Intro to Organic Certification & Recordkeeping Jan 2015 Intro to Organic Certification & Recordkeeping Presented by NOFA-NY Certified Organic, LLC

Certification Workshop Overview Jan 2015 Certification Workshop Overview Today’s workshop will cover: Certification Process USDA/National Organic Program Regulations Common Issues and Concerns Records Q & A Session

NOFA-NY Certified Organic, LLC Jan 2015 Roles of NOFA-NY NOFA-NY Inc. NOFA-NY Certified Organic, LLC Farmer & Consumer Education Advocacy work for organic farming issues Connecting Farmers & Consumers Food Guide & marketing organic products Annual Conference Field Days and workshops Farmer Technical Assistance Hotline (1-855-2-NOFA-NY) Certification branch Accredited by USDA/NOP Verify farmer compliance with NOP Regulations Help farmers determine compliance with Regulations Prohibited and approved products Approved farming methods

Annual Certification Process Jan 2015 Annual Certification Process Submit complete application and fees Initial review of your application Initial Review Letter: Requests clarification, lists the records to have ready for inspection. Inspector assigned. Inspection Day! Inspection Report received back to the office Final Review and Certification Decision Decision Letter: Gives reminders, possible questions or items still needed before decision. Identifies any areas of noncompliance, if applicable. Certificate issued, pending further information, or denied if information not received

Initial Certification Time Frames Jan 2015 Initial Certification Time Frames Application Received Approximate Inspection Dates Approximate Completion Dates Before May May - June June - July May - August June – Sept. July – Oct. After August Oct. – Nov. Nov. – Dec. Applications received after August 31st are not guaranteed completion before end of year. Early first crops (i.e., asparagus, strawberries, spring greens) will not be certified in time to market as organic but will be eligible in the following year’s renewal. Products cannot be marketed as organic until you have received your certification.

Cost Share Program It IS affordable to get certified! Jan 2015 Cost Share Program Once you have been approved for organic certification: Can receive 75% of their annual certification fee per scope back, up to a maximum of $750 per year. Scopes are Crops, Livestock, Handling and Wild Crops Administered by New York State Department of Ag & Markets for NY producers. Fifteen other states also participate. Must get your certification application in by August 30th to be eligible that year. It IS affordable to get certified!

Who can use the term “organic”? Jan 2015 Who can use the term “organic”? Mandatory – Voluntary Program Certification is a choice Agreement to comply Must be certified operation to use: 100% Organic Organic Made with Organic Exempt: Gross sales under $5,000 Must follow NOP Standards Must be willing to be audited *Civil penalties for false representation* Section 205.102

What is an Organic System Plan (OSP)? Jan 2015 What is an Organic System Plan (OSP)? The living document of how you will manage your farm as a certified organic operation including every aspect of your agricultural production. Your certifier will look at your OSP for: Compliance with NOP Regulations Incorporating biological and mechanical practices to foster sustainability Promoting healthy soil – reduce/eliminate need for inputs Encouraging ecological balance & biodiversity Animal welfare Organic Concept: Proactive not Reactive

Basic Land Requirements Jan 2015 Basic Land Requirements No prohibited substances for past 3 years, including: Treated seed / prohibited pelleted seed GMO seed Prohibited fertilizers, pesticides, herbicides, fungicides Signed affirmation for any rented or newly purchased land not managed by you for the past 3 years from owner/previous manager Crop rotation Building soil structure No treated lumber for new installations (structures, fence posts) Section 205.202

Maps Needs to include: Directional orientation Field IDs with acreage Jan 2015 Maps Needs to include: Directional orientation Field IDs with acreage Borders with buffer zones Natural Features (hedgerows, waterways, wildlife habitats, wetlands, etc.) Any power lines and roads Page size best (8.5x11) Use a pen – pencil fades Section 205.202

Allowed and Prohibited Substances Jan 2015 Allowed and Prohibited Substances Allowed: “National List” provides specific materials, based on use Natural / Non-Synthetic: allowed unless specifically prohibited Synthetic: prohibited unless specifically allowed Prohibited: Genetic Modification / Cloning Ionizing radiation Sewage sludge, a.k.a. biosolids Just because I’m natural doesn’t mean I’m safe for organic use! Arsenic Sections 205.105 and National List 205.600 - 205.606

