VSFCP Program Administration

NOTE:

The roles of Status Assessor and Regional Administrator referred to in Sections 1.2 and 1.3 of the Scrapie Flock Certification Program National Standards are currently both filled by the Scrapie Project Coordinator, with supervision from the Canadian Sheep Federation Executive Director and in consultation with the Canadian Food Inspection Agency Scrapie Coordinator. Therefore, throughout this document, the Scrapie Project Coordinator is listed being responsible for the duties of both the Regional Administrator and Status Assessor positions. If the duties of the Project Coordinator are modified in the future, due to the appointment of a Regional Administrator or Status Assessor on either a regional or national basis, the document will be revised to reflect the change.

I. Initial Application:

Within four business weeks of receipt, the Scrapie Project Coordinator will process the application using the steps listed in sections 1-7. If any part of the application is found to be incomplete or unsatisfactory, the procedure in section 8 will be applied.

  1. Open a Hard Copy File Under the Producer Name
  2. For producers applying for temporary enrolment, verify application information:
    1. Producer contact information is complete and the producer signature is present on the application form.
    2. Veterinarian contact information is complete and the veterinarian signature is present.
    3. Site plan is present, legible, and includes all areas accessible to animals.
    4. Temporary Enrolment Letter:
      1. Within three four weeks of receipt of the completed temporary enrolment application, the Scrapie Project Coordinator will issue a letter of temporary enrollment in the program. The letter of temporary enrollment will state producer name, date of acceptance and assigned program number. The letter will also state that the producer will have 30 days post-importation to complete an inventory with a scrapie accredited veterinarian on all sheep and goats on the property.
      2. The letter of temporary enrollment will be mailed to the producer and copy of the documents will be placed in the producer file.
  3. For producers applying for full enrollment, verify Application Form Information:
    1. Producer contact information is complete and the producer signature is present on the application form.
    2. Verify with CFIA district office that the premises is not subject to CFIA quarantines for scrapie
    3. Veterinarian contact information is complete and the veterinarian signature is present.
  4. Verify Site Plan
    1. Site plan is present, legible, and includes all areas accessible to animals.
  5. Verify Animal Identification and Record Keeping Systems:
    1. Two forms of appropriate identification are used for animals over 12 months of age.
    2. Lambs may be identified individually or in groups, which are traceable by the producer within the inventory.
    3. Record keeping system is appropriate for maintaining program (i.e. appears to be capable of tracing changes within the flock/herd).
    4. This information is entered into the scrapie database at the time of the first annual application for advancement.
  1. Verify Veterinarian Status:
    1. Signing veterinarian must be licensed with appropriate provincial organizations and is accredited to deliver the SFCP through the local CFIA district office (obtain dates of contract if relevant)
Sheep

Scrapie Information & Facts

LABRATORIES COMPLETING OBEX
TESTING FOR THE PREVALENCE STUDY

Prior to shipping any samples, be sure to read all information concerning packing and shipping samples.

PRAIRIE DIAGNOSTIC SERVICES Inc.

52 Campus Drive
Saskatoon, SK, CANADA, S7N 5B4
PHONE: 306-966-7316

ALBERTA AGRICULTURE AND RURAL DEPT

Agri-Food Laboratories Branch
TSE Laboratory
6909 – 116th Street
Edmonton, AB Canada, T6H 4P2
Phone: 780-422-4830
Facsimile: 780-415-4527

 

ANIMAL HEALTH LABRATORY

Laboratory Services, a division of
the University of Guelph
Building 49, OVC, Box 3612,
Guelph, ON, Canada, N1H 6R8
Phone: 519-824-4120 X: 54544
Fax: 519-821-8072

MANITOBA AGRICULTURE
FOOD AND RURAL INITIATIVES

Veterinary Services Branch
Veterinary Diagnostic Services
545 University Crescent
Winnipeg, Manitoba, R3T 5S6
Telephone: 204-945-8220

