5.2 Internal Inspections The internal inspection is a critical component of the ICS process. The internal inspection is the formal verification that the farmers meets ALL the requirements outlined in the internal organic standard. All producers who are to be approved by the ICS must be inspected each year (100% internal inspection) The inspection should be timed to occur during critical moment(s) in the production cycle when the risks for noncompliance are highest

How to organise inspections (example) The ICS Organic Coordinator will: Appoint internal inspector Provide the Farmers’ Checklist(s) with any instructions that may be relevant. provide the inspector with the updated farm file and other farm documentation, comments from field advisors (if not given orally directly to internal inspector provide the inspector with the previous year buying summary The Internal Inspector will: Review the documentation provided by the Organic Coordinator and clarify specific tasks with the field advisor in charge (if needed) Arrange the inspection visits ensure to take all inspection material along: checklist, pens, calculator, (photo), map template, additional paper/notebook

Organic fields and check nonorganic fields What is Inspected? Inspection must cover Farmers’ records incl. consolidated yield and inputs Organic fields and check nonorganic fields Processing areas Livestock Storage (products and inputs) Water sources The inspection always includes an interview with the farmer (or representative) and crosscheck with ICS data

Sample Internal Inspection Internal inspection of organic coffee farmer in Tanzania (farmer present during whole inspection) Check organic fields with coffee & banana around farmers house, incl. all borders to check drift Visit of conventional maize fields (5 min walk from house) Depulping machine and drying area Farmers diary Notes of field officer Last year’s buying list Cows (zero grazing) chicken (free roaming) Coffee storage Input & tools storage (incl. sprayer) Water contamination by depulping? Waste in the fields? Organic village coffee nursery (Ask neighbors) (investigate in village)

Farm Inspection Checklist Signed and dated by inspector Signed/fingerprinted by farmer

Addressing Noncompliances Techniques for addressing noncompliance with farmers Show the farmer the problem – in documents or on the farm. Show the farmer the standards and ask him or her to explain what the standard says about their specific non-compliance. Show the farmer the ICS sanction options and describe where the farmer’s noncompliance fits with these options. Outline what the next step is in the sanction process and when the farmer will be instructed on the outcome. If possible involve other farm group members in the discussions, as they too may be impacted.

Summary of the Steps in an Inspection (Order of steps can vary) At first introduction describe the inspection process; show the farmer the checklist and other docs. Possibly check ID card and farmer’s contract. Ask the farmer for his/her copy of internal organic standards (if they have one) or show yours. Find out how familiar he/she is with the requirements. Inspect the farm fields and the nursery (also field borders to check risk of drift). Check for potential signs of prohibited inputs, check for diseases/pests and ask their treatment methods, check for overall compliance with all requirements of the internal organic standard. Inspect the processing area, storage rooms (tools, inputs, final products). Screen farm documents, cross check with ICS documents,etc. Summarize inspection results with farmer: outline possible problems and related follow-up requirements or sanctions. Also improvement advice can be given. Sign checklist (farmer and inspector).

Tips for an Effective Internal Inspection Do not ask yes/no questions Know about the pest & diseases that may threaten the export crop and what people in the region commonly use for treatment (e.g. recommended by government extension agents) Learn how to identify traces of pesticides, fertilisers etc. Have fellow farmers participate in the inspection Talk to immediate neighbors and/or farmers in neighborhood Also talk to the wife or farm workers Have a look around on the farm, look into stores, garbage heaps Know about governmental agrochemical promotion programmes Possibly visit inputs stores in the area You are not a policeman or detective - but you need to be thorough and investigate properly - in a friendly way

Examples: Critical Control Points (1)

Examples: Critical Control Points (2)

Critical Control Points Leaves were sprayed 2 months ago Pesticides bottles found in tea field Commingling during weighing in the village? Manual weeding or herbicides?

Critical Control Points Storage Room Coffee farmer Cobox Package found in Field

Critical Control Points Contamination during on-farm processing Livestock conditions