Organic Food Federation

CERTIFICATION AGREEMENT FORM FOR PROCESSORS:

MANUFACTURING

IMPORTING

TRADING

STORAGE AND WAREHOUSING

WHOLESALING

RETAILING (including internet)

THIS FORM MUST BE SIGNED AND DATED

Please email or post to the Organic Food Federation

31 Turbine Way, Eco Tech Business Park, Swaffham, Norfolk PE37 7XD

Tel: 01760 720444 Fax: 01760 720790

Email: info@orgfoodfed.com Web: www.orgfoodfed.com

Company details

Please fill in the sections of the form that are relevant, if not relevant please fill in N/A

Name of company:Click or tap here to enter text.
Trading name (if different):Click or tap here to enter text.
Ultimate holding company (if any):Click or tap here to enter text.
Function within ultimate company (if any): Click or tap here to enter text.
Name and address of premises to be registered: Click or tap here to enter text.
Tel:Click or tap here to enter text. Email:Click or tap here to enter text.	Mobile:Click or tap here to enter text.
Address for correspondence (if different): Click or tap here to enter text.
Tel:Click or tap here to enter text.	Email:Click or tap here to enter text.
Name of person responsible for organic operations: Click or tap here to enter text.
Name of Chief Executive (if different):Click or tap here to enter text.
Annual turnover £Click or tap here to enter text.	Financial year: Click or tap here to enter text.
Number of staff involved with organic operations?
YES	NO
Have you been certified by another organic certification body?
If yes, what body?Click or tap here to enter text.
When did certification cease?Click or tap to enter a date.
Have you been refused certification by another certification body?
If yes, what body?Click or tap here to enter text.
Have there been any prosecutions within the last 12 months or pending which could affect organic certification?
If yes, provide a full explanation on a separate sheet.
If you are moving certification body have you contacted your present certifier to request that they forward your files to OFF

Note: The Federation reserves the right to contact DEFRA about any previous organic activities

2. Organic activities

Indicate the scope of your organic activities requiring certification

Tick all of the boxes that apply to your operation:

Type of organic activity:	Details:	Tick Accordingly:
Manufacturing	Labelling, packing
Importing	Bringing goods into the UK from either 3rd country or the EU
Trading	Selling organic goods/products
Storage and Warehousing	Storing organic goods either as bulk or pre packaged
Wholesaling	Supply of goods for further process or in bulk
Retailing	Selling products
Other	Any additional processing activities not included above

Trading takes ownership or possession

This form is sectional, fill in the relevant section according to the activities that you have listed above:

Sections 3,4 and 9: These should be filled in by all processors regardless of the scope of organic activity.

Section 5: This should be filled out by processors who are undertaking: manufacturing, trading, storage and warehousing, retailing and any other organic activities.

Section 6: This is only applicable to processors who are importing products from the EU and third countries.

Section 7 and 8: These sections are only applicable to processors who are manufacturing products.

3. Contract Operations and Storage Facilities

3.1 Contract operations

YES	NO
Do you contract out any operations?

Details of operations if contracted out. Does your contractor hold Organic Certification? If so include the name and the Certification Body:

3.2 Storage facilities

YES	NO
Do you store products off site?
Are your storage facilities contracted?
If yes to either question do you have an Organic Certificate for the storage unit?

4. Site plan

Site area:	square metres
Processing area:	square metres
Storage area:	Ambient	square metres
Frozen	square metres
Chilled	square metres

Please supply an approximate plan of the production facility, showing production, storage, packaging, distribution and office areas separately. The plan should give approximate areas in square metres and positions of the main exits.

Please tick this box in order to confirm that you have forwarded this plan

5. List of organic processed products.

Only fill in this section if your operation is: manufacturing, trading, storage and warehousing or other activities. List here or on a separate sheet, organic goods with the anticipated quantities.

Product	Expected Quantity per Month

For goods you manufacture recipes and artwork must be submitted to the Organic Food Federation and approved before the products listed can be produced. The electronic recipe form is available on our web site.

6. List the organic products that are imported

Only list here or continue on a separate sheet if you are importing products into the UK. Give an indication of the quantities, also include the country of origin from which the products are being imported as well as the certification body in that country.

Product	Expected Quantity per Month	Country of Origin	Original Certification Body

YES	NO
Are the consignments mixed (organic and non-organic)?
Are imported goods stored prior to delivery to the customer?
Are imported goods delivered straight to the customer without intermediate storage?

7. Your manufactured products

Only fill in this section of the form if you are a manufacturer.

7.1 Do you sell or propose to sell organic products:

YES	NO
Under your own brand
Under customers brand/s
As ingredients for further processing
For domestic market
For export

7.2 Exports to the US

YES	NO
Are you intending to export to the USA
Do you require a USDA NOP audit for animal products?

8. Organic manufacturing / packing

Only fill in this section of the form if you are a manufacturer.

8.1 Please define your operation

Packing operation
Manufacturing operation
Packing and manufacturing

8.2 How frequently do you produce or intend to produce organic goods?

Every shift
Every day
More than 3 days per week
Less than 3 days per week

9. Storage

Everybody needs to fill in this section regardless of the scope of organic activity undertaken.

YES	NO
Are organic ingredients stored separately from non-organic ingredients?
If no, are they clearly marked so that there can be no confusion?
What steps do you take to prevent cross contamination between organic and non-organic raw materials and products?
What training has been given to staff to help them understand and implement the strict controls needed for organic production?
Do the products need special temperature storage?
Are there dedicated facilities for storage of organic products?
If not, what provisions are made to prevent cross-contamination or accidental substitution?
How does the warehouse account for organic deliveries and dispatches?
What provisions are made to control pests at the warehouse (Rodents, Insects and Birds)?

Note Our inspector will want to see how you keep organic raw materials or products separated from non-organic ones and records showing the amounts delivered into and from your warehouse

Certification Agreement

Should you be accepted in to our organic certification scheme you are required to undertake to comply with the following:

All relevant sections of our organic Standard at all times (as amended from time to time), including section 3 general non organic requirements (covering reports, fees, access, confidentiality, exchange of information etc.).

Prompt payment of all fees and charges according to section 3.8 of our Standard including fees or costs for work undertaken for applications that do not proceed.

Resolve any non compliance raised against your operation within the agreed timescale.

Provide site access during normal working hours to inspectors authorised by us, with or without prior notice, for the purpose of carrying out surveillance inspections or collection of samples from operations, which are subject to a certificate of conformity.

Agree, if accepted into our certification scheme, to give three months notice in the event of wishing to withdraw from the scheme, unless due to circumstances beyond your control.

Inform the Federation of all intended changes to the process and the processing environment. This includes legal and commercial; organisational status of ownership; key management changes; modifications to product or production method; contact address and production sites and major changes to the quality management system.

Provide true and correct statements on the Certification Agreement Form.

Signed:
Print Name:
Company:
Position:
Date:

(This section must be completed in order to proceed with the assessment inspection.)

NOTE: We are asked from time to time to provide lists of organic operators to third parties seeking suppliers or potential customers. Please indicate if you do NOT wish your company to be included on any such lists by ticking the box. Office Use only
Date Received:
Additional Info required:
Previous CB:
Papers from Previous CB:
Accepted and Quoted:
Quotation accepted:
Reference No:
Logged on:
Date Assigned: