1 FINAL DRAFT-DC 06 s2015 Revision (repeal)-17Jan2018 Circular 1 - Revised... · agriculture, and...

Republic of the Philippines DEPARTMENT OF AGRICULTURE Elliptical Road, Diliman, Quezon City 1101 Philippines

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17January2018DEPARTMENTCIRCULARNo.____________Seriesof2018SUBJECT : REVISED GUIDELINES FOR THE OFFICIAL ACCREDITATION OF

ORGANICCERTIFYINGBODIES(OCB)WHEREAS, Section 15 (Accreditation of Organic Certifying Body) of Republic Act (R.A.)10068otherwise knownas theOrganicAgricultureAct of 2010mandates theBureauofAgriculture and Fisheries Standards (DA-BAFS) to grant official accreditation to OrganicCertifying Bodies (OCB) in accordance to the Philippine National Standards (PNS) forOrganicAgriculture(OA)andotherrelevantstandards;WHEREAS,Section17(LabelingofOrganicProduce),inrelationtoSection15,oftheabovelaw states that the label or organic produce shall contain the name, logo or seal of theorganiccertifyingbodyandtheofficialaccreditationnumberissuedbytheDA-BAFS;WHEREAS,Sections15.2to15.5oftheImplementingRulesandRegulationsoftheOrganicAgriculture Act of 2010 mandated the DA-BAFS to chair the Technical Working Group(TWG)whichshallrevisit,prepareandupdatetheguidelines,rulesandproceduresfortheaccreditationoforganiccertifyingbodiesfortheapprovalbytheNOAB;WHEREAS, in linewiththeneedtorefinetheofficialaccreditationprocedure, toaddressthedemandsof thestakeholders,andto furthercomplementtheDepartment’s initiativesundertheNationalOrganicAgricultureProgram(NOAP),theNationalOrganicAgricultureBoard (NOAB) and the National Committee for the Official Accreditation of OrganicCertifying Bodies (NCOA-OCB) deemed it critical and necessary to repeal DepartmentCircular (D.C.) No. 6, Series of 2015 (Revised Guidelines for the Official Accreditation ofOrganicCertifyingBodies);INVIEWTHEREOF,thisCircularreplacesD.C.No.06,Seriesof2015,providingtheRevisedGuidelinesfortheOfficialAccreditationofOrganicCertifyingBodies.

ARTICLEIOBJECTIVES

Theprovisionsunder thisDepartmentCircular aim toprovide the criteria, requirementsandguidelinesfortheofficialaccreditationoforganiccertifyingbodies(OCBs),andensurethatofficiallyaccreditedOCB implement theorganiccertificationscheme inacompetent,consistent,andimpartialmanner.This Department Circular replaces D.C. No. 06, Series of 2015, in order to make thefollowingchanges:

1. exclusionof ISO/IEC17065accreditationfromthe listofmandatoryrequirements

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forofficialaccreditationsubjecttoprovisionsofthisCircular;2. inclusion of organic certification scheme for standardized certification protocols

amongOCBs;and3. improving the processes and mechanism for decisions relative to official

accreditation(e.g.suspension,handlingappealsandcomplaints,etc.)

ARTICLEIISCOPE

ThisDepartmentCircularprovidestherulesandproceduresfortheofficialaccreditationofOCBs to provide certification services for organic crop production, animal production,specialproducts(wildharvestandmushroomproduction),processing,aquaculture,inputsin accordance with the relevant Philippine National Standards (PNS) for organicagriculture, andrecognitionofnon-PNSorganic certification.This shall apply toallOCBsseekingofficialaccreditationwithBAFS.

ARTICLEIIIDEFINITIONOFTERMS

Section1. Asused inthisDepartmentCircular, the followingtermsshallbeunderstood

tohavethemeaningcorrespondinglyprovidedbelow:

1.1 Accreditationthird-party attestation related to a conformity assessment body conveying formaldemonstrationofitscompetencetocarryoutspecificconformityassessmenttasks

1.1.1 OfficialAccreditation

procedurebywhichBAFShaving jurisdictionoverOCB formally recognizesthecompetenceofacertificationbodytoprovideinspectionandcertificationservices.OfficialAccreditationisissuedbytheBAFS

1.2 Appealrequestby theapplicant/client for reconsiderationofanyadversedecisionby theBAFSrelatedtoitsdesiredofficialaccreditationstatusNOTE Adverse decisions include: refusal to accept anapplication, refusal to proceedwith anaudit,changes incertificationscope,decisions todeny, suspendorrevokecertificationandanyotheractionthatimpedestheattainmentofofficialaccreditation.

1.3 ApplicantalegalindividualorbusinessenterpriseapplyingforOfficialAccreditationwiththeBAFS

1.4 AssessmentTeamteamorganizedbytheBAFSresponsiblefortheconductofofficeandwitnessaudits.Itshallbecomposedofnotmorethanthree(3)membersoftheNationalCommitteeforOfficialAccreditationofOrganicCertifyingBodies(NCOA-OCB)

1.5 Auditsystematic and functionally independent examination to determine whetheractivitiesandrelatedresultscomplywithprescribedprotocols,standards,rulesandregulationsandlaws

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1.5.1 OfficeAuditauditrelativetothethoroughexaminationandverificationofdocumentationandrecordsoftheOCBintheofficewherecriticalprocessesarebeingcarriedout

1.5.2 WitnessAudit

auditrelativetofieldobservationoftheOCBcarryingout inspectionwithinitsscopeofaccreditation

1.6 CertificationprocedurebywhichofficiallyaccreditedOCBprovideswrittenattestationthatfoodor inputs, production systems, organic soil amendments, or organic biocontrolagents conform to applicable PNS relevant to organic agriculture and otherregulatoryrequirements.Certificationmaybe,asappropriate,basedonarangeofinspectionactivities,whichmay include,butnot limited to, continuous inspection,auditingofqualityassurancesystems,andexaminationoffinishedproducts

1.7 Complaintwritten expression of dissatisfaction by any person or organization to thecompetent authority and/or officially accredited OCB relating to itsactivities/operations1.8 Consultancyparticipation/engagementofOCBorpersonnelofOCBinactivitiesthatinvolvesthedesigning, manufacturing, installing, maintaining or distributing of a product,process,and/orservicecertifiedandtobecertified

1.9 GroupCertificationcertification of an organized smallholder group of operators with: (1) a centraloffice; (2) similar farming/production/processing/handling system; (3) workingaccordingtoacommoninternalcontrolsystem,whichisestablishedandsubjecttocontinuedsurveillancebythecentraloffice.Groupcertificationappliestothegroupasawhole.Certificateshallbeissuedtothecentralofficeofthegroupbutcannotbeusedbyindividualmemberofsuchgroup

1.10 Infringementencroachment,breach,orviolationofrelevantlaws,regulations,orcontracts

1.11 Inputsmaterials allowed for organic production and processing such as seeds, plantpropagationmaterials, plant protection andpestmanagement agents, organic soilamendments, organic biocontrol agents, feeds, processing aids,which are used tocomplywiththerequirementsofapplicablePNSOA1.12 Inspectionexaminationof foodorsystems forcontrolof food, rawmaterials,processing,anddistributionincludingin-processandfinishedproducttesting,inordertoverifythatthey conform to the requirements. For organic food, inspection includes theexamination of the production, postharvest, processing, handling, storage andpackagingunits

1.13 InternalControlSystem(ICS)partof adocumentedquality assurance system that allows theexternal certifyingbodytodelegatetheannualinspectionofindividualgroupmemberstoanidentifiedbody/unitwithinthecertifiedoperation

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1.14 ISO/IEC17065:2012Conformity assessment -- Requirements for bodies certifying products, processesand services. This International Standard ensures that the certification bodiesoperate the organic certification scheme in a competent, consistent and impartialmanner

1.15 MainOfficechiefadministrativeofficeofanOCBwherecriticalprocessescoveredbythescopeofofficial accreditationarebeing carriedout.These criticalprocesses include,butare not limited to, policy formulation, planning conformity assessment, contractreview, review, appointmentof inspectionapproval anddecisionon the resultsofinspection. Such office may be owned, rented or leased (or any other legallyenforceablearrangement)1.16 NationalCommittee for theOfficialAccreditationofOrganicCertifyingBodies(NCOA-OCB)themulti-sectoralcommitteecreatedbyrelevantDAissuances,whichevaluatesandapprovestheofficialaccreditationofOCB1.17 Noncompliancenon-fulfillment or failure to meet a requirement of applicable PNS relevant toorganicagricultureandotherregulatoryrequirements

1.18 ObjectiveEvidencephysical evidence supporting the existence or verity of something and may beobtainedthroughobservation,measurement,test,orothermeans

1.19 Operatoran individual or a business enterprise that is responsible for ensuring thatproduction, processing, manufacturing, distribution, wholesale, retail, trade,importation of organic agriculture products meets, and continues to meet, theapplicablePNS for organic agriculture and regulatory requirements, onwhich thecertificationisbased1.20 OrganicAgricultureValidationTeam(OAVT)the team of experts andrepresentatives from variousDA regulatory agencies andconcerned offices organized by the BAFS responsible for the pre-registration andpre-licensing validation for organic input operators, and monitoring and postmarket surveillance of licensed and registered organic food, non-food, and inputoperators1.21 Organiccertificationschemerules, procedures and management for carrying out organic certification, whichincludes, but is not limited to, applicable Philippine National Standards (PNS)relevanttoorganicagricultureandotherregulatoryrequirementsNOTE 1 The fundamentals of product [processes or services] certification and the guidance fordevelopingcertificationschemeisprovidedforbyISO/IEC17067:2013.

NOTE2TheapplicableorganiccertificationschemeisprovidedinAnnexAofthisGuideline.

1.22 OrganicCertifyingBody(OCB)a body responsible for verifying that a product sold or labeled as “organic” isproduced,processed,prepared,handledand importedaccording to the applicablePhilippine National Standards (PNS) relevant to organic agriculture and otherregulatory requirements, and whose operations/practices are aligned with the

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principlesofISO/IEC170651.23 Post-marketSurveillanceactivities relating to safety and quality monitoring of organic primary andpostharvest foodandnon-food,and inputproductsaftermarketauthorizationhasbeen issued. This shall also include, among others, adverse events reporting,productsafetyupdatereporting,collectionandtestingofproductsinthemarket

1.24 Revocationcompletewithdrawalofthegrantedofficialaccreditationcertificate

1.25 SatelliteOfficea physical office, located different from the main office, established in anotherlocation, which serves as support unit of the OCB in its operational activitiesincluding, but not limited to, receiving of application, and as inquiry point forinterestedentities

1.26 Suspensiontemporaryinvalidationofthegrantedofficialaccreditationcertificate,oranyof itsapprovedofficialaccreditationscopesoranyspecificactivities1.27 Surveillancesetofactivitiesincludingofficeandwitnessaudits,exceptreassessment,tomonitorcontinued compliance of officially accredited OCB to the requirements for officialaccreditation

NOTESurveillanceincludesbothsurveillanceon-siteassessmentsandothersurveillanceactivities,

suchasthea) enquiriesfromtheBAFStotheOCBonaspectsconcerningtheofficialaccreditation;b) reviewing the declarations of the OCB with respect to what is covered by the official

accreditation;c) requeststotheOCBtoprovidedocumentsandrecords(e.g.inspection/auditreports,resultsof

internal quality control for verifying the validity of OCB services, complaints records,managementreviewrecords);

d) monitoringtheperformanceoftheOCB.

