Application Package CIPRS, CIPRS HACCP and CGC HACCP

Instructions for submitting this application

Step 1. Complete and submit the application form (PDF)

Complete the application form (PDF, 106 kb). Submit the form by mail or email to the Process Verification and Accreditation Office.

Your application must be signed by the CEO, Chairperson, President or owner.

Step 2. Determine if you are ready to be audited

Before scheduling your CIPRS, CGC HACCP or CIPRS + HACCP implementation audit, please ensure you meet the following criteria:

  • Your identity preserved and/or grain safety system is fully implemented and is working effectively.
  • Your identity preserved and/or grain safety system meets all the applicable requirements of the Canadian Grain Commission's Food Safety and Identity Preserved Quality Management Standard.
  • You have successfully completed at least one internal audit of your entire identity preserved and/or grain safety system.
  • You have completed records for at least the last three months available for review.
  • You have held and documented a management review meeting.

In addition, if you are applying for CIPRS + HACCP or CGC HACCP, please ensure you meet the following criteria:

  • You have established a HACCP Team and at a minimum, the Team Leader has been formally trained on the principles and implementation of HACCP (Hazard Analysis Critical Control Points).
  • Your written Good Operating Practices reflect your company's operations and are followed by staff.
  • Your HACCP Plan reflects your company's operations.
  • You have conducted a mock recalling, including for grain and non-grain inputs.

The readiness checklist can be used to determine if you are in compliance with the Grain Safety and Identity Preserved Quality Management Standard and ready for an implementation audit. It does not have to be submitted to your chosen ASP.

Step 3. Contact your accredited service provider (ASP)

Contact the Accredited Service Provider of your choice to discuss the particulars related to the submission of your documentation, choice of auditor, audit schedule, audit duration, and fees. The ASP will advise the Canadian Grain Commission of audit dates.

Details on the audit process

Phase 1. Documentation review

Your identity preserved and/or grain safety system will first be evaluated by reviewing applicable documents. Applicable documents include your grain safety and quality management system manual, including your food safety and quality policy and objectives; quality system procedures; written good operations practices; HACCP plans and forms; and any other supporting documents.

The on-site verification audit may not proceed until any major deficiencies identified during the documentation review are corrected.

Phase 2. On-site audit

An on-site auditor will assess your identity preserved and/or grain safety system to ensure it is implemented as documented and properly maintained.

An auditor will walk through the facility and look for evidence that your programs are working as intended. Audit activities include but are not limited to: physical observation of your facility and operations, review of records and monitoring results.

During the on-site audit, an auditor will interview and observe personnel to ensure they are trained, understand their responsibilities, and are carrying out the required tasks as indicated in your documentation.

The duration of the audit will be determined through discussion between you and your chosen ASP. One-day audits are typical for small- and medium-sized companies.

CIPRS/CIPRS + HACCP/CGC HACCP Readiness checklist

The following checklist can be used to determine whether or not you are ready to apply for certification.

Instructions for using the checklist

  1. Check the appropriate box (Yes/No) to indicate conformance with each item in the checklist.
  2. Section 1 should be completed if you are applying for CIPRS, CIPRS + HACCP or CGC HACCP. Sections 2, 3 and 4 should be completed only if you are applying for CIPRS + HACCP or CGC HACCP.
  3. Check the 'Not Applicable - N/A' box for the elements in Sections 3 and 4 that are not applicable to your process/program.
    Note: The written justification for the standard being not applicable should be included in your grain safety and/or IP system manual.
  • Section 1 - FSIP Standard