  1. Verify Flock/Herd Inventory:
    1. An inventory including appropriate identification for adult and juvenile animals is present.
    2. Veterinarian signature is present on the inventory.
    3. Inventory is dated no earlier than 3 months immediately prior to the submission date of the application.
    4. Inventory is appropriate for chosen pathway:
      1. For Pathway 1 verify that:
        1. the inventory appears to be complete and includes both breeding animals and young stock.
      2. For Pathway 2 (in addition to (i)) verify that:
        1. there are genotype results for all animals greater than 14 months of age from a CFIA approved lab
        2. there are third eyelid results OR rectal biopsy results for at least 50 QQ animals from an approved laboratory (all must be negative).
      3. For Pathway 3—whole flock (in addition to (i)) verify that:
        1. there are genotype results from CFIA approved lab for all original breeding animals (ewes, rams, embryo transfer donors, and semen) indicating that they are 171RR or 171RQ.
        2. a vet-supervised inventory is present documenting that all breeding sheep are 171RR or 171RQ, as indicated by lab reports or breeding records showing one parent with 171RR genotype.
      4. For Pathway 3—rams only (in addition to (i)) verify that:
        1. there are genotype results from two separate labs (at least one of which is a CFIA approved lab) indicating that all flock sires (rams and semen) are 171RR.
        2. a vet-supervised inventory is present documenting that all breeding sheep are 171RR or 171RQ, as indicated by lab reports or breeding records showing they are offspring of a ram with a 171RR genotype.
    1. An inventory including appropriate identification for adult and juvenile animals is present.
  2. Verify laboratory Approval (for Pathways 2&3)
    1. Check that laboratory is approved by CFIA genotype and third eyelid/ rectal biopsy testing. Note: Only one lab used for ram genotype testing is required to be approved by CFIA.
  3. Incomplete or Unsatisfactory Initial Application:
    1. If information is incomplete or unsatisfactory, the Scrapie Project Coordinator will telephone or email to inform the producer of the discrepancy within two weeks of processing of the application.
    2. A written statement will be issued within two-business day of the conversation (either mailed or email), which confirms the information required for enrollment and states a deadline of 30-days by which the producer must submit information. A copy of the statement will be placed into the producer file and the file flagged for follow up.
    3. If the producer responds with appropriate information, proceed with the application process (9. Entering Information into the Database).
    4. If producer contacts the Scrapie Project Coordinator within the stated deadline and is willing to comply but needs additional time to complete requirements (e.g. additional sampling and analysis, vet accreditation required etc), the Scrapie Project Coordinator may set a new deadline. The producer will be informed of this decision as in (a) and (b).
    5. If the producer does not respond within thirty days of the date of the original letter, he/she will be contacted again as in (a) and (b).
    6. If after the thirty-day period (e) there is no response from the producer, the Scrapie Project Coordinator may consider the application abandoned. The producer file will be maintained for at least 12 months after the original date of the application.
    7. If producer appeals the original judgment to withhold the enrollment or the decisions made in (d) or (f), see Section 23.
  4. Assigning Entrance Level
    Within eight weeks of receipt of the completed initial application, the Scrapie Project Coordinator will assign an entrance level:
    1. Pathway 1
      1. Unless there are mitigating circumstances, all producers applying under Pathway 1 will be entered at Level E
      2. Mitigating circumstances include consideration for country of origin of flock/herd or history of following program requirements (collection of heads, yearly inventory etc)
      3. If mitigating circumstances potentially apply to the application, the Scrapie Project Coordinator will consult will the Canadian Sheep Federation Executive Director and/or CFIA program coordinator before assigning an entrance level.
    2. Pathway 2
      1. With all required information, entrance at Level B (see section 5 of National Standards)
    3. Pathway 3
      1. With all required information, entrance at Level A (see section 6 or 7 of the National Standards)
  5. Enrollment Certificate:
    Within eight weeks of receipt of the completed initial application, the Scrapie Project Coordinator will:
    1. Issue a certificate indicating that the application was accepted for enrollment in the program at the Level assigned in section 11. The certificate will state producer name and farm name, date of acceptance, level of acceptance, and anniversary quarter of inventory.
    2. The paperwork required for the application for advancement will be included in the certification package.
    3. The certificate, application, and cover letter will be mailed to the producer and copy of the documents will be placed in the producer file.
  6. Publishing Updates:
    1. Every two weeks, the Scrapie Project Coordinator will post any changes in producer enrollment and status in on the national web site (www.scrapiecanada.ca).
    2. The Scrapie Project Coordinator will present data (e.g. number of producers enrolled at each level, number of new producers enrolling during the quarter, number of producers revoked or suspended during the quarter, number of appeals, etc) in quarterly reports to the CFIA project coordinator and as part of the progress reports made to the ACAAF program officer. Based on the fiscal year, quarterly reports will be made by July 15th (fist quarter), October 15th (second quarter), January 15th (third quarter), and April 15th (forth quarter).

