment report (Annex R12) and the subsequent annual renewal visits
Copies of all on-site assessments (Annex R 12), enrolment forms(Annex R3) and Certificates of Compliance (Annex R 7.1) are forwarded to the District Veterinarian

5.3 Evaluation of birth farms

Birth farm evaluations must address the following items:

the farm has a current, written organizational structure indicating who is ultimately responsible and any designations of authority to carry out certain elements of the program
in the case of a mixed status farm, the farm has current, written programs to address identification and/or segregation, animal GEP administration protocols and all records of these practices along with the designations of who is responsible for these various tasks
the cattle enrolled in the program were born on the premises and remained under the control of the operation until transferred off of the premises
review of whether the farm utilizes implants or not, inspection for evidence of use
review of records for animal inventory
review of implant inventory, implant purchase/receiving records and implant administration and disposal records in farms which use these products
This step determines if the farm is GEP free or mixed status.
verify that the farm has a letter of guarantee from the mill indicating the feed does not contain any residues of GEPs in the feed, if the farm purchases any mixed feeds or feed supplements from a commercial feed mill
In the case where a farm produces any mixed feeds containing GEPs, the CFIA Approved Veterinarian must verify the farm's ability to demonstrate that the feed fed to eligible animals does not contain any residues of GEPs in the feed and that the procedures to ensure compliance is part of the operator written program and monitored effectively.
Review of Transfer Certificates and validity of Annual Certificate of Compliance (Annex R7.1)
Review of approved tagging activities

5.4 Evaluation of feedlot operations

Feedlot operation evaluations must address the following items:

the feedlot has a current, written organizational structure indicating who is ultimately responsible and any designations of authority to carry out certain elements of the program
in the case of a mixed status feedlot, the feedlot has current, written programs to address identification and/or segregation, animal GEP administration protocols and all records of these practices along with the designations of who is responsible for these various tasks
the cattle received into the feedlot under the program have the appropriate CFIA accepted transfer documentation including copy of a valid Annual Certificate of Compliance (Annex R7.1) from the farm of origin and auction market, if applicable
animals transferred off of the premises on CFIA accepted transfer documentation (for finishing or slaughter) can be traced back to a registered farm via incoming CFIA accepted transfer documentation
review of records for animal inventory
review of whether the feedlot utilizes GEPs or not, inspection for evidence of use
review of GEPs inventory, GEPs purchase/receiving records and GEPs administration and disposal records in feedlots which use these products
This step determines if the feedlot is GEP-free or mixed status.
verify that the feedlot has a letter of guarantee from the mill indicating the feed does not contain any residues of GEPs in the feed, if the feedlot purchases any mixed feeds or feed supplements from a commercial feed mill
In the case where a feedlot produces any mixed feeds containing GEPs, the CFIA Approved Veterinarian must verify the feedlot's ability to demonstrate that the feed fed to eligible animals does not contain any residues of GEPs in the feed and that the procedures to ensure compliance is part of the operator written program and monitored effectively.
review of visual identification program (as applicable)
review of physical inspection reports and protocol at receiving (as applicable)

5.5 Evaluation of auction markets

The auction market has a current, written organizational structure indicating who is ultimately responsible and any designations of authority to carry out certain elements of the program
The auction market has a written program for identification and segregation of eligible animals and can demonstrate effective implementation and monitoring of this program
In the case of an auction market that uses or has available for use GEP's on the premises, the auction market has current, written programs to address identification and/or segregation, animal GEP administration protocols and all records of these practices along with the designations of who is responsible for these various tasks
During the review of whether the auction market utilizes implants or not, an on-site inspection for evidence of use is necessary
Review of implant inventory, implant purchase/receiving records and implant administration and disposal records in auction markets which use these products
Verify that the auction market has a letter of guarantee from the mill indicating the feed does not contain any residues of GEPs in the feed, if the auction market purchases any mixed feeds or feed supplements from a commercial feed mill
In the case where an auction market produces any mixed feeds containing GEPs, the CFIA Approved Veterinarian must verify the auction market's ability to demonstrate that the feed fed to eligible animals does not contain any residues of GEPs in the feed and that the procedures to ensure compliance is part of the operator written program and monitored effectively.
Review of Transfer Certificates and validity of Certificate of Compliance
Review of approved tagging activities