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ARTICLEIVCRITERIAFOROFFICIALACCREDITATION

Section1. Thefollowingarethecriteriaforofficialaccreditation:

1.1 MustbedulyregisteredwiththeSecuritiesandExchangeCommission(SEC)aslegalentityinthePhilippines;

1.2 MusthaveaMainOffice;

1.3 Musthaveanestablishedorganiccertificationprograminaccordancewiththeorganiccertificationschemeasprovided for inAnnexA(Organiccertificationscheme)

NOTE 1 Having one (1) satellite office located in either Luzon, Visayas or Mindanao would be anadvantageNOTE2AccreditationtoISO/IEC17065withthescopeoforganicagriculturewillbeanadvantageasthiscouldbeusedasmarketingtoolinpromotingtheirservicesascertifyingbodyandthattheycouldeasily apply for other standards, especially international standards, e.g. US NOP standards, JAS, EUOrganic,etc.

ARTICLEVGENERALPROCEDURESFOROFFICIALACCREDITATIONOFOCB

Section1. Thefollowingoutlinesthevariousstagesoftheofficialaccreditationprocess.

The step-by-step procedure including detailed description of requirementsand issuances is indicated in Annex B (Step-by-step official accreditationprocedure).

1.1 SubmissionofRequirements

Theapplicantshallsubmitthedulyaccomplishedapplication form and its correspondingdocumentaryrequirements.

1.2 ApplicationReview The Accreditation Section of the OrganicAgriculture Division of BAFS shall conduct tablereviewofthesubmitteddocuments.

1.3 Assessment(Office&WitnessAudits)

The Accreditation Section of the OrganicAgricultureDivisionofBAFSandrepresentative/sfromtheNCOA-OCBshallcarryouttheofficeandwitnessauditstodeterminethecomplianceoftheapplicant with the official accreditationrequirements.Thebasisfortheassessmentsortheauditcriteriais provided for in the Annex A (Organiccertificationscheme).Incaseofnoncompliance/s,theapplicantshallberequired to provide further elucidation and/ortake corrective actions within a specified periodoftime.

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1.4 EvaluationoftheAssessmentReportandApproval

The office and witness audit report(s) shall beendorsed to the NCOA-OCB for review andevaluation. After review and evaluation of theNCOA-OCB, the approval in a form of ResolutionwillbethenendorsedtotheBAFSDirectorfortheissuanceofofficialaccreditationdecision.

1.5 IssuanceoftheOfficialAccreditationCertificate

The BAFS shall issue the Official AccreditationCertificate, accompanied with the Terms andConditions, to approved applicant for officialaccreditation.

1.6 Surveillance Whengrantedwithofficialaccreditation,theOCBshallbe subjected to surveillanceassessments toensure the OCB’s continued compliance tostandards, this Circular, and the Terms andConditions.

ARTICLEVI

APPLICATIONREVIEWANDASSESSMENTFOROFFICIALACCREDITATIONOFOCBSection1. ApplicationforOfficialAccreditationismadebyaccomplishingtheprescribed

applicationform,writteninEnglishandinduplicatecopies.Togetherwiththesaidform,theapplicantshallsubmitthefollowing:

1.1 OrganizationalProfile;

1.2 CertifiedTrueCopyoftheSECCertificateofRegistrationtogetherwiththeArticlesofIncorporationandlatestby-laws;

1.3 Certified True Copy of latest General Information Sheet (GIS) by theSEC;

1.4 Copy of Operations Manual including procedures and checklists onOrganic Agriculture based on applicable PNS relevant to organicagriculture;

1.5 ListofInspectorswiththeirapprovedscope/s;and

1.6 List of certified organic operators compliant with applicable PNSrelevanttoorganicagriculture,ifapplicable.

1.7 IfaccreditedtoISO/IEC17065,CertifiedTrueCopyofISO/IEC17065AccreditationCertificate;

Section2. Theapplicantshallprovidedeclaration,manifestedbyanauthorizedsignatureontheapplicationform,thatitagreestocomplywithallofficialaccreditationcriteria including terms and conditions of the procedure for OfficialAccreditation,andbesubjectedtoassessmentprocedures.

Section3. The Accreditation Section of the Organic Agriculture Division of BAFS shallconduct a table review to evaluate if the accomplished form and submitteddocuments are complete. In case additional documents are needed, theAccreditation Section shall inform and require the applicant in writing tosubmit within a prescribed timeline in order for the application review toproceed. Incomplete submission of requirements shall not be processedpendingthesubmissionoflackingdocuments.

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Section4. Applicantwith valid accreditation to ISO/IEC17065 fromDTI-PAB shall stillundergoapplicationanddocumentaryreviewasbasisforofficialaccreditation.In such a case, the process will proceed to the Article VII for the decision-makingandgrantingofOfficialAccreditation.

Section5. An Assessment Team shall conduct office-based audit in order to verify theimplementation of the operations manual and procedures and otherdocumentssubmittedintheirplaceofoperation.Anofficeauditreportshallbedrawnthereafter.

Section6. In order to proceed with the witness audit, the Accreditation Section shallissueaNoticeofWitnessAudit (includingassessment teamcompositionandauditschedule)andthePre-WitnessAuditFormtotheapplicant.Requestforreschedule of the conduct of witness audit initiated by the applicant or byBAFS shall only be warranted up to two consecutive requests as long assupportedwithvalidreason/s.

Section7. A new team member is nominated from the NCOA-OCB members if theapplicant does not approve of any member of the assessment team on thegroundofconflictofinterest.

Section8. AnAssessmentTeampreparesawitnessauditplanbasedonthe itineraryofthe applicant’s inspectors and provide a copy to the applicant and itsinspector/s.

Section9. Resultsoftheauditarecommunicatedtotheapplicant.AnnexC(Guidanceonclassification of findings, timeline for implementation of correction andcorrective action by OCBs) shall be followed for the classification of findingsand the severity of potential non-compliances (NCs) arising from audits,timeline required to close NCs, and verification of implementation ofcorrectionandcorrectiveactionbyapplicant/OCBs.

Section10. Iftherearenomajornoncompliancesfound,theapplicantisrecommendedforofficial accreditation subject to the close-out of any minor noncompliancesraised.

Section11. Whenthereisoneormoremajornoncompliancesraised,theapplicantshallbesubjectedtoafollow-upvisitorreassessment.

Section12. TheAssessmentTeammay recommenddenial of official accreditation basedon the results of the assessment. Recommendation for denial of officialaccreditationshallbeforwardedtotheNCOA-OCBfordecision-making.

ARTICLEVIIDECISION-MAKINGANDGRANTINGOFOFFICIALACCREDITATION

Section1. The following criteria shall be considered when formulating decision on

whethertograntofficialaccreditation:1.1 Resultsofassessmentsandclosureofnon-compliances.

1.2 ForOCBwithvalidISO/IEC17065accreditationfromDTI-PAB,resultsof application anddocumentary review shall be thebasis for officialaccreditation.

1.3 For OCB undergoing renewal of Official Accreditation, results ofvalidation activities by the OAVT will be taken into consideration

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duringthedecisionmakingprocess.

Section2. Incarryingoutdecision-making,thefollowingprocedureshallapply:

2.1 The BAFS shall organize a NCOA-OCB meeting to deliberate on therecommendation(s)oftheAssessmentTeam.

2.2 Ifneitherissuesnornoncompliancesareraised,orallnoncompliances

havebeenaddressedbytheapplicantwithintheagreedperiodoftimein accordancewithAnnex C, the NCOA-OCB shall issue a Resolutionrecommending to the BAFS Director the issuance of OfficialAccreditationCertificate.

2.3 TheCertificateshall state thecertificationscope/sbasedonAnnexA

for which the Official Accreditation has been approved, and theeffectivityandvalidityoftheofficialaccreditation.

2.4 Incaseofadeniedapplication,theapplicantmayreapplyafterone(1)

monthfromthereceiptofdeniedstatusandshallfollowtheprocedurefromStep1,exceptwhenanappealhasbeenfiledandin-process.

ARTICLEVIIISURVEILLANCEOFORGANICCERTIFYINGBODIES

Section1. The NCOA-OCB shall conduct office and witness audits for surveillance

purposes. Witness audit sample size shall be 5% of the total number ofoperators or minimum of one (1) operator for each approved scope of anofficiallyaccreditedOCB.

Section2. Surveillance for officially accreditedOCB shall be conducted annuallywithinthe validity of the official accreditation, except for OCBs with validaccreditation to ISO/IEC 17065 which shall be conducted every other yearwithin the validity of the official accreditation without coinciding with thesurveillanceoftheirrespectiveaccreditationbodies.

Section3. The surveillance witness audits shall cover a representative range ofinspectors of officially accredited OCBs (for crop production, livestock,processing,etc.)andthedifferenttypesofoperators(individualorgroup).

Section4. Theoperatorsforsurveillancewitnessauditsshallbearepresentativesampleanditsselectionshallberisk-basedanddoneatrandom.

Section5. Inthecaseofreportsof frauds,mislabelingandothercomplaints,BAFSshallconductnecessaryactiondependingonthenatureofreportedcase.

ARTICLEIXDISPUTE

Section1. The BAFS defines a dispute as difference of opinion between the officially

accreditedOCBortheorganiccertificationbodytobeofficiallyaccreditedandtheBAFSwithregardto:

1.1 InterpretationofarequirementofapplicablePNSrelevantfororganic

agriculture;

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1.2 InterpretationofthisCircular;or

1.3 QualityprocedureoftheBAFSOfficialAccreditation.

Section2. TheofficiallyaccreditedOCBor theorganiccertificationbody tobeofficiallyaccreditedcanfileacaseofdisputetoBAFSDirectorinwriting.TheBAFSshallconsult with the parties involved and with the NCOA-OCB and makes adecisionbasedonthedocumentssubmittedbytheofficiallyaccreditedOCBorthe organic certifying body to be officially accredited to substantiate suchdispute.Thedecisionwillbecommunicatedtothepartiesinwriting.

ARTICLEXCOMPLAINTS

Section1. All complaints shallbe receivedbyBAFSandshall serveas referenceduring

assessments depending on the gravity, motive, and substance of thecomplaints.

Section2. ComplaintsagainstOCBshallbefirstlodgedwiththeOCBconcern.

Section3. For complaints regarding officially accreditedOCB, the followingproceduresshallapply:

3.1. Upon receipt of the complaint, either throughmail, personal delivery orelectronicdatamessages/electronicdocuments, it shouldbeacteduponby the concerned officially accredited OCB within fifteen (15) workingdays.Otherwise,thecomplainantmayfileacomplaintagainstanOCBwithBAFS.

3.2. ThereceiptofcomplaintshallbeacteduponbytheBAFS.

3.3. WheretheBAFSconsidersthecomplainttobesufficientlysubstantiated,itshall notify the OCB concerned and shall require a written explanationwithinfifteen(15)workingdays.

3.4. The written explanation provided by the OCB shall be referred to theNCOA-OCBforappropriateaction.

3.5. The NCOA-OCB shall convene to discuss the lodged complaint, writtenexplanation provided by the OCB concern, and come up withrecommendationsforconsiderationoftheBAFSDirector.