II. Review of Anniversary Quarter for Application for Advancement

 

  1. Notification of Application:
    1. On a quarterly basis (during the last month of the quarter) the Scrapie Project Coordinator will review the database for producers entering the anniversary quarter for application for advancement (e.g. Producers with renewals due in Apr-June will be notified in March).
    2. Producers will be informed via telephone or email that the application is due within the coming quarter and the consequences of missing the anniversary (see section 13).
    3. The date of telephone call/email and any other details will be noted in the comments section of the producer file in the database. A hard copy of the email may be saved in the producer file.
    4. During the quarterly review of the database by the Scrapie Project Coordinator, any producers who will exceed their anniversary by the end of the current quarter will be contacted by telephone or email (i.e. If the anniversary quarter is Jan-Mar, but application has not been received by April 30).
    5. A letter confirming the information given in (d) (e.g. the anniversary quarter and consequences of missing the application date) will be mailed or emailed to the producer. A hard copy of the letter will be kept in the producer file.
  2. Overdue Applications:
    1. Producers who fail to submit their application within one month following the end of the anniversary quarter will be temporarily suspended from the program (See Section 23.)
    2. If the application is received within the quarter following the anniversary quarter, the suspension remains in place pending the successful review of the annual report. With a successful review, the Scrapie Project Coordinator will assign a new anniversary quarter based on the date the application is received (e.g. if the original anniversary was Jan-Mar but the application was received in May, the new anniversary quarter will be Apr-Jun).
    3. If the application for advancement has not been received within the quarter following the original renewal date (e.g. if the anniversary quarter was Jan-Mar and the application is not received by July 1st.), the producer will be notified that his/her enrollment will be revoked if the application is not received within 30-days of the notice (i.e. using the above example, enrolled would revoked after August 1st).
    4. d) If the producer takes no action during 30-day period, the enrollment will be revoked (see Section 24). If the producer appeals the decision see Section 25.

III. Application for Advancement (Annual Report)


Within eight business weeks of receipt, the Scrapie Project Coordinator will process the application using the steps listed in Sections 16-21. If any part of the application is found to be incomplete or unsatisfactory, the procedure in Section 23 will be applied.

 