5.6 On-site assessment

During all assessment visits, a GEPs on-site assessment report (Annex R12)must be completed.
In cases where the assessment does not reveal any non-conforming items, the original signed version of the GEPs on-site assessment report (Annex R12) must be left with the farm or feedlot or auction market responsible person, a copy must be retained by the CFIA Approved Veterinarian and a copy must be submitted by the CFIA Approved Veterinarian to their CFIA district office. These documents must be retained in accordance with retention requirements listed in the program. CFIA must maintain copies for a minimum of 3 years. As appropriate, the CFIA Approved Veterinarian will complete or renew the Enrolment form (Annex R3) and issue a valid Annual Certificate of Compliance (Annex 7.1).
In cases where assessments reveal non-compliance, the CFIA Approved Veterinarian must notify the CFIA District Veterinarian during which time consultation will occur to determine a course of action appropriate to the finding
Responses will vary from issuance of a corrective action request to increased frequency of evaluation visits and possibly suspending the farm or auction market from participating in the program depending on the seriousness of the non-compliance. The CFIA District Veterinarian will retain a written copy of this investigation and corrective/preventive measures (CFIA/ACIA 1520).
Any decisions to remove a farm or feedlot or auction market from the program must be done in consultation with the Operational Guidance and Expertise group
The enrolled operation will be notified of their removal by way of a written letter signed by the District Veterinarian, along with a date on which they may re-apply for participation in the program

Module 6 CFIA District Veterinary roles and responsibilities

6.1 Enrolling Approved Veterinarians

Accredited Veterinarians who wish to be contracted under the Canadian Program for Certifying Freedom from Growth Enhancing Products (GEPs) for the export of beef to the EU should apply through their local CFIA District Veterinarian
The CFIA District Veterinarian will meet with the applicant and review the obligations of producers and of CFIA Accredited Veterinarians as outlined in the CFIA Accredited Veterinarian's Manual
The CFIA District Veterinarian will also review the obligations of this users' manual
The applicant will then complete the set of Growth Enhancing Products (GEPs) Program questions and submit the answers to the CFIA District Veterinarian.
Upon the approval of the CFIA District Veterinarian, the CFIA Approved Veterinarian Contract (Annex M) will be signed by both parties
The original contract is retained by the CFIA District Veterinarian; a copy of this contract is issued to the CFIA Approved Veterinarian
The CFIA District Veterinarian will maintain a list of veterinarians approved under the program.

6.2 Enrolling producers and auction markets

If a request comes to a CFIA District office they will share the list of local CFIA Approved Veterinarians
The CFIA District Veterinarian reviews, approves and signs enrolment forms (Annex R3)
The original application is kept in the producer's or auction market's file at the CFIA District Office. Copies are distributed to the producer or auction market and the CFIA Approved Veterinarian. The CFIA District Veterinarian will maintain a list of producers enrolled under the program.
In the case of a farm under a CFIA recognized/certified management system, the producer is responsible to apply to the CFIA District office for participation in this program
The CFIA District Veterinarian will review, approve and sign producer's enrolment forms (Annex R4) The CFIA District Veterinarian will review any certificate, attestation or other official document that can prove the recognition and participation in a CFIA recognized/certified management system. The original application is kept in the producer's file at the CFIA District Office. A copy is distributed to the producer. The CFIA District Veterinarian will maintain a list of producers enrolled under the program. It is the responsibility of the producer to inform the third party certifying body of their accepted application to participate in this program. It's the responsibility of the third party auditing group to inform the CFIA District Veterinarian of the receipt of their accepted application into the GEP free program and of any change in the producer's status in the recognized/certified management system.

6.3 Audit

District Veterinarians must maintain a file of producers and auction markets that are registered in the program.
The file should include:
- enrolment form and producer's declaration (Annex R3 and the Annex R4 for farms under a CFIA recognized/certified management system)
- copies of all on-site GEPs on-site assessment reports (Annex R12) including the Annual Certificate of Compliance (Annex R7.1) , as applicable, from the CFIA Approved Veterinarian
- examples of the CFIA accepted transfer documentation from all farms on a CFIA recognized/certified management system and those farms not utilizing the Transfer Certificate (Annex R7)
  For those farms under a CFIA recognized/certified management system this shall include any certificate, attestation or other official document that can prove this recognition/certification.
- Copies of any correspondence on the program
As part of the audit of the CFIA Approved Veterinarians, the CFIA District Veterinarian will ensure:
- a complete record of each producer and auction market is on file
- records of assessment done on producers and auction markets participating in the GEP program are kept including the issuance of the Annual Certificate of Compliance (Annex R7.1)
- that the review of the CFIA accepted transfer documentation is retained on file for the transfer of animals in and out of the facility being reviewed
- ensure that the CFIA Approved Veterinarian review the producers and auction markets checking their:
  - written program
  - records and use of GEPs on-site
  - approved tagging activities
  - control over eligible and non-eligible animals
  - records of re-tagged animals
  - transfer certificates
  - Annual Certificate of Compliance (Annex R7.1)
  - GEPs on-site assessment report (Annex R12) report
The CFIA District Veterinarian will perform the on-site audit of the approved Veterinarian minimum annually using Annex M1 (annual on-site audit of the Approved Veterinarian)

The records of this audit will be shared with the CFIA Approved Veterinarian and maintained by the CFIA District Veterinarian for minimum 4 years and made available to CFIA and EU auditors.