Inputs and their Intended Use Jan 2015 Inputs and their Intended Use Organic certification is not about switching out conventional products for organic approved products. MUST be approved prior to use Product Review Contact to see if product already has been reviewed Small fee for review of new products Need full ingredient and manufacturer information OMRI, CDFA and WSDA listed Products Check allowed usage Crop products not always permitted for livestock Herbicide not allowed as a soil amendment Sanitizing products not allowed as pesticides Dropped products, changes in formulation Ask before applying it! Don’t risk your certification! Sections 205.105, 205.600 - 602

Organic Seed Requirements Jan 2015 Organic Seed Requirements Organic seed required if commercially available. Untreated, non-GMO seed only allowed after: Quality, quantity, and form not found for organic variety Documented search of 3+ organic seed sources Safe Seed Pledge / non-GMO statement from seed provider Transplants: MUST be organic, no exceptions. Pelleted Seed: Some have prohibited ingredients in coating General rule: colored pelleting usually contains prohibited substances Perennials: May harvest crop the year of planting bare-root (strawberries). Cuttings sold as organic after one year organic management Inoculants: must be non-GMO and approved prior to use Section 205.204

Organic Matter v. Manure v. Compost Jan 2015 Organic Matter v. Manure v. Compost Organic Matter Includes kitchen scraps, clippings, decomposing plant materials No restrictions Manure Includes raw, aged, piled manure No restriction for crops grown for animal consumption Restrictions for human consumption crops: Worked into soil 90 days before harvest for crop where edible part does not have contact with the ground (corn) Worked into soil 120 days before harvest for crop where edible part may contact the ground (all other produce) Compost Organic Matter + Manure C:N ratio between 25:1 and 40:1 Must maintain temperature of 131°F-170°F 3 days in-vessel/static aerated pile 15 days in windrow, with minimum 5 turns Section 205.203

Jan 2015 Adjoining Crops Prevent unintentional application of prohibited materials Pollen drift, spray drift, runoff Minimize your risk! Maintain good buffer zones Be aware of wind direction Know what your neighbor is doing Neighboring GMO Corn know day lengths, tasseling timeframes Increased testing for residues and contamination – at least 5% of all operations annually Section 205.202, 205.203

Livestock Living Conditions and Health Care Practices Jan 2015 Livestock Living Conditions and Health Care Practices For more info, come to Organic Livestock Certification: Poultry, Pigs, Ruminants & Grass Fed Saturday, 1:00 pm in Broadway 3! Must allow for natural behavior for the species: Direct access to sunlight Year-round outdoor access, including poultry Strive for preventative animal husbandry (proactive vs. reactive) Animal Welfare: Must not withhold treatment to preserve organic status of the animal Treated animals may be breeding stock (disqualify for slaughter), must leave milking herd Section 205.238, 205.239

Livestock Feed & Pasturing Jan 2015 Livestock Feed & Pasturing Manage continually only on certified land At least .75 acre of pasture per 1000 lb. animal recommended 100% certified organic feed required NOP Pasture Rule for ruminants Minimum 30% dry matter intake (DMI) from pasture during grazing season At least 120 days per year for ruminant animals Chart & calculations will be provided to figure DMI Section 205.236, 205.237, 205.240

Organic Health Care Practices Jan 2015 Organic Health Care Practices Prohibited: Antibiotics, hormones, most synthetic medications, animal by-products Tail docking in cattle and pigs, regulated in sheep Milk replacer with synthetics Must feed 100% organic whole milk or use certified organic replacer Synthetic Amino Acids Except Methionine for poultry – very regulated Parasiticides Prohibited for slaughter stock Dehorning paste Dehorning must be done humanely Allowed: Vaccines (non-GMO) Oxytocin Only for post calving emergency Some milk companies prohibit use Mineral and salt formulations No prohibited ingredients (mineral oil, artificial colors, yellow prussiate of soda) Agricultural ingredients must be organic Homeopathy & herbs FDA approved vitamins & minerals Get approval before use Parasiticides (fenbedazole, ivermectin, moxidectin) Allowed for dairy only 90-day withhold of milk required Ivermectin to be removed from list Section 205.238, 205.239

