Manual for fire ant host material
Compliance Agreement for Host Materials sourced from Queensland Version 3.0
|Date of issue||Amendment details|
|11/06/2004||Third issue -Review & Reformatting|
© State Government of Victoria, Department of Environment and Primary Industries 2004. This publication is copyright. No part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968.
ISBN 1 74146 125 1
For further clarification or advice on any area covered in this publication, please contact Plant Standards on (03) 9210 9390 or at www.depi.vic.gov.au
Authorised by the Victorian Government Department of Environment and Primary Industries Plant Standards 621 Burwood Highway, Knoxfield, Victoria 3156
This publication may be of assistance to you but the State of Victoria and its employees do not guarantee that the publication is without flaw of any kind or is wholly appropriate for your particular purposes and therefore disclaims all liability for any error, loss or other consequence which may arise from you relying on any information in this publication.
- 6.1. Host Material
- 6.2. Receival
- 6.2.1. Certification
- 6.2.2. Verification
- 6.2.3. Release of Consignment
- 6.2.4. Control of Nonconforming Product
- 7.1. Application for Accreditation
- 7.2. Training
- 7.3. Audit Process
- 7.3.1. Initial Audit
- 7.3.2. Compliance Audits
- 7.3.3. Unscheduled Audits
- 7.3.4. Re-Accreditation
- 7.4. Certificate of Accreditation
- 7.5. Nonconformances and Sanctions
- 7.5.1. Nonconformances
- 7.5.2. Suspension and Cancellation
- 7.5.3. Prosecution
- 7.6. Charging Policy
- 7.7. System Records
- 7.8. System Documentation
This procedure describes requirements for the entry of fire ant host material imported from areas within 5km of an outbreak area.
This procedure covers procedures required to ensure consignments of fire ant host material from within 5km of an outbreak of fire ant are correctly certified and verified. Consignments of fire ant host material sourced from outside 5km of an outbreak may also verified in accordance with the requirements of this manual.
Fire ants are currently only known to exist in Queensland.
Plant Health and Plant Products Act 1995.
Accredited Business means a business that has accreditation with the DEPI to operate under this procedure.
Act means the Plant Health and Plant Products Act 1995.
Audit means the verification activity for evaluation of conformance ort non-conformance with accreditation requirements.
Authenticated Copy means a fax copy of a Plant Health Assurance Certificate that is provided by an accredited business/person as a means of verifying certification in situations where the original has been lost. It must be signed and dated by the accredited business/person and endorsed with the words "this is a true copy of the original". A fax copy of a Plant Health Certificate is only acceptable when faxed directly from the applicable interstate agriculture department (with the fax header clearly indicating the sender) to the receiver in Victoria.
Authorised Inspector means a person appointed as an inspector under the Plant Health and Plant Products Act 1995.
Authorised Signatory means an officer of an accredited business whose name and specimen signature is provided as an authorised signatory within the business' application for accreditation.
Business means the legal entity responsible for the operation of the facility and arrangement detailed in the application for accreditation.
Compliance Agreement (CA) means an agreement with the DEPI whereby the business/person undertakes to perform verification and recording procedures as documented in this manual.
Consignment means a discrete quantity of packages consigned to the one business at the one time covered by a single Plant Health Assurance Certificate or Plant Health Certificate.
Containerised Plant means any plant in a container in potting media or soil or with potting mix or soil attached.
Fire Ant means the exotic pest Solenopsis invicta.
Host material means any plant or plant product declared under the Plant Health and Plant Products Act 1995.
Plant Health Assurance means certification issued by an authorised signatory of a Certificate (PHAC) business that has been accredited by department responsible for agriculture of another state or territory.
Plant Health Certificate means a certificate issued by an officer of a department (PHC) responsible for agriculture of another state or territory.
Plant Mulch means any organic mulch, potting media, hay and straw.
