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 2 Birth farm procedures

2.1 Enrolment procedures

1. 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.

2. 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
3. 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
4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.