Procedures for the Scrapie Certification Project:
Second Level Verification
Last Update April 2019
NOTE: The roles of Status Assessor and Regional Administrator referred to in Sections 1.2 and 1.3 of the SFCP National Standards are currently both filled by the National Scrapie Coordinator, with supervision from the Canadian Sheep Federation Executive Director and in consultation with the Canadian Food Inspection Agency Scrapie Program Specialist. Therefore, throughout this document, the National Scrapie 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 National Scrapie Coordinator will process the application using the steps listed in sections 1-9. If any part of the application is found to be incomplete or unsatisfactory, the procedure in section 10 will be applied.
1. Open a hard copy file under the producer name and SFCP number
2. For producers applying for temporary enrolment, verify application information:
a) Producer contact information is complete and the producer signature is present on the application form.
b) Veterinarian contact information is complete and the veterinarian signature is present on the application form.
c) Signing veterinarian must be a CFIA veterinarian or licensed with appropriate provincial organizations and accredited to deliver the SFCP through the local CFIA district office (obtain dates of contract if relevant). Email CFIA and provincial veterinary licensing program administrators to confirm accreditation and licensing.
d) Site plan is present, legible, and includes all areas accessible to animals.
e) CFIA quarantine letter has been completed and signed, and the property listed in the application is not currently subject to CFIA quarantine action.
f) Signing veterinarian has verified there are currently no small ruminants on the property.
3. Temporary Enrolment Letter:
a) Upon receipt of Temporary Enrolment application, The National Scrapie Coordinator will contact the CFIA to determine the producer’s eligibility to import. If the producer is deemed ineligible to import, the National Scrapie Coordinator will inform the producer that the CFIA has not confirmed their eligibility to import, and that they will not be granted Temporary Enrolment.
b) Upon confirmation from the CFIA of the producer’s eligibility to import, within four weeks of receipt of the completed temporary enrolment application, the National Scrapie 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 SFCP number. The letter will also state that the producer will have 30 days post-importation to complete and submit an inventory conducted by an approved signing veterinarian on all sheep and goats on the property and will state that should the producer fail to complete full enrolment post-import, the CFIA will be contacted and made aware of the failure to complete SFCP enrolment.
c) The letter of temporary enrollment will be mailed or emailed to the producer and copy of the documents will be placed in the producer file.
4. For producers applying for full enrollment, verify Application Information:
a) Producer contact information is complete and the producer signature is present on the application form.
b) Veterinarian contact information is complete and the veterinarian signature is present.
c) Signing veterinarian must be a CFIA veterinarian or licensed with appropriate provincial organizations and accredited to deliver the SFCP through their local CFIA district office (obtain dates of contract if relevant). Email CFIA and provincial veterinary licensing program administrators to confirm accreditation and licensing. Chapter 7 of CFIA’s Accredited Veterinarian’s Manual is on the Scrapie Flock Certification Program.
d) Site plan is present, legible, and includes all areas accessible to animals.
e) CFIA quarantine letter has been completed and signed, and the property listed in the application is not currently subject to CFIA quarantine action.
f) Verify if flock is genotyped
g) Verify if the producer has previously enrolled in the SFCP. Producers who have previously enrolled but quit the program within 24 months of enrolling, or producers who received temporary enrolment but failed to complete full enrolment, are not permitted to re-enroll for a period of 3 years.
5. Verify Animal Identification and Record Keeping Systems:
a) Two forms of appropriate unique identification are used for animals over 12 months of age.
b) Lambs/kids may be identified individually or in groups, which are traceable by the producer within the inventory.
c) Record keeping system is appropriate for maintaining program (i.e. appears to be capable of tracking changes within the flock/herd, capable of segregating males with individual status i.e. different status from flock or herd).
6. Verify Flock/Herd Inventory:
a) An inventory including appropriate identification for adult males and females, and juvenile animals is present.
b) Signing veterinarian’s signature is present on the inventory.
c) Inventory is dated no earlier than 3 months immediately prior to the submission date of the application.
d) The inventory appears to be complete and includes both breeding animals and young stock, 12 months of age or older. Male breeding animals that will have different status than the flock or herd must be listed with their individual status on a separate inventory report. Rams of genotype 136AA 171QR and 136AA 171RR are not restricted in their movement in and out of the flock. If there is to be movement of these rams, then they must be identified with their genotype on the inventory and genotype results provided.
7. Verify Laboratory Approval (for Genotyped animals)
Check that laboratory is approved by CFIA or the USDA for genotype and third eyelid/rectal biopsy testing. Note: Only one lab used for ram genotype testing is required to be approved by CFIA.
8. Enter Initial Application Inventory into Database
a) Enter producer information from initial application inventory into a blank master inventory spreadsheet in the Scrapie database.
b) Fields: Farm number (automatic); Producer first name, Producer last name, Farm Name, Address, Current status, Last Inventory date, Anniversary, Phone, Fax, Email, Vet number.
c) Enter the signing veterinarian information from initial application into a blank veterinarian form. Fields: Assigned vet number, Vet Name, Vet clinic, Address, Phone, Fax, Email.
d) Enter flock inventory from initial application using the Animal Inventory Sub-form and breeding males inventory sub-form for any males maintained separate from flock or herd with individual status in the producer form. Fields: Date of inventory, animal id 1, animal id 2, sex, birth date, date entered flock, source, farm # of origin (if applicable), Farm origin status (if applicable), genotype results (where applicable), live animal tests (where applicable) comments.
9. Request for Accelerated Admission to Advanced Status
a) Owners who will be starting a new flock/herd with acquired animals of status D or higher and who intend on keeping that status will need to provide the following information in addition to the regular application protocol outlined in Sections 4-8:
i. a letter signed by the owner stating the premise has not contained small ruminants for at least 10 years, OR
ii. a letter signed by the owner stating that it is unknown whether the premises contained small ruminants in the last 10 years, OR
iii. a letter signed by the owner stating that the premises has contained small ruminants in the last 10 years
b) If a) ii) or iii) apply and the owner still wishes to apply for advanced status, the producer must follow the CFIA outlined cleaning and disinfecting protocol set out in the Accredited Veterinarian’s Manual under the supervision of the signing veterinarian prior to stocking any animals on the property. The signing veterinarian must certify to the administrator that the C&D has been done in a satisfactory manner.
c) Administrator must assess if source flock(s)/herd(s) for animals applying for advanced status enrolment have met all program requirements for the number of years of advanced status requested or if they are from a program considered equivalent in terms of risk reduction, including:
i. Flock/herd has been closed to the acquisition of animals from non-enrolled flocks/herds unless they were rams of genotype 13AA 171RR or 136AA 171QR. If males were acquired of different status, they have been maintained separate from the flock.
ii. Annual signing veterinarian supervised inventories have been conducted for each year of advanced status requested
iii. All animals 12 months or older that have died or been killed on farm have been tested negative for scrapie
iv. All animals that have moved off farm have been identified and supporting documents have been provided for every year of advanced status requested.
v. Sheep/Goat Milk, Colostrum, Derived Products Verification form has been submitted, and if the producer has sourced from an external source that source flock/herd’s status is verified, and recipient flock/herd’s status remains or is changed accordingly.
10. Incomplete or Unsatisfactory Initial Application:
a) If information is incomplete or unsatisfactory, the National Scrapie Coordinator will telephone or email to inform the producer of the discrepancy within two weeks of processing of the application.
b) 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.
c) If the producer responds with appropriate information, proceed with the application process (2-9).
d) If producer contacts the National Scrapie 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 National Scrapie Coordinator may set a new deadline. The producer will be informed of this decision as in (a) and (b).
e) 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).
f) If after the thirty-day period (e) there is no response from the producer, the National Scrapie Coordinator may consider the application abandoned. The producer file will be maintained for at least 12 months after the original date of the application.
g) If producer appeals the original judgment to withhold the enrollment or the decisions made in (d) or (f), see Section 24 (Appeal Process).