Used Container means any package which contains or is known to have contained or may reasonably be suspected of containing or having contained any plant or plant product.
The position titles used reflect the responsibilities of staff under this arrangement. These positions may not be present in all businesses, or different titles may be used for staff who carry out these responsibilities. One person may carry out the responsibilities of more than one position.
The Management Representative is responsible for ensuring that:
- the business is accredited and all locations where verification is to occur are nominated in the application;
- staff abide by the CA
- a register of key personnel and Transport Notification List is maintained;
- staff are trained and are familiar with this agreement;
- they are present at all audits. The Certification Controller and deputies are responsible for:
- ensuring receivals are segregated until checked for certification;
- checking consignments and verifying certification;
- keeping copies of certificates and receival records for audit by the DEPI;
- isolating material not meeting certification requirements, or is infested with suspect ants;
- being available at all audits.
6.1. Host Material
Fire Ants are most commonly spread through transportation of materials. It is important that the following material are checked carefully and appropriate inquiries are made when transferring of the following products:
- containerised plants
- potting media
- organic mulch
- hay or straw
- agricultural machinery
- used packages
Fire Ant host material sourced must be accompanied by either a:
- Plant Health Certificate (attachment 4); or
- Plant Health Assurance Certificate (attachment 5).
Host material sourced from within 5 km of an outbreak must be accompanied by a PHC or PHAC for treatment or property inspection. Host material from outside 5 km of an outbreak must be accompanied by a PHAC, or a PHC for property freedom.
Upon receival of each consignment of fire ant host material the Certification Controller shall:
- check for the presence of certification;
- check for Certificate Authenticity. If an original certificate is not provided with the consignment at the time of arrival, the consignment must be segregated and not sold and the Plant Standards Branch notified immediately. However an authenticated copy (see Definition) is acceptable when the original is lost in transit.
- check contents of the consignment (quantities and varieties) match the certificate;
- check the consignment thoroughly (ie every pot) for suspect ants;
- check certificate details are complete and correct and have been signed and stamped by an Authorised Inspector or Authorised Signatory;
- mark the verified certificate with the word "Verified" and initial and date it;
- record the consignment details in the Fire Ant Host Receival Record provided; and
- file the certificate(s) for audit purposes.
6.2.3. Release of Consignment
The Certification Controller can release consignments once the consignment has been verified.
6.2.4. Control of Nonconforming Product
Consignments from fire ant affected areas arriving without certification, incorrect certification or suspect ant infestation must be segregated from other material, labelled "Hold for Verification" and the DEPI notified immediately.
If the consignment is not accompanied by certification the Certification Controller can contact the supplier and seek an authenticated copy. The consignment cannot be released for sale or use until a certificate is obtained.
7.1. Application for Accreditation
A business seeking accreditation for an arrangement under this CA must contact the DEPI at least 10 working days prior to the intended date of commencement of receival of material.
The business will receive an Application for Accreditation, two Legal Agreements and a Register of Transport Companies (Attachment 3). A business shall apply for accreditation by lodging the completed documentation (Application for Accreditation, Legal Agreements and Register of Transport Companies) with the fee payment with the DEPI (refer to 7.5.1).
The Application for Accreditation is check upon receipt. The business shall be contacted if any further information is required.
Upon acceptance of the Application for Accreditation, training for key personnel, coving responsibilities described in this procedure, shall be arranged.
7.3. Audit Process
7.3.1. Initial Audit
Prior to accrediting a Business, an Inspector carries out an initial audit of the Business to verify the arrangement is implemented and capable of operating in accordance with the requirements of the CA.
On completion of a successful initial audit, applicants will be granted accreditation and posted a Certificate of Accreditation.
7.3.2. Compliance Audits
Compliance audits are conducted to verify that the business continues to operate in accordance with the requirements of the CA.
A compliance audit will be conducted at the facility within twelve (12) weeks of the initial audit and accreditation of the business.