ARTICLEXISUSPENSIONOFOFFICIALACCREDITATION

Section1. Official accreditation is subject to suspension based on any of the following

grounds:

1.1 Failure to comply with the current or revised official accreditationguidelines;

1.2 FailuretocomplywiththeTermsandConditionssetforthfortheofficialaccreditation;

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1.3 Systemic failure of the operations manual or implementation thatdemonstratesinabilitytocomplywiththeregulations;

1.4 Failure to close out a previously issued noncompliance, within aprescribedtimeperiod;

1.5 UnjustifiedrefusaloftheofficiallyaccreditedOCBtoallowtheassessmentteam toaccess thepremises, facilities, recordsandpersonnel, asmaybenecessary,fortheconductofassessments/surveillance;

1.6 Deliberate violation of the regulations of the official accreditation,includingbutnotlimitedto:1.6.1 Engagementinorganicagricultureproductionduringthelifetime

oftheofficialaccreditationstatusasOCB;

1.6.2 Deviation of operations from the approved scope/s forcertification(includingdeviationsfromthedeclaredtechnicalandgeographicalscopeofoperation);and

1.6.3 Provision of any kind of consultancy services to certificationapplicants.

1.7 Violationofthenon-transferabilityconditionoftheOfficialAccreditationCertificate;

1.8 Falsificationorconcealmentofrecords;

1.9 RequestforvoluntarysuspensionbyanOfficiallyAccreditedOCBif it istemporarily unable to comply with the official accreditationrequirements.Requestforavoluntarysuspensionduringtheperiodthatan assessment is being carried out by the BAFS and NCOA-OCB is notallowed;and

1.10 Request by the officially accredited OCB to voluntary end its officialaccreditation,orpartofitsapprovedscope/sforcertification.

Section2. In case of validated report/s or complaints following the grounds forsuspension specified in Section 1 of Article XI, the BAFS through theNCOA-OCB, shall conduct an investigation. Additionally, BAFS can conduct its owninvestigationevenwithoutformalcomplaints(motupropio).

Section3. If warranted, the official accreditation or any of its approved certificationscope/smaybesuspendedorrevokedbasedontheresultsoftheinvestigationoftheBAFSthroughtheNCOA-OCB.

Section4. The order of suspension shall be effective and executory immediately uponproofofreceiptofthenotificationissuedbyBAFSbytheofficiallyaccreditedOCB.Thesuspensionshallbeforamaximumperiodofsix(6)months,subjecttoadjustmentsdependingonthecomplianceandimplementationofcorrectiveaction of the officially accredited OCB. However, failure of the officiallyaccredited OCB to undertake and implement appropriate corrective actionswithin the suspension period shall result in the revocation of the OfficialAccreditationCertificateoranyofitsapprovedscope/sforcertification.

Section5. Onceadecisiontomoveforwardwithsuspensionhasbeenmade,theofficiallyaccredited OCB will receive a written notice stating that its official

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accreditationoranyofitsapprovedcertificationscope/shasbeensuspended.Thenoticewillgenerallycontainthefollowingelements:

5.1 Statementofreason/sforsuchdecision;and

5.2 NotificationthatthesuspendedofficiallyaccreditedOCBhastherighttopursueanappealforreconsiderationfollowingtheproceduresasstatedinClause1.2ofSection1,ArticleXIIIofthisCircular.

Section6. During the suspension period, the officially accredited OCB shall not beallowedto:

6.1 acceptandprocessnewapplication/sforthesuspendedscope;6.2 accept,process,certify,andissuenewcertificate/s,incaseofsuspension

ofthewholeofficialaccreditation.

Section7. However, applications for other scopes not covered by the suspension, andthose on-going applications received prior the effectivity of the suspensionmaystillbeprocessedbytheofficiallyaccreditedOCB.

Section8. Inordertoprocessrequestforreconsiderationoflapsedofficialaccreditation,theapplicantmustcompletetheapplicationprocessasstipulatedinArticleVandVIofthisCircular.

Section9. TheBAFSshallnotifyinterestedpartiesandthepublicofthesefinaldecisionsanditsstatusthroughsuitablemedia.

ARTICLEXIIREVOCATIONOFOFFICIALACCREDITATION

Section1. Official accreditation is subject to revocation based on any of the following

grounds:

1.1 Failure to comply with the current or revised official accreditationguidelines;

1.2 FailuretocomplywiththeTermsandConditionssetforthfortheofficial

accreditation;1.3 Systemic failure of the operations manual or implementation that

demonstratesinabilitytocomplywiththeregulations;1.4 Failure to close out previously issued noncompliance/s, within a

prescribedtimeperiod;1.5 Unjustified refusal of the officially accredited OCB to allow the

assessmentteamtoaccessthepremises,facilities,recordsandpersonnel,asmaybenecessary,fortheconductofsurveillance;

1.6 Deliberate violation of the regulations of the official accreditation,

includingbutnotlimitedto:

1.6.1 Engagement in organic agriculture production during thelifetimeoftheofficialaccreditationstatusasOCB;

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1.6.2 Deviation of operations from the approved scope/s forcertification (including deviations from the declared technicalandgeographicalscopeofoperation);and

1.6.3 Provision of any kind of consultancy services to certificationapplicants.

1.7 Violationofthenon-transferabilityconditionoftheOfficialAccreditationCertificate;

1.8 Falsificationorconcealmentofrecords;

1.9 Request by the officially accredited OCB to voluntary end its officialaccreditation;

1.10 Failuretoimplementcorrectiveactiontoliftadeclaredsuspension;and

1.11 Recurringsuspensionofanyofthescopeswithinthevalidityofofficialaccreditation.

Section2. In case of validated report/s or complaints following the grounds forrevocation specified in Section 1 of Article XII, the BAFS through theNCOA-OCB, shall conduct an investigation. Additionally, BAFS can conduct its owninvestigationevenwithoutformalcomplaints(motupropio).

Section3. If warranted, the official accreditation or any of its approved certificationscope/smayberevokedbasedontheresultsoftheinvestigationoftheBAFSthroughtheNCOA-OCB.

Section4. The order of revocation shall be effective and executory immediately uponproofofreceiptofthenotificationissuedbyBAFSbytheofficiallyaccreditedOCB.

Section5. Onceadecisiontomoveforwardwithrevocationhasbeenmade,theofficiallyaccredited OCB will receive a written notice stating that its officialaccreditation or any of its approved certification scope/s has been revoked.Thenoticewillgenerallycontainthefollowingelements:

5.1 Statementofreason/sforsuchdecision;and

5.2 NotificationthattherevokedofficiallyaccreditedOCBhastherighttopursue an appeal for reconsideration following the procedures asstatedinClause1.2ofSection1,ArticleXIIIofthisCircular.

Section6. Inordertoprocessrequestforreconsiderationoflapsedofficialaccreditation,theapplicantmustcompletetheapplicationprocessasstipulatedinArticleVandVIofthisCircular.

Section7. TheBAFSshallremovetheOCB’snamefromallthepublishedlistofofficiallyaccredited OCB and shall immediately cancel the official accreditationcertificateoftheOCB.

Section8. TheBAFSshallnotifyinterestedpartiesandthepublicofthesefinaldecisionsanditsstatusthroughsuitablemedia.

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ARTICLEXIIIAPPEALS

Section1.Theappealproceduresshallapplyinthefollowingsituations:

1.1 DenialofIssuanceofOfficialAccreditationofOCB

1.1.1 The applicant may file an appeal with BAFS to reconsider suchdecision attaching substantial documentation or the strategies toaddressthecauseofsuchdecisionwithinfifteen(15)calendardaysfromreceiptofnotificationfordeniedapplication.

1.1.2 The NCOA-OCB shall evaluate the proposed remedial actionsincluding the implementation timeline of the OCB to be officiallyaccredited,andshallsendacopyofthedecisiontothesaidOCBforitsimplementation.

1.1.3 TheapplicantshallnotifytheBAFSofitscompliancebysubmittingobjective evidences of actions taken. Within fifteen (15) workingdays, an assessment team shall validate the evidence ofimplementationofthecorrectiveactionplan.

1.1.4 The NCOA-OCB shall review, evaluate, and decide on the filedappealbasedontheassessmentreport.

1.1.5 IftheNCOA-OCBdecidesthatreconsiderationisnotwarranted,theappealwill be denied stating the reasons and a reiteration of theOCB’srighttopursueitsapplicationone(1)monthafterthedenialoftheappeal.

1.1.6 IftheNCOA-OCBdecidesthattheappealismeritorious,theNCOA-

OCBmayreversethedenialdecisionandproceedwiththegrantingofofficialaccreditationasprovidedinClauses2.2to2.3,Section2ofArticleVII.

1.2 Suspension/RevocationoftheOfficialAccreditationCertificate

1.2.1 TheofficiallyaccreditedOCBmayfileanappealwithBAFSthrough

formal written request within fifteen (15) calendar days fromreceiptofnoticeofsuspension/revocation.

1.2.2 Theappealmustbeaccompaniedbyareportspecifyingthemajordocumentederrorsof factandhowsucherrorscontributedtothesuspension/revocation decision, together with other relevantsubstantiatingdocumentation.

1.2.3 TheBAFSshallgrantordenytheofficiallyaccreditedOCB’sappealof the suspension/revocation decision based on the statement ofreason/s and submitted documented facts within thirty (30)calendardays fromreceiptof theappeal.Theactionwillbebasedsolelyon the report and the supportingdocumentation submittedbytheofficiallyaccreditedOCBinaccordancewiththenatureofthenon-conformancethatledtothesuspension/revocationdecision.

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1.2.4 If the NCOA-OCB decides that the appeal is not meritorious, theappealwillbedeniedwithastatementofreasonsandsuchdecisionshallbefinalandexecutory.

1.2.5 In case the appeal on the original suspension decision ismeritorious, the BAFS shall lift the suspension or reverse therevocation decision based on the recommendations of the NCOA-OCB,andgrantofficialaccreditation.

1.2.6 The decision for the appeal of suspension/revocation shall bedecidedbymajorityvoteoftheNCOA-OCB.

ARTICLEXIVVALIDITYOFTHEOFFICIALACCREDITATIONOFOCB

Section1. Thevalidityoftheofficialaccreditationshallbefive(5)years.

Section2. The BAFS shall notify the officially accredited OCB to apply for renewal ofofficial accreditation, six (6) months prior to the expiration of its officialaccreditation.

Section3. The rights and privileges as an officially accredited OCB shall not betransferable.

ARTICLEXV

CHANGEINCERTIFICATIONSCOPEOFOCBSection1. If an officially accredited OCB applies for any change, either extension or

reductionoftheirapprovedscope/sforcertification,theOCBshallsubmitanapplication for change of scope including necessary documentation tosubstantiate the request to enable the NCOA-OCB for evaluation and, ifdeemednecessarybytheNCOA-OCB,forconductofassessments.

Section2. Assessment iscarriedoutaspartof thesurveillancevisitorassessment forrenewal. The expiry date of the additional scope/s shall be identical to theexpiry date of the original certificate of official accreditation. The originalcertificate,TermsandConditionsandotherassociateddocumentofOfficialAccreditationarerevisedtoincludetheextendedscope/s.

Section3. TheBAFSmaydecidetoreducethescopeofofficialaccreditationtoexcludethose parts where the OCB has persistently failed to comply with theseguidelines andwith the Terms and Conditions of the official accreditation,includingcompetence.

Section4. Final review of the recommendation for extension or reduction of scopesshallbedonebytheNCOA-OCBiftheassessmentiscarriedoutaspartofthereassessment or by the BAFS Accreditation Section if the assessment iscarriedoutaspartofsurveillanceassessment.

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ARTICLEXVIUSEOF‘ORGANIC’MARK

Section1. TheBAFSshallissuethe‘Organic’marktotheofficiallyaccreditedOCB.

Section2. The ‘Organic’mark shall beprovidedby theofficially accreditedOCB to itsclientwithactivecertification.Themarkshallalwaysaccompanythelogoofthe OCB and its official accreditation number and may appear only on,organiccertificateissuances,andonallcertifiedproductsunderitsscopeofcertification.

Section3. Specificdetailsandguidelinesontheuseofthe‘Organic’markisindicatedinAnnexE(Guidelinesfortheuseof‘Organic’mark).