6.4 Record retention and duties

CFIA District Veterinarians are responsible for:
- maintaining a current list of producers and auction markets in their area including those participating in a CFIA recognized/certified management system
  This also shall include all Enrolment forms (Annex R3 and R4).
- maintaining copies of the CFIA accepted transfer documentation from all farms on a CFIA recognized/certified management system and those farms not utilizing the Transfer Certificate (Annex R7)
  For those farms under a CFIA recognized/certified management system this shall include any certificate, attestation or other official document that can prove this recognition/certification. This information will be provided to the Veterinarian in Charge of the Federally Registered Slaughter establishments by the District Veterinarian as required.
- an updated list of feedlots participating in the GEP-free program will be supplied to the VIC of the Federally Registered Establishment processing animals from these feedlots, at the beginning of the calendar year along with any additions or subtractions from this list, throughout the year
- responding to questions within their district regarding the GEP program
- providing any update information/training to Approved Veterinarians as required
- performing reviews of CFIA Approved Veterinarians as described above and maintaining copies of the associated reports (annual on-site audit of Approved veterinarian (Annex M1))
- following-up on non compliances and maintaining the associated inspector reports (CFIA/ACIA 1520)

Module 7 CFIA recognized/certified management system

7.1 Accreditation

Canada Organic Regime (COR)

The Canada Organic Regime (COR) is recognized as a CFIA recognized/certified management system. Any producers on the organic certified program must be enrolled in the Canadian Program for Certifying Freedom from Growth Enhancing Products (GEPs) for the export of beef to the EU with the District Veterinarian before being eligible supplier of EU eligible animals.

The Operating Manual from the Canada Organic Regime office contains policies and procedures for activities applicable to the Canada Organic Regime (COR).

A list of Certification Bodies in Canada is available. This is the list of Certification Bodies that have either been accredited by the Canadian Food Inspection Agency (CFIA) to certify organic products; or recognised under an organic trade arrangement with a foreign competent authority under the Organic Products Regulations, 2009.
Other CFIA recognized/certified management system

Any premises on a CFIA recognized management system must be enrolled in the Canadian Program for Certifying Freedom from Growth Enhancing Products (GEPs) for the export of beef to the EU with the District Veterinarian before being eligible supplier of EU eligible animals.

National bodies representing CFIA recognized/certified management systems are responsible for informing the CFIA District Veterinarian of any addition or deletion from their list of recognized/certified eligible supplier.

To obtain CFIA recognition, a management system must operate under a specific International Organization for Standardization (ISO) based management system and/or recognized generic Hazard Analysis Critical Control Point (HACCP) model. The CFIA recognized/certified management system must be presented to the appropriate CFIA National specialist for review and acceptance.

CFIA recognized/certified management systems must have as a minimum the 4 identifiable components listed below:
- general management system
- technical
- conformance
- auditor training
- General Management System
  - Organizational structure with roles and responsibilities for general management
  - Demonstrated resource capability to develop, implement and maintain the program
  - A designated officer in position to review and approve program documentation
  - Documented procedure for conducting management reviews to determine if the program meets its objectives
  - A documented procedure for an internal audit process
  - A documented procedure for recording information and record control
  - A documented procedures for outsourcing program activities
  - The system, must (if applicable) demonstrate policies and procedures that deal with conflict of interest and impartiality and confidentiality
  - The system must show developed and documented training and communication plans for all 4 components
- Technical
  - The system must have an identified purpose and scope with roles and responsibilities to meet the program technical requirements
  - The system must have an identified process to develop and/or distribute an ISO/HACCP based producer manual
  - The program must show documented assistance at the production unit level with implementation of the program
  - The system must have a training, education, and communication plan
- Conformance
  - The system must have an identified purpose and scope and roles and responsibilities to determine conformance of a production unit to the relevant elements
  - The system must show the creation of a pool of auditors that meet certain evaluation standards, have on-going performance monitoring, continuing education and re-evaluation and there are records of these parameters
  - The system must show a plan to conduct on-farm audits that includes communication of the audit plan to the producer prior to the on-farm audit, an opening meeting with on-farm tour, a review of appropriate documents, a discussion of audit findings, and delivery of a report document
  - The system must identify the records to be kept by producers, including retention time
  - The system must maintain an audit checklist that shows the producer understands and effectively implements the relevant elements of the program
  - The system must show a documented procedure to handle non-conformances including a corrective action process
  - The system must show a documented procedure for granting, suspension, and removal of acknowledgement of conformance
  - The system must maintain a list of producers that have been issued an acknowledgement of conformance and their current status
  - The system must show a documented process for on-going monitoring of conformity
- Auditor training
  - The system must identify the purpose and scope of auditor training and roles and responsibilities
  - The system must incorporate training - including basic audit and HACCP principles as well as program specific training to ensure the intent of the program is met at the producer level
  - The system must document procedures required for delivery and evaluation of program training courses