Organic Meat Requirements Jan 2015 Organic Meat Requirements Managing: Livestock: managed organically from last 3rd of gestation Poultry: managed organically from 2nd day of life Conventional animals do not qualify May become breeder stock Transitioned dairy animals will never qualify Marketing: Animals may be sold by whole, half or quarter and processed in non-organic slaughterhouse for personal use only Meat may not be labeled or sold as organic if processed at non-organic facility Retail cuts: slaughterhouse USDA inspected and certified organic Labels: must be approved by certifier and USDA FSIS before printing Section 205.236, 205.239

NOFA-NY 100% Grass Fed Certification This program is open to all ruminant livestock operations that are certified organic with NOFA-NY. Only one inspection visit needed to verify both your organic and grass fed certifications. Meat animals are required to be grass fed for their entire life. No grain from birth. Dairy animals must go through a 90 day transition. Grass Fed logo and 100% grass fed claim may still be used on meat products if an organic butcher is not available.

Labeling & Value Added Products Jan 2015 Labeling & Value Added Products Labels MUST be approved prior to use Composition Certifier statement Use of USDA seal Processed product needs complete product information (Product Profile) Description of process cleaning materials, flow chart, diagram All ingredients require documentation Organic - certificate Non-organic – no GMO, irradiation, sewage sludge Sections 205.300 – 205.306 , 205.605 & 205.606 For more info, come to Intro to Organic Handling & Processing Certification Saturday, 8:00 am in Broadway 3!

Recordkeeping: What is an Audit Trail? Jan 2015 Recordkeeping: What is an Audit Trail? The ability to track product from origin to sale. Readily available at inspection. We can supply all necessary forms. Your own system is acceptable if it contains all required information. Must be kept for a minimum of 5 years. Section 205.103 Seed Field Harvest Storage Market Dam Feed Slaughter Storage Market

Recordkeeping: Types of Records Jan 2015 Recordkeeping: Types of Records Farm / Facility diagrams: Barnyard layout, poultry houses, packing shed Input Records: Applied Amendment/Spray Record Receipts – expenses, materials, etc. Seeds and Transplant Records: Purchase records / Seed tags Seed search documentation Untreated/non-GMO verification Transplant production records Organic certificates for purchased transplants Field Records: Field histories, affirmations Soil / water tests

Recordkeeping: Types of Records Jan 2015 Recordkeeping: Types of Records Harvest Records: Date of harvest Field ID for each given crop Amount of crop harvested Type of harvest (Corn silage, shell corn / baleage, dry hay, etc.) Storage Records Non-certified crop harvest for parallel crops Equipment cleaning and purging logs Transportation records Sales Records: Sales invoices Shipping records Lot #s CSA distribution records Farmer’s market inventory taken & daily sales totals

Recordkeeping: Types of Records Jan 2015 Recordkeeping: Types of Records Livestock/Poultry: Breeding, birthing, hatching records Animal purchase records Animal ID records Loss/cull records Purchased feed log Medication and health care records Feed ration/DMI forms Pasture plan Outdoor access calendar Egg collection records Value Added/ Processing: Ingredient receipts & organic certificates Production log Sales invoices Lot #s

Inspections: Monitoring Continued Compliance Jan 2015 Inspections: Monitoring Continued Compliance Annual information update/annual inspection Spot inspections Residue testing Market monitoring Complaint investigation Sections 205.403, 205.670, 205.661

Thank you for all the work you do and thank you for coming to the workshop!

Resource Information NOFA-NY Certified Organic LLC Office 607-724-9851 Jan 2015 Resource Information NOFA-NY Certified Organic LLC Office 607-724-9851 www.nofany.org certifiedorganic@nofany.org NOFA-NY Technical Assistance 1-855-266-3269 farmerhelp@nofany.org  NYS Ag & Markets Reimbursement Program Anne St Cyr : 518-485-0048 or anne.st.cyr@agriculture.ny.gov USDA/NOP WEBSITE http:/www.ams.usda.gov/nop