ARTICLEXVIICONFIDENTIALITYANDIMPARTIALITY

Section1. AllpersonnelinvolvedintheOfficialAccreditationofOCBshalladheretothe

principlesofconfidentialityandimpartiality.

Section2. Information on production practices, ingredients, customer list, complaintlog, etc., submitted by applicants for approval shall not be released in anyformtoanypartyortothepublicingeneralwithoutwrittenpermissionfromtheapplicantorofficiallyaccreditedOCB.

Section3. However, the following general informationmaybemade accessible to thepublic:

3.1 Name,addressandcontactdetailsoftheOCB;

3.2 Effectivitydateandvalidityoftheofficialaccreditation;

3.3 Approvedscopeofofficialaccreditation;

3.4 List of operators with approved certification including the scope,validity,productsandareacovered,andanyotherdetails thatmaybereleasedforpublicaccess;

3.5 Anyinformationtocomplywithacourtorder;and

3.6 Any information to comply with a request from the NCOA-OCB,investigatinganallegedcomplaint.

ARTICLEXVIIIANNEXES

Section1. The following annexes, or any part thereof, referred to in this Circular are

deemedintegralpartofthisdocument:

1.1 Organiccertificationscheme;

1.2 Step-by-stepofficialaccreditationprocedure;

1.3 Guidance on classification of findings, timeline for implementation ofcorrectionandcorrectiveactionbyOCBs;

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1.4 ResponsibilitiesofOrganicCertifyingBodies(OCB);and

1.5 Guidelinesfortheuseof‘Organic’mark

ARTICLEXIXTRANSITORYPROVISIONS

Section1. The officially accreditedOCBs shall be given a transition period of one (1)

year upon registration of the PNS relevant to organic agriculture to theBureau of Philippine Standards (BPS) of the Department of Trade andIndustry to implement the registered standard. The previously issued PNSwillstillbeeffectiveduringtheremainingperiodofthetransitionperiod.

Section2. TheofficiallyaccreditedOCBsshouldhaveamechanisminplacetoinformitsclientsthatofanewlyregisteredPNSandthetransitionperiod.

ARTICLEXXSEPARABILITYCLAUSE

Shouldanyprovisionof thisDepartmentCircularoranypart thereofbedeclared invalid,theotherprovisions,sofarastheyareseparable,shallremaininforceandeffect.

ARTICLEXXI

REPEALINGCLAUSE

All rules and procedures or parts of said rules and procedures of pertinent guidelinesinconsistent with this Department Circular are hereby repealed by this DepartmentCircular.

ARTICLEXXIIAMENDMENTS

This Department Circular shall be reviewed as deemed necessary by the NCOA-OCB.Revisions shall take into consideration significant changes due to legal, market, orstandardsdevelopments.

ARTICLEXXIIIEFFECTIVITY

This Department Circular shall take effect fifteen (15) days after its publication in theOfficialGazetteand/orinanewspaperofgeneralcirculationanditsfilingwiththeNationalAdministrativeRegisteroftheUniversityofthePhilippinesLawCenter.APPROVEDBY:EMMANUELF.PIÑOLSecretary

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AnnexA(normative)

Organiccertificationscheme

OperationsmanualofOCBshouldexplicitlyreflectthefollowing:A.1 FunctionsandactivitiesfortheorganiccertificationprogramoftheOCBTheOCBshall,atminimum,includethefollowingfunctionsandactivities intheirorganiccertificationprogram:

⏤ Evaluation,combinationofselectionanddeterminationofcharacteristics(Selection, including planning and preparation of activities, specifications ofrequirements, e.g. normative documents, sampling, as applicable;Determination of characteristics, as applicable by: (a) Testing, (b)Inspection,(c)Designappraisal,(d)Assessmentofservices/processes,and(e)Otherdeterminationactivities,e.g.verification;)

⏤ Review - Examining the evidence of conformity obtained during thedetermination stage to establish whether the specified requirements havebeenmet;

⏤ Decision on certification - Granting, maintaining, extending, reducing,suspending,withdrawingcertification;and

⏤ Attestation - Issuing a certificate of conformity or other statement ofconformity(attestation)

A.2 StandardandNormativeDocumentsThePhilippineNationalStandards(PNS)relevanttoorganicagriculture,againstwhichtheorganicproductionanditsproductsareevaluated,aretherecentversionofthefollowingstandards:

⏤ PNSfororganicagriculture;

⏤ PNSfororganicaquaculture;

⏤ PNSfororganicsoilamendments;

⏤ PNSfororganicbiocontrolagents;

⏤ PNSfororganicmilledrice;and

⏤ PNSfororganicaquaculturefeeds.

TheapplicablePNSrelevanttoorganicagriculturethatwillbedevelopedaftereffectivityofthis Circular shall become a normative document for this organic certification schemeunless the purpose of the standard/s are otherwise not necessary for the organiccertification.

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A.3 GeneralrequirementsforcertificationOrganiccertifyingbodiesshallenforcethescopingschemeforcertificationfoundinTableA.1:

TableA.1--Scopesforcertification,codingsystem,anditsdescription

Scope Code Description

CropProduction CP For production of unprocessed plant produce: primaryand post-harvest agricultural products of plant originintendedforfood

AnimalProduction

AP For production of live animals or unprocessed animalproduce:primaryandpost-harvestagriculturalproductsofanimaloriginintendedforfood;includingbeekeeping

SpecialProducts(Wild harvestingand mushroomproduction)

SP-WH;SP-MP

Forproduction of cultivatedmushrooms andherbs; andplantsorportionsofplants,mushrooms,andhoney thatare collected or harvested from defined sites which aremaintained in a natural state and are not cultivated orotherwisemanaged

Processing

Pr For processing and prepackaging of agricultural andfisheryproductsforuseasfood

Aquaculture

Aq For production of primary and post-harvest fisheryproductsintendedforfood

Inputs

General AI-Gen For production of organicmaterials allowed for organicagriculture production and processing such as seeds,plantpropagationmaterialsandstocks

AquacultureFeeds

AI-AqF Forproductionoforganicaquaculturefeeds,eitherfarm-madeorcommercial, for cultureofaquaticanimals suchasfishandcrustaceans

OrganicSoilAmendment

AI-OSA

Forproductionoforganicsoilamendments

OrganicBiocontrolAgents

AI-OBCA Forproductionoforganicbiocontrolagents

Recognition ofnon-PNS organiccertificate

RC For products third party certified using other organicstandards validated equivalent to the applicablePNS fororganicagriculture

a) OCBsshalldeclarefulladoptionoftherecentversionofapplicablePNSrelevantto

organicagriculture.

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b) OCBsshallensurenon-discriminatorycertificationrequirementstoalltheoperatorsoforganicagriculture.

c) Theorganiccertificationsystemshouldbebasedonwrittenagreements,withclear

responsibilitiesofallpartiesinvolvedinthechainofoperationsforproductionofanorganicproduceand/orproduct.Theoperators shouldsigncontracts/agreementsrequiringthemto:⏤ FollowtheapplicablePNSandotherregulatoryrequirementsasprovidedfor

inthisCircular;

⏤ Giveaccesstothecertificationbodyordesignatedauthorityandprovideanynecessaryinformationforthirdpartyauditinspectionpurposes,e.g.accessto:

- all relevant units and facilities of the organic operation including thenon-organicproductionandhandlingunitsassociatedbyownershipormanagementtotheoperator;

- accounts and sales related records of the organic operation for thepurposes of traceability of origin, nature and quantities of all rawmaterials bought, and the use of such materials. In addition, writtenand/or documentary accounts should be accessed of the nature ,quantitiesandconsigneesofallagriculturalproductssold;

- its record-keeping system adapted to the scope of certification thatenablestheOCBtoretrieveinformationnecessaryforverificationoftheproduction, storage,processing,purchaseandsale; andother relevantdocumentationtoprovideadequateinspectiontrailsandtraceabilityoforganicproductand/orproducts;and

- information regarding all complaints received by the certified clientsrelatingtothecertifiedproducts;

⏤ Notify the OCB of any change that may affect the ability of the operator toconformwiththeapplicableorganiccertificationrequirements;and

EXAMPLE Change may refer to changes in group membership, plantation areas, or type ofproducts,etc.

⏤ ProvidetheOCBwithinformationregardinganypreviousorganiccertificationand/orothercertificationschemecurrentlyundertakenorinprogress.

⏤ Provide the OCBwith the updated information on the scope of certification,which the operator maintains or intends to maintain for ensuring organicintegrity.

A.4 Resourcerequirements

a) OCB Personnel. The OCB should ensure that its personnel have sufficientknowledge on the applicable PNS, and regulatory requirements of this Circularrelevant to organic certification. The OCB should employ and have access tosufficientnumberofpersonnel.

b) QualificationCriteria.ThefollowingcriteriashouldbeappliedforOCBpersonnelinorganiccertification,whichshouldincludebutnotlimitedto,asappropriate,thecontractreviewpersonnel,inspectionandevaluationpersonnel,technicalreviewersanddecision-makers.Thesepersonnelshouldhave:

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⏤ Sufficient background and knowledge in agriculture and/or food technology.The requirements may vary based on the functions undertaken by thepersonnel and the product category. Knowledge may be gained typicallythrough educational qualification and/or experience, adequate to provideknowledge of organic products andprocesses. Personnel should be qualifiedonthebasisofuseofappropriateevaluationmethods.

NOTE A number of evaluation methods like review of records; feedback; interviews;observations/witness;andexaminationcanbeusedtoevaluateknowledgeandskills

⏤ Received appropriate training with respect to organic agriculture, food,processing, trade, specific production areas (e.g.mushroom production) andapplicable PNS and other regulatory requirements relevant to organiccertification.

⏤ Gainedexperiencebyparticipationinsufficientnumberof inspection/sor itsequivalent man-days as defined by the OCB for personnel involved ininspectionandevaluationactivities.

c) Decisions on organic certification shall be undertaken by a competent person orCommitteefulfillingthesamequalificationcriteriacitedabove.

d) TheOCBshallactivelyidentifytrainingatentrylevelaswellasbasedonneedsanddeveloptrainingprogrambasedonsystematicperformancereviewsandprovide,asnecessary,trainingtoitsstaffontherequirementsoftheapplicablePNSandotherregulatory requirements identified by the BAFS, the organic certification scheme,and relevant methodologies. Adequacy of such training plans, training andevaluationrecords,andtherelatedmaterialsshouldbemaintained.

e) Theperformanceassessment shallbedone regularly foreachevaluator/inspectorshould include observation of a sufficient number of on-site inspection/s or itsequivalentman-daysasdefinedbytheregulationsoftheBAFS,normallynotlongerthan every three years, unless there is sufficient supporting evidence that theinspectoriscontinuingtoperformcompetently.

A.5 ProcessRequirements

General

a) OCBs shall have defined requirements for its functions as well as certificationprocessrequirements.

b) OCBs shall take into consideration explicitly the following aspects as applicable:

retroactive recognition of conversion period, separation and inspection of non-organic production units, parallel/split production, group certification and wildcollection.

c) OCBs shall have available and implement policies and procedures for risk-basedinspections,recognitionoforganiccertificationbyCBsnotusingthePNSrelevanttoorganic agriculture, management of deviations, non-conformities and correctiveactions,exchangeofinformationbetweenCBsandBAFSasthecompetentauthority.

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Application

a) When accepting an application, an OCB shall ensure availability of all thebackground information in respect of the operator, andwhether another CB haddeniedcertificationtotheapplyingoperator.

b) OCBs shall also have a documented system for corroborating the information

receivedfromtheOCBwhohadpreviouslycertifiedtheoperator.