  1. Verify application form information:
    1. Producer contact information is complete and the producer signature is present on the application form.
    2. Veterinarian contact information is complete and the veterinarian signature is present.
    3. The application date falls within the anniversary quarter. If the date is past the anniversary quarter, a temporary suspension will be in place (see Section 14).
  2. Verify Veterinarian Status
    1. Signing veterinarian must be licensed with appropriate provincial organizations and is accredited to deliver the SFCP through the local CFIA district office (obtain dates of contract if relevant)
  3. Verify presence of minimum lab results
    1. Verify that there is a valid lab result or submission form for at least one animal over 12 months of age dying on-farm within the previous year. (If no animals over the age of 12 months have died naturally on the farm, producers do not have to submit a brain sample until the second application of advancement; however, their status will not be advanced to Level D at this time).
  4. Enter Initial Application Inventory into Database
    1. Confirm producer and vet contact information is current, and that the same vet was employed as in the previous year.
    2. Enter producer information from application for advancement inventory into a blank producer form in the Scrapie database.
    3. Fields: Farm number (automatic); Producer first name, Producer last name, Farm Name, Address, Current status, Application date, Last Inventory date, Anniversary, Phone, Fax, Email, Vet number, Vet invoice received, Comments.
    4. Enter the veterinarian information from initial application into a blank veterinarian form. Fields: Vet number (automatic), Vet Name, Vet clinic, Address, Phone, Fax, Email, Valid provincial license, CFIA accredited, CFIA renewal.
  5. Enter Initial Application for Advancement Inventory into Database
    Enter application for advancement inventory into database.
    1. Confirm producer and vet contact information is current, and that the same vet was employed as in the previous year.
    2. Enter producer information from application for advancement inventory into a blank producer form in the Scrapie database.
    3. Fields: Farm number (automatic); Producer first name, Producer last name, Farm Name, Address, Current status, Application date, Last Inventory date, Anniversary, Phone, Fax, Email, Vet number, Vet invoice received, Comments.
    4. Enter the veterinarian information from initial application into a blank veterinarian form. Fields: Vet number (automatic), Vet Name, Vet clinic, Address, Phone, Fax, Email, Valid provincial license, CFIA accredited, CFIA renewal.
  6. Reconcile Previous and Current Inventories: For all Pathways (unless otherwise specified):
    1. Filter previous inventory for all females over 12 months of age
    2. Filter new inventory for all females over 12 months of age
    3. For animals on both list there is no further investigation
    4. For animals on previous list but not the current list, verify:
      1. if animals were sold, verify the presence of receipts including individual animal id
      2. if there is no sales receipt, assume the animal died on farm and verify presence of scrapie test result from approved lab.
      3. if a test result is not present due to batching of samples at the lab or the submission date being too close to application date, verify presence of lab submission form for that animal. If only the submission form is included, producers must supply the lab result as soon as possible. If the result has not been received within six months following the anniversary quarter, a temporary suspension will be imposed (see Section 23). The producer will be notified by telephone or email of this condition and the conversation noted in the comments section of the database.
      4. If lab result or submission form is not present for dead stock, verify if it qualifies for an exemption under the National Standards (section 3.15 and 3.16 of Standards). If an unsuitable sample was submitted, a temporary suspension maybe applied (see Section 3.14 of National Standards).
    5. For animals on current list but not on previous list, determine:
      1. if homegrown (no further action)
      2. if purchased, verify flock of origin via the sales receipt. Verify the appropriateness if the flock of origin status (including any temporary suspensions or if enrollment revoked), pathway, anniversary dates, and country of origin.
    6. Examine flock numbers for both inventories (i.e. (total sheep and lambs on previous inventory + total entering the flock) – total number leaving the flock = Current inventory).
    7. If following Pathway 2 and application is for Level A (ie. first annual report), ensure there are lab results (genotype and negative third eyelid test or rectal biopsy test results for 171QQ animals) for all breeding stock that were purchased from outside sources, but not tested for the initial application (i.e. were under 14 months of age at the time of the initial application).
    8. If following Pathway 3 (Rams Only), verify that all current breeding rams have genotype 171RR results from two labs (one lab must be accredited by CFIA).
    9. If following Pathway 3 (Whole Flock), verify that for all breeding animals (male and female) not on the previous inventory:
      1. if purchased, verify that the genotype test results are present indicating they have a 171RR or 171QR genotype
      2. if homegrown and one parent is verified to have a genotype of 171RR, no further action required
      3. if homegrown and parent genotype not available, verify genotype test result of offspring (testing is necessary for second generation lambs)
  7. Program Advancement:
    1. If the Scrapie Project Coordinator determines that the Annual Report is complete the flock/herd is advanced to the next level
    2. Follow steps listed in Sections 12 and 13.
  8. Incomplete or Unsatisfactory Application for Advancement
    1. If information is incomplete or unsatisfactory, the Scrapie Project Coordinator will telephone or email and inform the producer of the discrepancy within eight weeks of receipt of the application.
    2. A written statement will be issued (mailed) within two-business day of the conversation, which confirms the information required for advancement and states a 30-day deadline by which the producer must submit information. At this time the producer is not suspended. A copy of the statement will be placed into the producer file and the file flagged for follow up.
      1. If producer is willing to comply but needs additional time to complete requirements, the Scrapie Project Coordinator may set a new deadline after which a temporary suspension will be applied. The producer will be informed of this decision as in (a) and (b).
      2. If the producer does not respond within the deadline set in (b), the Scrapie Project Coordinator will inform the Canadian Sheep Federation Executive Director of the situation. The Executive Director and the Scrapie Project Coordinator may decide to impose a temporary suspension (see Section 24).
      3. If producer appeals the original judgment to withhold the advancement or the decisions made in (c) or (d), see Section 26.
  9. Temporary Suspension:
    1. A temporary suspension will be applied if a flock/herd is under review for potential removal from the program (enrollment revoked).
    2. The Scrapie Project Coordinator will telephone or email and inform the producer of the reasons for applying a temporary suspension and the deadline for complying with program requirements (d) or appealing (e).
    3. A written statement will be issued (mailed) to the producer within two-business days of the conversation, which confirms the conditions of the suspension. The written notice will include the name and address of the Scrapie Project Coordinator. A copy of the statement will be placed into the producer file.
    4. A producer who is under a temporary suspension will have the opportunity to submit any relevant information to the Scrapie Project Coordinator within 30 days of the temporary suspension being imposed.
    5. A producer who is under temporary suspension will have the opportunity to appeal the decision within 60 days of the suspension (See Section 26).
    6. If the producer does not respond as in (d) or (e), the flock/herd will be removed from the program (See Section 23).
  10. Revoking Registration (Removal from the program)
    1. The Scrapie Project Coordinator will notify the producer in writing (mailed) regarding reasons for revoking the registration and possibility of appeal. The Scrapie Project Coordinator’s name and address will be included in this letter. A copy of the letter will be included in the producer file.
    2. The producer is allowed 60 days to appeal the decision (See Section 26).
  11. Appeal Process
    The Scrapie Project Coordinator will appoint a committee of three to consider all appeals. The three individuals will each represent one of the following groups:
    1. an employee of the provincial veterinary or livestock authority or service;
    2. a professional employee of a college or university who is familiar with the appropriate small ruminant industry
    3. a representative of a livestock association other than one associated with the small ruminant industry involved in the appeal;
    4. a representative of the provincial veterinary association;
    5. the representative of the status assessor from another certified herd program, either provincial or CFIA;