7.2 Enrolment procedures

In order to apply to this program, the owner must contact a CFIA District Veterinarian for information
Cow-calf producers who also have a feedlot and wish to background or finish their own cattle are required to apply and register as both a birth farm and a feedlot operator
Farms 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 farm owner will complete an enrolment form (Annex R4) which must be signed by the individual with designated authority over the operation and will be sent to their local CFIA District Veterinarian's office. This shall include any certificate, attestation or other official document that can prove this recognition/certification. 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. Copy will be distributed to the producer
It is the responsibility of the applicant to inform the local reviewers/auditors of the CFIA recognized/certified management system of his participation in this program. The applicant will be required to request that these reviewers/auditors communicate in writing to the CFIA District Veterinarian listed on this document that they commit to inform the CFIA District Veterinarian should the membership status of the participating applicant change. The official approval of the enrolment will only be valid upon receipt of this confirmation
The application form must accurately reflect the name of the farm, the address, and the premises identifier. All future CFIA accepted transfer documentation must also be completed with this same information
Enrolment form and producer's declaration (Annex R4) must be completed and signed each year
In the case of a feedlot, cattle received prior to enrolment will not be eligible for inclusion in this program
The CFIA District Veterinarian will maintain a register of enrolled farms in their operational area including their CCIA, ATTESTRA or provincial premises identifier

7.3 Lost tags

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 farm
Replacement tag records must be kept.
However, in order to maintain the animal in the program, the responsible individual must physically inspect the animal (that is check for implants in the ear) and review record to ensure the animal was never fed any feeds containing GEPs
Record the tag change activity on a document 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 the number of the approved tag that was previously present in the animal, as applicable, 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, 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 the 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.

7.4 Transfer of cattle out of the farm

When animals are being shipped from their farm to another registered operation not solely owned by this person (or to slaughter if the cattle are finished on the birth farm), the animals must be accompanied by an CFIA accepted transfer documentation signed and dated and any copy of a valid certificate, attestation or other official document that can prove this recognition/certification
A copy of the CFIA accepted transfer documentation must be maintained by both the shipper and receiver.
The CFIA accepted transfer documentation 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, CFIA accepted transfer documentation must include any certificate, attestation or other official document that can prove valid recognition/certification of the producer on a management system.
There are 2 methods of listing the animals on the CFIA accepted transfer documentation:
- the listing of animals contains only the animals being shipped
- the listing may be a more comprehensive list but in this case the shipper and receiver must have a mutually agreed upon procedure which will provide feedback to the shipper within 14 days
  Based on this feedback, the shipper must update their 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 CFIA accepted transfer documentation. 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.
In the situation where animals are finished on the birth farm and sent to slaughter, the farm 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.

7.5 Sale of animals through auction markets

Eligible cattle must move directly from the farm of origin to the auction market and subsequently to the feedlot or EU approved federally registered slaughter establishment, in a dedicated conveyance or compartment in a conveyance
Cattle enrolled in the program cannot be commingled with cattle not enrolled in the program from the time they leave the farm of origin pass through the auction market and arrive at the feedlot or EU approved federally registered slaughter establishment
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 (feedlot or EU approved federally registered slaughter establishment) will give feedback about the identity of animals received within 14 days to allow the farm of origin to update their cattle register. The farm of origin must complete this update within 3 days of receiving the information.

7.6 Feedlot receiving cattle and eligibility, identification and segregation of cattle

The feedlot operator may only receive cattle from a registered birth farm, registered auction market or another registered feedlot (backgrounder) 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 CFIA accepted transfer documentation identifying the animals individually as being enrolled and maintained within the parameters of this program.
The CFIA accepted transfer documentation must include any certificate, attestation or other official document that can prove valid recognition/certification of the producer on a management system from the farm of origin
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 or an auction market or community pasture/forestry reserve, 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. 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 random 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.
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
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 identified) according to the program and the appropriate records must be amended in order to document this occurrence

7.7 Handling Growth Enhancing Products on the registered farm

Livestock owners must declare at the time of enrolment if they are planning to administer GEPs to non-eligible animals on their premises. If GEPs are utilized on the premises, the farm must, through their CFIA recognized/certified management system, maintain written instructions regarding procedures which address what types of GEPs are used (implant, feed), the procedures for use, the timing of use and the record of usage. 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 notify their National bodies representing CFIA recognized/certified management systems, complete and sign a new Enrolment form and producer's declaration (Annex R4) and send it to the CFIA District Veterinarian.

Date modified:: 2022-11-01