Inspection

a) OCBsshallensuresufficiencyinnumberandtechnicalcompetenceofinspectorsforalloftheirapprovedscopesofofficialaccreditation.

b) OCBs shall ensure that sufficient inspection is conducted, following the inspection

protocols set by the OCBs in accordancewith the international best practices forinspection such as identification of organic critical points (OCP), prior anycertificationdecision.

c) The inspection protocol of the OCB shall at the very minimum undertake the

following:

⏤ interviewswithrelevantpersonnel;

⏤ assessment of the production, processing and handling system by means ofvisits to facilities, fields and storage units (whichmay also include visits tonon-organicproductionunits);

⏤ documentreviews(manuals,protocols, internalcontrolsystems,etc).Reviewof records and accounts in order to verify flow of goods (production/salesreconciliationonfarms, input/outputreconciliationandthetracebackauditsinprocessingandhandlingfacilities);

⏤ identificationofareasofriskandorganicintegrity;

⏤ critical analysis of mass balance and traceability of records (i.e. productionrecords,salesrecords,etc);and

⏤ verification that changes to the standards and to requirements of thecertification body have been effectively implemented, and that correctiveactionshavebeentaken.

d) Inspectionexpensesincurredbyinspector/sshouldbeabsolutelynecessaryintheperformance of the assignment, and supported by receipts, chargeable to theorganicoperatorsubjectedtoinspection.

e) Special treatments or lavish preparations for inspectors is strictly prohibited to

ensureunbiasedperformanceofinspectionanditsdecision.

f) TheOCBsshallimplementapublicnotificationmechanismonchangesinthelistofbonafideinspectorsandothertechnicalstaffundersupervision.

Sampling

a) The CB shall have documented policies and procedures generally including the

following:

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⏤ Systemforidentificationofcasesinwhichsamplesshouldbetakenforanalysiswhere,useofasubstanceprohibitedbythePNS,issuspected.

⏤ Aprocedureonhowtotakesamplesandsendthemtothelaboratory.

⏤ Thenumberofsamplestobetakenandthefrequencyofsampling.

b) The following provisions shall apply to officially accredited OCBs, competentauthorities, and DA regulatory agencies who submit samples from organicagricultureandfisheryestablishment/farmforlaboratorytestingandanalysis.

c) Samplesshallbecollectedforlaboratorytestingandanalysisbasedonthelevelof

riskoftheorganicagricultureproductionorprocessingoperationand/orbasedontheriskcategoryoftheproduct/sorcommodity/s.

d) Samplingmethods for organic soil amendments stipulated in the PNS forOrganic

SoilAmendmentsshallbefollowedbytheOCBs.

e) Officially accredited OCBs shall follow appropriate sampling methods based oninternational best practices and in their quality procedures for commodities notcoveredbythePNSforOrganicSoilAmendments.

f) OriginallaboratoryresultsshouldbeprovidedbytheOCBtogetherwiththeorganic

certificatetotheconcernedoperatorfortheirproperdocumentation.

Testing

a) SamplestakenbytheOCBsshallbeanalysedintestinglaboratoriesqualifiedbasedon the Section A.7 (Laboratory selection criteria, and minimum parameters foranalysis)ofthisAnnex.

b) Acopyof laboratoryresultsshallbekeptandmaintainedbytheOCBs.OCBsshallinformtheoperatoroftherespectiveresultsoftheanalysis.

Review

a) OCBsshallassignatleastonepersontoreviewallinformationandresultsrelatedto

the evaluation (inspection, sampling, testing). The review shall be carried out byperson(s)whohavenotbeeninvolvedintheevaluationprocess.

b) Recommendations for a certification decision based on the review shall bedocumented, unless the review and the certification decision are completedconcurrentlybythesameperson.

Certificationdecision

a) No organic certification shall be issued to produce/products under in-conversion

period.

Certificationdocumentation

a) OCBs shall ensure that issued certificate has the effectivity duration of one yearfromthedateofissuanceofthecertificate.Certificationeffectivityshouldstartuponfullcomplianceofalltherequirementsofcertification.

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b) Attheminimum,organiccertificatesissuedbytheOCBsshouldhavethefollowinginformation:

⏤ Logo/sealoftheconcernedOCB;

⏤ NameandcontactdetailsoftheOCB;

⏤ Uniquecertificatenumber;

⏤ Nameoftheestablishment/farm;

⏤ NameoftheAuthorizedrepresentativeoftheestablishment/farm;

⏤ Addressoftheestablishment/farm;

⏤ Standardsorcertificationschemeusedandapprovedforcertification;

⏤ ApprovedcertificationscopeusingthecodingsystemfoundinTableA.1;

⏤ Approvedproduct/sorcommodity/stobelabeledorsoldasorganicincludingbrandname/s,identifiedbytypeorrange,andapprovedproductionvolumeorquantity;Fororganicrice,includeasattachmenttothecertificatethevarietiesofriceand/oritsgeneraldescription;

⏤ Numberofunitscertified,e.g.processingunit,packagingunitand/orstorageunit,andthetotalarea;

⏤ Namelistofgroupmembersaswellastheiraddressesandlocationsshouldbeincludedasanattachment,incaseofgroupcertification

⏤ OfficialAccreditationNumberoftheOCB;

⏤ OrganicMark(SeeAnnexEofthisDepartmentCircular);

⏤ DateofIssuance;

⏤ DateofExpiry;and

⏤ Nameandsignatureoftheauthorizedrepresentative/softheOCB.

Surveillance

a) OCBsshallimplementasystemanddocumentedproceduresinconductingoperatorrisk-basedsurveillanceactivitiesincluding:⏤ a full physical inspection is undertaken, at least once a year, of the organic

production,post-harvest,processing,handling,packagingandstorageunit/s.

⏤ additional occasional unannounced visits/inspections should also beundertakenaccordingtoneedoratrandom.

⏤ In the case of reports of frauds, mislabeling and other complaints, the OCBshouldconductnecessaryinvestigationincluding,butnotlimitedto,inspectionanddocumentreview,dependingonthenatureofreportedcase.

A.6 Groupcertification

a) Scope.TheOCBshouldlimitthescopeofgroupcertificationtogroupsthatfulfillthefollowingrequirements:⏤ Thegroupshouldbe constitutedof registeredoperationswithina functional

internalcontrolsystem;

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NOTEThisrequirementdoesnot limitthearrangementto farmers.OtheroperationsorganizedcollectivelymayalsobeincludedprovidedtheotherrequirementsinA.6aremet.

⏤ Large farmingunits, simpleprocessingunits and tradersmaybe includedaspartofagroupbutshouldbeinspecteddirectlybytheOCBinaccordancewithSection 7.5.2 of the IFOAM Norms for Organic Production and Processing(version2014).

⏤ Simple on-farm processing and storage units may be included as part ofsampleinspectionarrangementaslongastheseentitiesoperateaspartofthesmallholdergroup;

⏤ Nogroupofprocessingunitsandtraderscanapplyforgroupcertification;

⏤ Groupmembersshouldbeingeographicproximity;

⏤ Thegroupshouldbe largeenoughandhavesufficientresourcestosupportafunctional internalcontrolsystem(ICS)thatassurescomplianceof individualmemberswithproductionstandardsinanobjectiveandtransparentmanner;

NOTE The requirement refers to the three factors that the size of the group should ensuresufficient resources, transparency, and impartiality. The OCB must determine whether thegroupislargeenoughtosatisfythesefactors.

⏤ Thegroupshouldhavecoordinatedmarketing.

b) Requirements.Groupcertificationshouldrequirethatatleast:⏤ The entity shouldbe the group as awhole. Thismeans that groupmembers

cannotusetheorganiccertificationindependently(i.e.marketingasseparateindividualmemberoutsideofthegroup’sinternalcontrol).

⏤ Thegroupshouldbecomposedofaminimumoften(10)members.

⏤ Aneffectiveanddocumentedinternalcontrolsystem(ICS)shouldbeinplaceand that there are competent personnel managing and implementing thesystem.ThesystemshouldincludeadocumentedmanagementstructureoftheICS.

⏤ Ageneraldescriptionoftheoperationwiththedefinitionofthetypeofgroup(suchascooperative,association,exporterwithproducersundercontract).

⏤ Internal inspection protocol should be described and implemented.Inspections of all group members for practices in accordance with A.5 -InspectionofthisAnnexshouldbecarriedoutbytheICSatleastannually.

⏤ Internal inspectors should be designated by the group to carry out internalinspection.Theyshouldreceivesuitabletraining.TheICSshouldsetoutrulesto eliminate or minimize potential conflicts of interest of the internalinspectors.

⏤ A clear description and identification of the production units and groupmembersshouldbeonfileandavailableatalltimes.

⏤ Amechanism to include newmembers and to implement sanctions on non-conforminggroupmembersshouldbeinplace.

⏤ The relationship of themanagement body to each of the groupmember, therelationship between group members and conflict of interest should beevaluatedbytheOCBpriortoissuanceofthecertificate.

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⏤ Riskassessmentsshouldbeconducted.

NOTERiskassessmentsshouldbedonebyboththeOCBandthegroup.

⏤ Thecoredocumentationiscomplete,whichincludes:

- AppropriateMaps/sketches;

- A complete list of the groupmembers and status of themembers to theICS;

- Farm/fieldand/orprocessingrecords;

- Yieldestimates;and

- Signedmemberagreements.

c) Contracts. Group certification should require that the management body of thegroup sign a written contract with the OCB specifying the responsibilities of thegroup. The contract should require that the group management obtain signedobligations fromall groupmembers to complywith the applicablePNSandotherregulatoryrequirementsrelevanttoorganiccertification,andtoallowinspections.

d) AccesstoStandards.AllgroupmembersshouldhaveaccesstotheapplicablePNS,and other regulatory requirements or the relevant sections of standards andrequirementspresentedinawayadaptedtotheirlanguageandknowledge.

e) ExternalInspection.TheOCBshouldconductexternalinspectionsasfollows:

⏤ InspectionofthegroupshouldbecarriedoutbytheOCBatleastannually.

⏤ The inspection visit should include both inspection for conformity with theapplicable PNS and other regulatory requirements relevant to organiccertificationandanevaluationoftheeffectivenessoftheICS.

⏤ InspectionofasampleofgroupmembersshouldbeundertakenbytheOCB.

⏤ Determining theriskclassificationof thegroupandsamplenumberofgroupmemberssubjecttoexternalinspectionshouldtakeintoaccountthefollowingaspects:

- Thenumberofoperationsinthegroup;and

- Theoutcomeoftheriskassessmentofthemanagementstructure(low,mediumorhighrisk)whichinclude,butarenotlimitedto:

- Thevalueoftheproduce/productsandthedifferencebetweenthepriceoftheorganicandnon-organicproduce/product;

- Degree of similarity of the production systems and the cropswithinthegroup;

- Risksforcomminglingand/orcontamination;and

- Experience of the group, (i.e. number of years in operation,numberofnewmembersregisteredannually,natureofproblemswithin the organization, potential conflicts of interest and staffturnover).

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⏤ Determination of the number of group members subject to annual externalinspection for group certification should be calculated by taking the squarerootofn,wherenisthetotalnumberofgroupmembersorfive(5),whicheverishigher.

⏤ The sample should be selected based on a combination of risk-based andrandom selection. The risk factors may include the number of years anindividual group member has been into organic production, post-harvest,processing, handling, packaging and storage, their size, location and/oridentifiedrisk.

