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

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