Two scheduled compliance audit will be conducted annually. Where possible, these compliance audits will be timed with other visits by the DEPI.
7.3.3. Unscheduled Audits
Unscheduled compliance audits may be conducted at any time to investigate reported or suspected nonconformances.
Accredited Businesses are required to re-apply for accreditation each year for continuation of the arrangement. Businesses seeking re-accreditation must lodge a renewal application prior to accreditation lapsing or if accreditation has lapsed, prior to being accredited to verify material under the arrangement.
7.4. Certificate of Accreditation
An accredited Business will receive a Certificate of Accreditation, which must be made available upon request by an Inspector.
7.5. Nonconformances and Sanctions
Audits are regularly undertaken to evaluate the effectiveness of implementation of requirements. If, in the opinion of the auditor, there is evidence indicating that there has been a failure to meet one or more accreditation requirements, the auditor may raise a Nonconformance Report (NCR). Actions required to address the nonconformance shall be discussed and recorded on the NCR.
If the integrity of the accreditation has been significantly compromised, the nonconformance may provide grounds for the suspension or cancellation of the accreditation, and prosecution.
7.5.2. Suspension and Cancellation
The DEPI may suspend or cancel an accreditation when an accredited business is found, for example, to have:
* obtained accreditation through the provision of false or misleading information;
- not paid fees owing to the DEPI;
- contravened an accreditation requirement that compromises the integrity of the arrangement
- not rectified a non-conformance;
Any action taken by the DEPI to suspend or cancel an accreditation shall be provided in writing to the Business. This shall also provide guidance on the lodgement of a written appeal requesting that the decision be reviewed.
Businesses found to be operating contrary to the Act may be liable for prosecution.
7.6. Charging Policy
The Business will be charged an annual accreditation fee. This fee may be waived if other accreditations are held by the business.
A fee will be charged for all scheduled audits conducted on the business. Unannounced audits will not be charged. Contact the DEPI for a schedule of fees.
7.7. System Records
The business shall maintain the following records:
- Plant Health Certificates;
- Plant Health Assurance Certificates;
- Register of Transport Companies;
- Register of Key Personnel;
- Fire Ant Host Material Receival Records.
Records shall be retained for a period of not less than 36 months. These records shall be made available on the request of an Authorised Inspector.
7.8. System Documentation
The Business shall maintain the following documentation:
- a copy of the current Application for Accreditation;
- Legal Agreement;
- a copy of this CA; and
- a current Certification of Accreditation. These documents shall be made available at the request of an Authorised Inspector.
Attachment 1 Register of Transport Companies
Attachment 2 Host Receival Record
Attachment 3 Register of Key Personnel
Attachment 4 Plant Health Certificate (example)
Attachment 5 Plant Health Assurance Certificate (example)
REGISTER OF TRANSPORT COMPANIES
Please list the Transport Companies that carry host material to your Business. Submit a copy of this with your Application for Accreditation and keep a copy for regular updating.
|Name of Carrier||Address (Town)||Contact Name and phone number|
Date of entry ____________________ Entered by: ________________________
FIRE ANT HOST RECEIVAL RECORD
Name of Business: _____________________________________ Record Number ................
|Date of Receival||Certificate Number||Supplier/Grower||Quantity||Host Material||Verified by||Comment|
Record checked by .................…………………….............................
The Business must enter a record of each fire ant host material consignment received from Queensland.
REGISTER OF KEY PERSONNEL
Name of Business: _____________________________________
|Position||Full Name of Occupier||Describe Nature of Training||Date Training Completed||Signature of Employee||Signature of Trainer||Checked by Monitor|
|Deputy Certification Controller|
Please note: This form must be kept updated by the Management Representative.
To the best of my knowledge this form is correct and completed:
PLANT HEALTH CERTIFICATE FOR INTERSTATE MOVEMENT OF PLANT MATERIAL FROM QUEENSLAND
Plant Health Assurance Certificate