⏤ The production, post-harvest, processing, handling, packaging and storageunitsvisitedbytheexternalinspectionbodymustbepredominantlydifferentfromoneyeartotheother.Largerproductionunits,processors,andexportersshouldbeinspectedannuallybytheOCB.

f) EvaluationandAssessmentofICS.ThefollowingshouldbeappliedinevaluatingtheICS:

⏤ Internal inspections of all group members should be carried out at leastannually; new group members are only included after internal inspections,accordingtoproceduresagreedwiththeOCB;

⏤ Sample external inspections should be carried out with the relevantdocuments from the internal inspection and themethods and results of theinternal inspection should be compared with the results of the externalinspection to determinewhether the inspections of the ICS have adequatelyaddressedthecomplianceofgroupmembers;

⏤ Instances of noncompliance have been dealt appropriately by the ICS andaccordingtoadocumentedsystemofsanctions;

⏤ AdequaterecordsofinspectionshavebeenmaintainedbytheICS;

⏤ The group members understand the applicable PNS and other regulatoryrequirementsrelevanttoorganiccertification;and

⏤ The external inspector is encouraged to witness audit a number of internalcontrolinspectors.

g) Records. TheOCB shallmaintainbasicdataonall groupmembers, in addition tocertification records of the group as awhole. A standardized form containing thebasic data should be completed and updated by the group management whichincludes: Identification code, name, location (at least on an area map), year ofentranceintothecertificationsystem,dateoflastinternalandexternalinspection,numberofhectares,certifiedcrops,sales,andyieldestimates.

h) Responsibility. The group should be responsible for conformance of all groupmembers. The ICS should include the application of sanctions to individual groupmembers who do not conform with the applicable PNS and other regulatoryrequirementsrelevanttoorganiccertification.ThegroupshouldinformtheOCBofthe irregularities and noncompliances found, as well as the corrective actionsimplemented.

i) Sanctions.Intheeventofnoncompliancesbythegroupand/oritsgroupmembers,sanctions should be issued commensurate with the severity of the non-

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conformance. Failure of the ICS to detect and act on non-conformances shouldinvoke sanctions on the group as awhole. In caseswhere it finds the ICS to lackreliabilityandeffectiveness,theOCBshouldapplysanctionstothegroupasawhole,including,incaseofseriousdeficiencies,thewithdrawaloftheorganiccertificationofthegroup.

A.7 Laboratoryselectioncriteria,andminimumparametersforanalysis

a) OCBs should primarily consider the following when selecting a laboratory fortestingandanalysisofthesamplestakenfromtheoperatororgroup:

⏤ Laboratoriesshould,firstandforemost,holdcurrentaccreditationtoISO/IEC

17025:2005,Generalrequirementsforthecompetenceoftestingandcalibrationlaboratories.

⏤ Laboratories should provide evidence that their analytical method isappropriate for the submitted sample and that suitable validation data areavailable.

b) Laboratories should be able to provide any of the testing services essential toorganicagricultureincludingsoilnutrientanalysis,multi-pesticideresidueanalysis,heavymetalanalysis,microbiologicalanalysis,andfertilizeranalysis.

c) OCBs should have mechanism to verify the competence of the outsourced third-partylaboratories.

d) During inspection, the inspector may take samples to validate the doubt onrisk/basedonrisk.

e) For organic soil amendments, the applicable parameters (specifications, heavymetals,andpathogens)indicatedintherecentPNSfororganicsoilamendmentsforshouldappearinthelaboratoryresults.

NOTE1WhenthereisnoavailablelaboratoryduetoabsenceofaccreditationtoISO/IEC17025:2005for a certain laboratory test or due to the remote location of the organic operator, the OCB shouldconsiderthe laboratorieswithoutaccreditationhowever,competenceandcalibrationofequipmentofsuchlaboratoryshouldbeevident.

NOTE 2 DA laboratories, such as the National Pesticide Analytical Laboratories of BPI (BPI-NPAL),Laboratories of the Bureau of Soils and Water Management (BSWM), Regional DA IntegratedLaboratories,andDepartmentofScienceandTechnology(DOST)RegionalLaboratoriesshouldalsobeconsideredbytheOCB.

A.8 Certificationcost

a) OCBsshalladheretothegeneralprinciplesprescribedtherein.

b) Certificationcostshouldonlyincludethefollowing:

⏤ application/administrativefees;

⏤ inspection fees (includingprofessional feeperday, food, travelling expenses,andaccommodation,ifnecessary);

⏤ certificationfees;and

⏤ laboratoryanalysisfees.

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c) OCBsshallensurefairandjustcollectionoffeestocovertheresourcesrequiredfortheoperationoftheOCBandensurestability.

d) OCBsshallprovidethebreakdownofexpensespriorcollectingfeeswiththeclients.

A.9 Publiclyavailableinformation

a) OCBsshouldmaintain(throughpublications,electronicmediaorothermeans),andmakeavailableuponrequest,thefollowing:⏤ information about (or reference to) the certification process, including

evaluationprocedures,rulesandproceduresforgranting,formaintaining,forextending or reducing the scope of, for suspending, for withdrawing or forrefusingcertification;

⏤ a description of themeans by which the OCB obtains financial support andgeneralinformationonthefeeschargedtoapplicantsandtoclients;

⏤ a description of the rights and duties of applicants and clients, includingrequirements, restrictions or limitations on the use of the OCB’s name andcertificationmarkandonthewaysofreferringtothecertificationgranted;

⏤ informationaboutproceduresforhandlingcomplaintsandappeals.

b) OCBsshallhaveprocessesforinformingallconcernedincludingtheprospectiveandpresentcertifiedoperatorsabouttheapplicablePNSandotherrelevantregulatoryrequirementstoorganiccertification.

c) OCBs shall clearly identify the standards and requirements used for the different

productcategories.Theseshallbeavailabletotheoperatorandpubliclyaccessible.

d) The detailed information regarding applicable PNS and other relevant regulatoryrequirements against which the products will be certified and the certificationprocesses,aswellasscheduleoffeesshouldbemadeavailablethroughpublicationsandelectronicmedia.

e) OCBsshouldmaintaininformationoncertifiedproductswhichcontainsatleastthe

following:⏤ Nameoftheestablishment,companyororganization,whicheverthatapplies;

⏤ Listofproduct/s(includingbrandnames, ifany),orcommoditiescoveredbytheapprovedscopeofcertification;

⏤ Standards/Certificationschemeusedandapprovedforcertification;

⏤ Organiccertificatenumber;and

⏤ Dateofexpiryofagivenorganiccertificate.

A.10 Reporting

a) OCBs shall ensure timely reporting and submission of relevant documentationsincluding,butnot limited to, listof certifiedoperators, applicants forcertification,and list of decertified and suspended operators in consonance to theResponsibilitiesoftheOfficiallyAccreditedOrganicCertifyingBodies.

b) Thelistofcertifiedoperatorsshallcontainatleastthefollowinginformation:

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⏤ Nameoftheestablishment,companyororganization,whicheverthatapplies;

⏤ Typeofcertification(individualcertificationorgroupcertification);

⏤ Name and designation of the authorized representative of the company ororganization;

⏤ Contact details of the operator (i.e. telephone numbers, mobile phonenumber/s,activee-mailaddress);

⏤ Completeaddressoftheofficeofthecompanyororganization;

⏤ Completeaddressofthefarm/productionsiteorestablishment;

⏤ Areaoffarm/productionsiteorestablishment(inhectare);

⏤ Approvedscopeofcertification;

⏤ Organiccertificatenumber;


⏤ Listofapprovedgrowergroupmembers(forgroupcertificationonly);

⏤ Dateofissuanceoforganiccertificate;

⏤ Dateofexpiryoforganiccertificate;

⏤ Standards/Certificationschemeusedandapprovedforcertification;

⏤ Dateofinspection/sconducted;

⏤ Nameoftheassignedinspector/s;

⏤ Nameoftheassignedcertificationofficer/s;and

⏤ Relevant findings during the last inspection (including noncompliances andtheircorrectivesmeasures.

c) Thelistofapplicantsinprocessforcertificationshallcontainatleastthefollowinginformation:


⏤ Name and designation of the authorized representative of the company ororganization;

⏤ Contact details of the operator (i.e. telephone numbers, mobile phonenumber/s,activee-mailaddress)


⏤ Completeaddressofthefarm/productionsiteorestablishment;


⏤ Scopeofcertificationbeingsought;

⏤ Listofproduct/s(includingbrandnames, ifany),orcommoditiesappliedforcertification;

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⏤ Scheduleofinspection;

⏤ Nameoftheassignedinspector/s;and

⏤ Statusofapplicationforcertification,ifany.

d) The list of decertified or suspended operators shall contain information listed inA.10(Reporting)Itemb)andincludethefollowinginformation:

⏤ Reasonfordecertification/suspensionofcertification;and

⏤ Durationofsuspension,ifapplicable.

e) TheBAFSshallpublish the listof certifiedorganicoperatorsofallof theofficiallyaccredited OCBs in its official website and updated regularly, limited only to thefollowinginformation:


⏤ Typeofcertification(individualcertificationorgroupcertification);



⏤ Approvedscopeofcertification;

⏤ Organiccertificatenumber;


⏤ Dateofissuanceoforganiccertificate;

⏤ Dateofexpiryoforganiccertificate;and

⏤ NameofofficiallyaccreditedOrganicCertifyingBody.

A.11 UseofCertificatesandMarksofConformitya) OCBsshallexercisecontrolovertheuseanddisplayofcertificatesandlogosthatit

canauthorizeoperatorstouse,includingtheofficialorganicmark; b) OCBsshallbeabletorequestanoperatortodiscontinueuseofcertificatesandlogos

thatitauthorizesoperatortousebasedontheprovisionsoftheagreement; c) OCBs shall apply suitable actions to deal with incorrect references to the

certification system or misleading use of certificates or logos that it authorizesoperatorstouse.

A.12 Changesaffectingcertification

a) OCBsshallensurethatchangessuchasneworrevisedrequirementsthataffecttheclientarecommunicatedtoallclients.TheOCBsshallverifytheimplementationofthechangesby its clientsandshall takeactions requiredby the relevantPNSandotherregulatoryrequirements.

b) OCBsshallconsiderotherchangesaffectingorganiccertification,includingchangesinitiatedbythecertifiedclient,andshalldecideupontheappropriateaction.NOTE Changes affecting certification can include new information related to the fulfilment ofcertificationrequirementsobtainedbytheOCBaftercertificationhasbeenestablished.

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c) The actions to implement changes affecting certification shall include, if required,thefollowing:⏤ evaluation

⏤ review

⏤ decision

⏤ issuance of revised organic certificate to extend or reduce the scope ofcertification;and

⏤ issuanceofcertificationdocumentationofrevisedsurveillanceactivities.

A.13 Termination,reduction,suspensionorwithdrawalofcertificationa) Whenanoncompliancewithcertificationrequirementsissubstantiated,eitherasa

result of surveillance or otherwise, the OCB shall consider and decide upon theappropriateaction.

