1. Overview: ICS Evaluation Procedures
Application for certification
Inspection planning with preliminary risk assessment, determination of re-inspection rate, & inspection schedule
Preparation of inspection
Receiving the report back
Evaluation & certification
Follow up on non-compliances
Preparation of inspection
Inspection schedule: selection of farmers, details of inspection schedule
Risk assessment
Inspection of ICS office
Sample farm inspections
Product flow inspections buying, processing, export
Reporting & evaluation of non-compliances (during inspection and afterwards)

2. On-site ICS Inspection
Inspector
ICS Office and Staff
Farm Re- Inspections
Internal Farm Inspection
Risk Assessment & Inspection Schedule

3. Inspection Schedule & Risk Assessment
Requirements for group certification are fulfilled and basic ICS in place.
Preliminary risk assessment
Preliminary decision on external control rate and scope/focus of inspection.
Screening of project description, ICS Manual and all ICS forms  preliminary analysis of potential weak points and critical control points
Risk Assessment to confirm re-inspection rate and to finalize list of critical control points
Definition of detailed inspection schedule with selection of farmers for re-inspection
Usually during inspection

4. Inspection of ICS Office
General overview of activities, changes since last year.
Follow up last year’s conditions
Clarify questions on ICS Manual and procedures
Inspection ICS office
Screen sample farm files
Approval & sanction procedures, any sanctions?
Staff files and qualifications, conflicts of interests
Farmers list, list updating system

5. Farm Re-Inspections
Compliance check of farming & processing activities
Farmers’ knowledge and awareness
Cross-check ICS documentation
Farm Re-Inspection
Risk assessment & information from other sources
How is advice and internal inspection actually done?
Quality of internal inspection (effective?)
Cross-check with buying lists
Farm re-inspection report forms are used for these external farm inspections

6. Inspection of Buying/Selling and Handling
Farm production, on-farm processing
Buying
General Handling and storage
Processing
Selling/ Buying
Ware-housing
Processing
Farm 1
Farm 2
Farm 2
Export
Must be under supervision of the ICS

7. Reporting ICS inspection report is completed.
Report serves as checklist during inspection (usually completed by hand).
Findings of the inspection discussed with ICS Manager. ICS Manager has to countersign the report.
If needed, the same format is used after the inspection to prepare the complete report electronically with more details/descriptions.

8. Evaluation of Non-conformities
Compliance criteria have different levels of importance:
A: Major MUST B. Minor MUST to be implemented short term C: Minor MUST to be implemented medium term D: Recommendation
What should be done if ....
... ICS has not completed 100% internal inspection?
... ICS has failed to detect minor or major non-compliances?
... ICS is formally incomplete/not well documented?

9. Certificate for the group
Certification
Organic Certificate +
Certified farmers list
Certificate for the group
Group XXX
Address
- Soil erosion must be controlled better
- check of previous farming practices to be improved
- better training for inspectors
- receipts have to be given to farmers
- farm maps to be improved
Certification decision with necessary corrective measures

10. Introduction of the new harmonized evaluation system
Each certifier will probably adapt this standard system to its particular inspection & certification system and may add additional requirements or chose lower standards for some aspects. This applies in particular to all aspects checked on farm level for which each certifier will have its own interpretation of the requirements.
It is suggested that, in the first year of the introduction of this new inspection system and the harmonized certification requirements, all ICS operators should be handled as “new operators” or “first inspections”. This implies that they are expected to fulfill fewer requirements and that slightly higher re-inspection rates are recommended.
European import authorities may need time to internally familiarize themselves with the new ICS system and the new minimum control rates. Certifiers need to feel on the safe side that lower control rates will still ensure easy market access for their clients.