    Section 1 checklist
    For CIPRS, CIPRS + HACCP and CGC HACCP:
    Your documented grain safety and/or IP quality system includes as a minimum: policies, a quality or grain safety and quality system manual, procedures and documents needed for planning, operating and controlling grain safety and/or IP quality management system processes. Yes No
    Document and record control procedures are available and current. Yes No
    Records are controlled, stored and retained as required. You have at least 3 months of records. Yes No
    Roles and responsibilities outlined and communicated. Yes No
    Mechanisms for internal and external communication are implemented and effective. Yes No
    Evidence of the FSQMS management review is available (e.g. minutes of a management review meeting). Yes No
    Customer related process requirements related to the product have been outlined and reviewed, and evidence of the review available. Yes No
    A documented system for supplier selection, evaluation and re-evaluation is available. A master list of approved suppliers is available. Yes No
    A current grain safety and/or quality policy is communicated and understood within your company. Yes No
    Quality and grain safety objectives have been established that are measurable and consistent with your grain safety and/or quality policy. Yes No
    Stored product is monitored to ensure conformance with customer product specifications. Yes No
    At least one internal audit has been conducted to determine conformance with the FSIP standard and any identified follow-up activities have been carried out. Yes No
    Evidence that the characteristics of the product are monitored and measured at appropriate stages of the production process is available. Yes No
    A documented procedure to prevent the unintended use or delivery of product out of specifications is available. Yes No
    Records of all non-conformances and dispositions are available. Yes No
    A documented procedure to ensure corrective actions undertaken are effective is available. Yes No
    Evidence that actions are taken to eliminate the causes of potential problems in order to prevent their occurrence is available. Yes No
    Where the scope of the certification is for CIPRS or CIPRS + HACCP, a written procedure for the Contracting of IP Grain is available, current and complete. Yes No
  • Section 2 - FSIP Standard

    Section 2 checklist
    For CIPRS + HACCP and CGC HACCP only
    A grain safety team has been established and the Team Leader is trained in the principles and implementation of HACCP-based systems. Yes No
    You have conducted a mock recall of grain and non-grain inputs. Yes No
  • Section 3 - Good Operating Practices

    Section 3 checklist
    Written Programs
    The required outcome of PPR-001 Premise Design is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-002 Premise Maintenance is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-003 Premise Housekeeping is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-004 Pest Control is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-005 Personnel Practices is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-006 Chemical Use and Storage is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-007 Personnel Training is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-008 Potable Water is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-009 Equipment Design is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-010 Calibration is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-011 Equipment Cleaning and Maintenance is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The written outcome of PPR-012 Purchasing of Non-Grain Inputs is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-013 Receiving, Handling, Storage and Shipping is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-014 Recall and Traceability is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    The required outcome of PPR-015 Food Defence is addressed through a written Good Operating Practice that is fully implemented in your facility. Yes No N/A
    Monitoring and corrective action procedures are available for the above programs, including records. Yes No N/A
  • Section 4 - HACCP Plan

    Section 4 checklist
    HACCP Plan Documentation, Implementation and Maintenance
    Form 1 of the Generic HACCP plan has been adapted to accurately describe your finished products. Yes No N/A
    Form 2 of the Generic HACCP plan has been adapted to accurately describe all your ingredients and incoming materials. Yes No N/A
    Form 3 of the Generic HACCP plan has been adapted so that a flow diagram that accurately describes your processes is available. Yes No N/A
    Form 4 of the Generic HACCP plan is completed with an accurate plant schematic of your facility. Yes No N/A
    Form 5 of the Generic HACCP plan has been adapted to reflect your ingredients and incoming materials as listed on your Form 2 and your processes as show in the flow diagram on Form 3. The answers to the questions on Form 5 should be the same as the answers given in the Generic HACCP plan.

    Ingredients, incoming materials or processes that are not represented in the Generic HACCP plan, are added to form 5 and any hazards associated with these are identified as are the how those hazards will be controlled.
    Yes No N/A
    Any Critical Control Points (CCPs) identified are shown on Form 3 and Form 5. Yes No N/A
    If any CCPs have been identified, Form 7 is completed, the monitoring and verification procedures are being followed, and records are kept. Assigned personnel have received CCP training. Yes No N/A
    Form 6 is completed for any identified hazard that is deemed to be uncontrolled on Form 5. Yes No N/A
    Evidence of the evaluation of the Canadian Grain Commission generic HACCP plan against the operations of the company and actions taken as result of this verification - grain safety team meeting minutes are available Yes No N/A
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