NOTE Appropriateactioncanincludeanyofthefollowing:

- continuation of certification under conditions specified by the OCBs (e.g. increasedsurveillance),

- reductioninscopeofcertificationtoremovenoncompliantproductvariants,- suspensionofthecertificationpendingremedialactionsbythecertifiedclient,- withdrawalofthecertification.

b) Whentheappropriateactionincludesevaluation,revieworacertificationdecision,

the requirements in A.5 (Process Requirements), specifically inspection, sampling,testing,review,certificationdecision,respectively,shallbefulfilled.

c) Ifcertificationisterminated(byrequestoftheclient),suspendedorwithdrawn,the

OCBshalltakeactionsspecifiedinA.12andshallmakeallnecessarymodificationsto formal certification documents, public information, authorizations for use ofmarks,etc.,inordertoensureitprovidesnoindicationthattheproductcontinuestobecertified.Ifascopeofcertificationisreduced,theOCBshalltakeactionsspecifiedby this Annex and shall make all necessary modifications to formal certificationdocuments, public information, authorizations for use of marks, etc., in order toensurethereducedscopeofcertificationisclearlycommunicatedtotheclientandclearlyspecifiedincertificationdocumentationandpublicinformation.

d) Ifcertificationissuspended,theOCBshallassignoneormorepersonstoformulate

andcommunicatethefollowingtotheclient: ⏤ actionsneededtoendsuspensionandrestorecertification for theproduct(s)

inaccordancewiththecertificationscheme;

⏤ anyotheractionsrequiredbythecertificationscheme.

e) These persons shall be competent in their knowledge and understanding of allaspectsofthehandlingofsuspendedcertifications.

f) Anyevaluations,reviewsordecisionsneededtoresolvethesuspension,orthatarerequired by the certification scheme, shall be completed in accordance with theapplicable parts of A.5 (Process Requirements), specifically inspection, sampling,testing, review, certificationdecision, certificationdocumentation (c), surveillance,and A.13 (Termination, reduction, suspension or withdrawal of certification) (c),respectively,shallbefulfilled.

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g) If certification is reinstated after suspension, the OCB shall make all necessarymodificationstoformalcertificationdocuments,public information,authorizationsforuseofmarks, etc., in order to ensure all appropriate indications exist that theproductcontinuestobecertified.

h) If a decision to reduce the scope of certification is made as a condition ofreinstatement,theOCBshallmakeallnecessarymodificationstoformalcertificationdocuments, public information, authorizations for use of marks, etc., in order toensurethereducedscopeofcertificationisclearlycommunicatedtotheclientandclearlyspecifiedincertificationdocumentationandpublicinformation.

A.14 Records

a) OCBsshallmaintainrecordstodemonstratethecertificationproceduresonorganic

production, handling, storage, processing, and packaging have been effectivelyimplemented.Suchrecordsshouldincludebutnotlimitedto: ⏤ Fulldescriptionoftheproduction,handling,storage,processing,andpackaging

units

⏤ It should alsomaintain information about individualmembers of a group aswellasthecertifiedorganicunit’ssubcontractors,ifany.

A.15 Complaintsandappeals

a) OCBs shall have document process to receive, evaluate and make decisions oncomplaintsandappeals.OCBsshallrecordandtrackcomplaintsandappeals,aswellasactionsundertakentoresolvethem.

b) Toensurethatthereisnoconflictofinterest,personnel(includingthoseactinginamanagerialcapacity)whohaveprovidedconsultancyforaclient,orbeenemployedbya client, shallnotbeusedby theOCB to revieworapprove the resolutionof acomplaint or appeal for that clientwithin two (2) years following the end of theconsultancyoremployment.

c) Wheneverpossible,OCBsshallgiveformalnoticeoftheoutcomeandtheendofthecomplaintprocesstothecomplainant.

d) OCBsshallgive formalnoticeof theoutcomeandtheendof theappealprocesstotheappellant.

e) OCBSshalltakeanysubsequentactionneededtoresolvethecomplaintorappeal. A.16 Non-conformingproducts

a) OCBsshalldefineprocedurewhenaproduce/productnolongerfulfilscertification

requirements,suchasproductrecalland/orprovidinginformationtothemarket.A.17 FraudulentClaimofCertification

a) Sanctions and penalties for fraudulent claims of certification including misuse ofcertificationmarksandmislabelingshouldbeenforcedinaccordancewithrelevantrulesandregulations.

A.18 Managementsystemrequirements

a) OCBsshallestablishandmaintainamanagementsystemthatiscapableofachievingtheconsistentfulfilmentofthiscertificationscheme.

b) ThemanagementsystemoftheOCBsshalladdressthefollowing:⏤ generalmanagementsystemdocumentation(e.g.manual,policies,definitionof

responsibilities);

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⏤ controlofdocuments;

⏤ controlofrecords;

⏤ managementreview;

⏤ internalaudit;

⏤ correctiveactions;and

⏤ preventiveactions.

NOTEForthedetailsoftheaboverequirements(b),pleaserefertoISO/IEC17065:2012(OptionA)8.2,8.3,8.4,8.5,8.6,8.7and8.8.

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AnnexB(informative)

Step-by-stepofficialaccreditationprocedure

Thestep-by-stepprocedure forofficialaccreditation including thedetaileddescriptionofrequirementsandissuancesisindicatedinTableB.1.TableB.1--Detailedofficialaccreditationprocedurewithpertinentissuancesand

timelineStep Procedure Requirement BAFSIssuance Remarks Timeline

Initial/RenewalApplicationProcedure

1 SubmissionofRequirements

Two(2)copiesofthefollowing:1.1 Dulyaccomplished

applicationform;1.2 Updated

organizationalprofile;

1.3 CertifiedTrueCopyofCertificateofRegistrationfromtheSecurityandExchangeCommission(SEC)withtheArticlesofIncorporationandby-laws;

1.4 CopyofanupdatedGeneralInformationSheet(GIS)bytheSEC;

1.5 CopyoftheISO/IEC17065Accreditation,ifapplicable;

1.6 CopyofupdatedOperationsManual,proceduresandchecklistonOrganicAgriculturebasedonapplicablePNSrelevanttoorganicagriculture;

1.7 ListofInspectorswiththeirapprovedscope/s;

1.8 ListofcertifiedorganicoperatorscompliantwiththePNSfororganicagriculture,ifapplicable;and

1.9 Listofcertifiedorganicoperatorscompliantwithother

AcknowledgementReceipt/NotificationofIncompleteSubmissionofRequirements

Receivingofrequirementswillbeprocessedwithinfour(4)workinghoursuponreceiptofcompleterequirements.

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organicstandards,ifapplicable.

2 ApplicationReview

(Tablereview)

Submittedrequirements NoticetoproceedwithOfficeAudit

Two(2)workingdaysuponreceiptoftherequirements

3 Assessments

3.1 OfficeAudit Physical office andmanagement personnelforinterviewListofInspectionsforthenext two (2) months(may be submittedduring the office auditproper)

OfficeAuditReportNotice of WitnessAudit, and Pre-WitnessAuditForm11IfListofInspectionsissubmitted duringofficeauditproper

A designatedNCOA-OCBmember and theBAFS AccreditationSection shallconduct this toverify theimplementation ofthequalitymanual,procedures andother documentssubmitted in theirplaceofoperation.

Five (5) workingdays after officeaudit

Office audit will beconducted withinfifteen (15) workingdays upon receipt oftheNoticetoProceedwith Office Audit bytheapplicant

3.2 PreparationforWitnessAudit

3.1 DulyaccomplishedPre-WitnessAuditForm

3.2 Documentsoftheapprovedorganicoperators:

3.2.1 InspectionPlan3.2.2 FarmLayout(Map)3.2.3 CopyofOrganic

ManagementPlan3.2.4 Ifapplicable,last

inspectionreport3.2.5 Ifapplicable,last

certificationdecision

WitnessAuditPlan Five(5)workingdaysuponreceiptofthelistedrequirements

3.3 WitnessAuditforeachscopeappliedforofficial

accreditation

ConductofInspection/s WitnessAuditReportNoncomplianceList,ifapplicable

In case ofnoncompliance/s,the OCB shouldimplementcorrectivemeasures withinthe giventimeframe andproceed to Step3.4, otherwiseproceedtoStep4.

Witnessauditreportor NoncomplianceList will be issuedwithin five (5)working days afterthe conduct of theWitnessAudit

3.4 CorrectiveMeasures

NoncomplianceListwiththefollowingcolumnsfilledup:(1)ProposedCorrectiveActions,and(2)RootCauseAnalysisObjectiveevidencesofImplementation

NoncomplianceListwiththefollowingcolumnsfilledup:(1)CommentsfromAssessors,(2)Verificationofeliminationofnoncompliance,and(3)CorrectiveActionImplementedandacceptedNotificationonFollow-upAudit,ifdeemednecessary

Five(5)workingdaysuponreceiptoftheNoncomplianceList

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4 EvaluationofAssessmentReportandApproval

-none- NCOA-OCBResolution

Five(5)workingdays

5 IssuanceofOfficial

AccreditationCertificate

-none- OfficialAccreditationCertificate,andTermsandConditions

Five(5)workingdaysafteradoptionoftheNCOA-OCBResolution

Surveillance

1 PreparationforSurveillance

DulyaccomplishedPre-WitnessAuditFormDocumentsoftheapprovedorganicoperators:

! InspectionPlan! FarmLayout

(Map)! CopyofOrganic

ManagementPlan! Ifapplicable,last

inspectionreport! Ifapplicable,last

certificationdecision

WitnessAuditPlan Five(5)workingdaysuponreceiptofthelistedrequirements

2 ConductofSurveillanceforeachapproved

scope

ConductofInspection/s WitnessAuditReportNoncomplianceList,ifapplicable

In case ofnoncompliance/s,the OCB shouldimplementcorrectivemeasures withinthe giventimeframe andproceed to Step 3,otherwise proceedtoStep4.

Witnessauditreportor NoncomplianceList will be issuedwithin five (5)working days afterthe conduct of theWitnessAudit

3 CorrectiveMeasures

NoncomplianceListwiththefollowingcolumnsfilledup:(1)ProposedCorrectiveActions,and(2)RootCauseAnalysisObjectiveevidencesofImplementation

NoncomplianceListwiththefollowingcolumnsfilledup:(1)CommentsfromAssessors,(2)Verificationofeliminationofnoncompliance,and(3)CorrectiveActionImplementedandacceptedNotificationonreassessment,ifdeemednecessary

Five (5) workingdaysuponreceiptofthe NoncomplianceList

4 PreparationofSurveillanceReport

-none- SurveillanceReport

Issued five (5)working days uponapprovaloftheBAFSDirector

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AnnexC(normative)

Guidanceonclassificationoffindings,timelineforimplementationof

correctionandcorrectiveactionbyOCBs1. PurposeThisdocumentprovidesclarificationandguidanceontheclassificationoffindingsandtheseverityofpotentialnon-compliances(NCs)arisingfromassessment(officeandwitnessaudits),definesthetimeline required to close NCs, and verification of implementation of correction and correctiveactionbyOCBs2. DefinitionsAccordingtoitsseverity,allfindingsshallbeclassifiedasmajor,minor,orobservationinlinewiththedefinitionsbelow:

2.1 MajorNon-ComplianceAsystemicfailureorsignificantdeficiency-eitherasasingleincidentoracombinationofanumberofsimilarincidents-inpartofthequalitysystem,orthelackofimplementationofsuchapart,governedbyapplicablestandards.AnumberofNCsidentifiedagainstonerequirementoftherelevantstandardscanrepresentatotalbreakdownofthesystemandthusbeconsideredamajorNC.

2.2 MinorNon-ComplianceAnisolatedorsporadiclapseinthecontentorimplementationofproceduresorrecordswhichcouldreasonablyleadtoasystemicfailureorsignificantdeficiencyofthesystemifnotcorrected.IfapatternofminorNCsoccursoversuccessiveassessments,itmayrepresentasystemicfailureorsignificantdeficiencyofthesystemandamajorNCshallbeissued.NOTE Three ormoreminor non-compliances associatedwith the same requirement or issue coulddemonstrate a systemic failure1 and thus constitute a major non-compliance

2.3 ObservationAnareaofconcern,aprocess,documentoractivitythat iscurrentlycompliantbutmay, ifnotimproved,resultinanon-compliantsystemorservice.