A representative of the appropriate sheep / goat organisation may assist the committee to provide information relating to the small ruminant industry.

The Scrapie Project Coordinator will request a representative of the CFIA national scrapie program to observe the appeal as a non-voting member of the committee.

For each appeal committee the Scrapie Project Coordinator will appoint a nonvoting chair from the Canadian Sheep Federation.

Requests for appeal will be in writing and will set out the reasons why the appeal should be considered. Where there is specific information concerning the circumstances surrounding the death of the sheep / goat or an incident in the herd, the request shall be countersigned by the practising veterinarian responsible for the herd. If the initial appeal is unsatisfactory, the Scrapie Project Coordinator will notify the producer and accredited veterinarian in writing of the continued suspension or revocation of the flock status, advising that there is a 60-day deadline to present a final appeal.

The appeal committee may conduct its meeting(s) by teleconference and need not meet in person.

An appeal committee will be appointed to consider each / every appeal and provide their recommended course of action to the Scrapie Project Coordinator for implementation. Where the Scrapie Project Coordinator and Canadian Sheep Federation Executive Director believe that the recommendation of the committee would jeopardize the status of the certified herd program, the Scrapie Project Coordinator may convene a further committee consisting of a representative of the CFIA national scrapie program and two other provincial sheep specialists. A representative of the relevant national small ruminant organisation will be an ex-officio member of the committee. The recommendation of this committee will be binding.

  1. Reinstating Flock Status
    A producer that has been removed from the program may submit a new application. The Scrapie Project Coordinator will determine if and at what level the flock should be reinstated based on the reasons for removal (see Section 2.3 of National Standards).

     

  2. Changes to the National Standards
    1. CFIA is responsible for development and changes to the national standards
    2. A review of the program will be made at least annually or as required as new information becomes available
    3. The Scrapie Project Coordinator will inform all enrolled producers of upcoming reviews and proposed changes for comment.
    4. The Scrapie Project Coordinator will relay any producer comments regarding requested changes to the CFIA Project Coordinator prior to the review.
    5. The Scrapie Project Coordinator will provide hard copies or e-copies of approved changes to standards to all enrolled producers within 30-days of receipt of official revisions from CFIA.
    6. Approved changes will be posted on the website in both official languages within eight weeks of receipt of the official copies from the CFIA.
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