3. ClassificationofAuditFindingsAudit findings that could lead to Major or Minor Non-Compliance, include but not limited tosituations/circumstancesprovidedinTable3.1.Table3.1.AuditfindingsthatcouldleadtoaMajororMinorNCandsomeexamples

MajorNon-compliance MinorNon-complianceSystemic failure of the operation manual orimplementation that demonstrates inability tocomplywiththeregulations.

Noncompliant practice/s that indicate nosystemic failure in the operation manual orimplementation of certification but are

1 A“systemicfailure”wouldbeoneormoreviolationsthatshowanoperationisunabletocomplywiththeBAFSregulations

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significant enough in nature or in scope torequire a corrective action plan to ensure andverifycompliance.

Noprocedureormechanism implemented thatare deemed integral as defined by the organiccertificationscheme

There isadocumentedprocedurebut therearelapsesinitsimplementation

Failure to resolve, successfully or within aprescribed time period, a previously issuednoncompliance.

Inconsistenciesand/oromissionsinrecordsthatindicate no systemic failure in the operationmanual or implementation of certification butare significant enough in nature or in scope torequire a corrective action plan to ensure andverifycompliance.

Examples:Violation of the regulations of the officialaccreditationNo procedure for handling complaints andappealsfromitsclientsNo certification documentation available toprovideattestationorcertification

Examples:FailuretosubmitnecessarydocumentsrequestedbyBAFSwithinthegivenperiodoftime.Appointments of personnel involved incertificationareunsigned.Failure to observe BAFS rules on the use of the“Organic” mark.

4. TimelineforImplementationofCorrectionandCorrectiveActionbyOCBs

4.1 Timelines for OCBs to implement appropriate correction and corrective action(s) and

demonstrate compliancebecome effective after the closingmeetinghas beenheld andthe Summary of Audit Findings/Non-Compliance List has been acknowledged by theOCB.

4.2 MinorNCsshallbefullyaddressedandcompliancedemonstratedwithinaperiodupto12months.

4.3 MajorNCs identifiedduring surveillanceor re-accreditationassessments shallbe fullyaddressedandcompliancedemonstratedwithinaperiodupto3months.

4.4 IncaseswheretheassessmentteamconcludesthatthemajorNC(s)identifiedcreatesarisktotheintegrityoftheofficialaccreditation,theOCBmayberequiredtoimplementcorrectionandcorrectiveaction(s)anddemonstratecomplianceimmediatelyorwithinaperiodoflessthan3months.

4.5 The implementationof thecorrectionsand/orcorrectiveactionsmight takemore timedependingonthepotentialseverityoftheNC.Insuchcases,theactionplanmustincludeanytemporarymeasuresorcontrolsnecessarytomitigatetheriskuntilthepermanentcorrectiveactionisimplemented.

4.6 AMajorNCisautomaticallyraised(onmanagementresponsibility&resourceallocation)

intheeventofnon-completionoftheapprovedactionplan.

4.7 Major NCs identified in an initial assessment, or during an evaluation process forextension of accreditation scope, preclude accreditation being recommended or thescopefrombeingextended.

4.8 Extensionsof timelinesbeyond12months forminorNCsand3months formajorNCs

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canonlybegrantedbytheBAFSDirector.

4.9 AnOCBmayonlyappealanNCraisedbytheassessmentteamwithinthefirst30daysofreceivingtheAssessmentReportoftheassessmentteam.

4.10 ObservationsraisedbytheassessmentteamdonothavedefinedtimelinesforactionbuttheOCBmayundertakethenecessaryactiontopreventanNCbeingidentifiedinfuture.

5. VerificationofEffectiveCorrectionandCorrectiveAction,andClosingofNCs

5.1 The dates bywhichNCsmust be fully addressed shall be recorded by the assessment

team.

5.2 TheOCB shall implement actionplan (includingdetermining the root cause of theNC,correctionandcorrectiveaction,andidentifyingandaddressinganyotherresultantNC)within the specified timeline. The OCB shall also verify the effectiveness of thatcorrectiveactionpriortoprovidingBAFSwithevidencetodemonstratecompliance.

5.3 TheBAFS shall be responsible for verifying that the corrective actionwas adequate toaddress the NC. The appropriate verification method by the BAFS depends on theseverity and the nature of the NC and may range from a desk review to an on-siteassessment.

5.4 The BAFS shall only close out the NCs if the CAB demonstrates compliance with theaccreditation requirement through the full implementation of appropriate correctiveactions.

5.5 Observation/smay, ifnot improved, result inanon-compliantsystemorservice.Thus,observationswhicharenotaddressedbytheOCBmayleadtoanNCbeingidentifiedinthefuture.

5.6 Upon closure of an NC, or Observations, the relevant Non-Compliance List shall beupdatedtoindicatethenewstatus.

6. ConsequencesofContinuingNon-CompliancebyanOCB

6.1 IfanofficiallyaccreditedOCBdoesnotimplementsatisfactorycorrectionandcorrective

action (s) tocorrectamajorNCanddemonstratecompliancewithin therequired timeframe,theBAFS,inconsultationwiththeNCOA-OCB,maystartsuspensionprocedures.

6.2 If an applicant OCB does not undertake correction and corrective action to address amajorNCanddemonstratecompliance,theAssessmentReportshallnotbeforwardedtothe NCOA-OCB for decision on official accreditation until compliance has beendemonstrated.

6.3 If an officially accredited OCB does not perform satisfactory correction and corrective

actionforaminorNCwithintherequiredtime,theNCwillbeupgradedtoamajorNC.ExtensionsoftimelinescanonlybegrantedbytheBAFS.

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AnnexD(normative)

ResponsibilitiesofOrganicCertifyingBodies(OCB)OfficiallyaccreditedOCBareresponsiblefor:

a) Attheminimum,applyingthefollowingprotocolsintheiroperations,towit:

⏤ Develop or update, and implement the organic certification program in accordancewiththeorganiccertificationscheme(AnnexA);

⏤ Ensure certified clients comply with all requirements of the applicable PNS andrelevantregulatoryrequirements;

⏤ Conduct certification and inspection activities (e.g. annual on-site inspections) ofapprovedscope/sbasedontheorganiccertificationprogram;

⏤ Hearandaddressappealsoftheclients;and

⏤ SubmittheirorganizationtoinspectionandmonitoringactivitiesoftheBAFS(includingobserver/s) and the NCOA-OCB. This shall include the annual surveillance throughwitnessauditsoftheBAFS.

b) Issuanceofrelevantdocuments/notifications:

⏤ notices of non-compliance, suspension or revoking the certification of clients that donotcomplywiththeapplicablerulesandrelevantPNSfororganicagriculture

⏤ certificationdecisions,includingcorrectiveactionsandcertificatesincompliancewiththePNSrelatedtoorganicagricultureandtheseguidelines.

⏤ certificatetocertifiedorganicoperatorsthatisvalidonlyforone(1)year.

c) ReportingofanyofthefollowingtotheBAFSnotlaterthantwenty(20)workingdaysafteranychange/s:

⏤ Documentations specified in the organic certification scheme as indicated in SectionA.10(Reporting)ofAnnexA;

⏤ Adverse actions against organic operators, including notices of noncompliance,proposedsuspension,proposedrevocation,suspension,ordenialofcertification;

⏤ Annualand/orotherperiodicreportsoftheactivitiesundertaken.

d) EngagetheanalyticaltestingservicesonlytoISO/IEC17025:2005accreditedlaboratories,and/or DA officially recognized laboratories. Refer to Section A.7 (Laboratory selectioncriteria,andminimumparametersforanalysis)ofAnnexA.

e) Follow recommended sampling procedures for analytical testing based on internationallyrecognizedstandards(e.g.Codex).RefertoSectionA.5 (Sampling)ofAnnexA.

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AnnexE (informative)

Guidelinefortheuseof‘Organic’mark

E.1 Basicdesignelementsandcolors

a) FigureE.1showsthebasicdesignelementsofthecertificationmarkistheNationalOrganic

AgricultureProgramLogocappedwith theSunand the threeStarswith the text “OrganicPHILIPPINEDEPARTMENTOFAGRICULTURE”andwiththeOfficialAccreditationNumbersituated at the bottom of themark. Only official artwork versions of themark should beused.TherearethreeallowabledesignsofthemarkwithrespecttothecolorasshowninFigureE.2.

FigureE.1.TheOfficial‘Organic’Mark.

FigureE.2.Threealloweddesignofthe‘Organic’Mark.

E.2 Basicrules

a) TheOfficiallyAccreditedOCBshouldonlyusetheofficialartworkofthe‘Organic’MarkformanagementsystemsthatcorrespondswiththescopetowhichtheOCBisofficiallyaccredited.

b) Always use the ‘Organic’Markwith theOfficial AccreditationNumber in conjunction

withOCB’slogo.

c) Youmayusethe‘Organic’Markon:⏤ CertifiedProducts,includingprimarypackagingoradhesivetape

⏤ Productdocumentation(e.g.technicalspecificationsandcataloguepages)

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d) Toavoidmisinterpretation,the‘Organic’Markisthereforenotallowedtobeusedon:⏤ Certificates(exceptorganiccertificate),statementsofconformity,reportsetc.as

an output from services provided (e.g. testing and calibration activities,inspections,assessmentsetc.)

⏤ MarketingmaterialoftheOCB

⏤ Corporatepublications(e.g.annualreports)

⏤ BusinessCardsofanyofthepersonneloftheOCBandclients

⏤ Websites

⏤ Tarpaulins

⏤ Stands,buildingsandsigns

⏤ Stationary:letterheads,envelopes,invoicesandfaxsheets

⏤ Vehicles

e) Inaddition,theMarkshouldnotbeusedonletterheads.

f) Ifindoubtregardinguseofmarks,youshouldcontacttheBAFS.

E.3 Markmisuse

a) Theoriginalartworkofthe‘Organic’Markshouldbeusedinawaythatpreservestheintegrityofthemark.Therefore,themarkshouldnotbealteredorusedinanimproperway.

b) Donotmodifythecolor.

c) Donotdistortanypartofthemark.

d) Donotaltertherelativesizeofanyelementofthemark.

e) Donotpositionthemarkonavisuallydistractingbackgroundoronpictures.

f) Donotseparateandmodifyanyelementsofthemark.

g) Do not place the seal inside any kind of box or other shape thatmaymistakenly beconsideredpartofthemark.

h) Donotprintatlessthan100percentinkdensity(opacity).

i) Donotusethesealasadecorativeelement–forexample,repeatingitorportionsofit

likeawallpaperpattern.

j) Donotmodifythefontoftheinscription.

k) Donotmodifythecoloroftheinscription.

l) Donotseparateandmodifyanyelementsoftheinscription.

m) AnyusesnotaddressedinthisguideareconsideredunacceptableunlessapprovedbytheBAFS.

E.4 Distanceandsizeofthemark

a) The certification mark may be enlarged or reduced maintaining its height-width

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proportion.

b) ThesizeofthecertificationmarkshouldbeinproportiontothesizeoftheOCB’slogo.

c) Theminimum reduced size is 20mm (in height). This is theminimum size atwhichnumbersandlettersarelegible.

d) Thecertificationmarkmaybeusedinsuchawaythat:⏤ ItisthesameheightastheOCBlogo.

⏤ ThespacebetweenthemarkandtheOCBlogoisthesameheightasthemark.

⏤ EvenwhentheOCBlogoisverysmall,thecertificationmarkmustbeatleast20mmhigh.

⏤ ThemaximumsizeofthemarkshouldbesuchthatitdoesnotpredominateoverthesizeoftheOCBlogo.Itisrecommendedthatthesizeofthecertificationmarkshould not exceed one-third or one-half the height of the surface towhich it isaffixed.

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