11. Assigning Entrance Level
Within eight weeks of receipt of the completed initial application, the National Scrapie Coordinator will assign an entrance level. The status category assigned to the producer is effective from the date when the flock/herd is accepted within the program:
a) Unless there are mitigating circumstances, all producers will be entered at Level E
b) Mitigating circumstances include consideration for country of origin of flock/herd or history of following program requirements (collection of heads, yearly inventory, etc) for the number of years of advanced status requested
c) If mitigating circumstances potentially apply to the application, the National Scrapie Coordinator will consult will the Canadian Sheep Federation Executive Director and/or CFIA program coordinator before assigning an entrance level.
d) A flock/herd that has been subject to CFIA’s National Scrapie Eradication Program may only (re-)enter at the Level E
12. Enrollment Letter and Certificate:
Within eight weeks of receipt of the completed initial application, the National Scrapie Coordinator will:
a) Issue a certificate indicating that the application was accepted for enrollment in the program at the Level assigned in section 11 (Assigning Entrance Level). The certificate will state producer name and farm name, date of acceptance, level of acceptance, and program anniversary quarter (anniversary quarter is determined by the quarter in which the enrollment date falls: Jan. 1-March 31; April 1-June 30; July 1-Sept. 30; Oct. 1-Dec. 31).
b) When applicable, include on the certificate that there are breeding males with different status than the flock or herd indicating that the application was accepted for enrollment in the program at the Level assigned in section 11 (Assigning Entrance Level). The enrollment letter will state producer name and farm name, date of acceptance, level of acceptance, the ID numbers of the males and what their individual status level is, the requirement to be maintained separate as detailed in the national standards, and program anniversary quarter.
c) If the flock is genotyped, the enrollment letter will bring to their attention Section 4.5 of the National Standards (indicates sacrificed animals to meet testing requirements must be of susceptible genotype).
d) The paperwork required for the application for advancement will be included in the certification package.
e) The certificate and acceptance letter will be mailed/emailed to the producer and copy of the certificate and acceptance letter will be placed in the producer file.
13. Publishing Updates:
a) On a monthly basis, the National Scrapie Coordinator will post any changes in producer enrollment and status on the national web site (www.scrapiecanada.ca) along with the “as of “ date. Only the status of the farm’s flock or herd will be listed on the website. Males with differing status will not be listed.
b) The National Scrapie Coordinator will keep and provide data (e.g. number of producers enrolled at each level (based on flock or herd), number of new producers enrolling during the quarter, number of producers revoked or suspended during the quarter, number of appeals, etc) to the CFIA Scrapie Program Specialist upon request.
c) On a monthly basis, the National Scrapie Coordinator will verify that producer enrollment and status is accurate and up to date on the national website (www.scrapiecanada.ca).
II. Review of Anniversary Quarter for Application for Advancement
14. Notification of Application:
a) On a quarterly basis (during the last month of the quarter) the National Scrapie 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).
b) Producers will be informed via mail or email that the application is due within the coming quarter and the consequences of missing the anniversary (see section 22 (Temporary Suspension).
c) A copy of letter/email and any other details will be noted in the producers file. A hard copy of the email may be saved in the producer file.
d) On a quarterly basis, at the end of the first month of the quarter, the National Scrapie Coordinator will review the database for producers whose anniversary quarter has just passed. Any producers from the previous quarter who have not submitted an annual application for advancement by the time of this review will be issued a temporary suspension from the program as in Section 22 (Temporary Suspension).
15. Overdue Applications:
a) 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 22 (Temporary Suspension)).
b) 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 National Scrapie 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).
c) If the producer contacts the National Scrapie Coordinator within 30 days following the anniversary quarter and is willing to comply but needs additional time to submit the annual application (e.g. additional sampling and analysis, vet accreditation required etc), the National Scrapie Coordinator may set a new deadline. The suspension remains in place pending the successful review of the annual report. With a successful review, the National Scrapie 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).
d) 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).
e) If the producer takes no action during 30-day period, the enrollment will be revoked (see Section 23 (Revoking Registration). If the producer appeals the decision see Section 24 (Appeal Process).
III. Application for Advancement (Annual Report)
Within eight business weeks of receipt, the National Scrapie Coordinator will process the application using the steps listed in Sections 16-20. If any part of the application is found to be incomplete or unsatisfactory, the procedure in Section 22 (Incomplete or Unsatisfactory Application for Advancement) will be applied. Once the requested information has been received, the National Scrapie Coordinator will process the application within 6 business weeks.
16. Verify application form information:
a) Producer contact information is complete and the producer signature is present on the application form.
b) Signing veterinarian contact information is complete and the veterinarian signature is present on the application form.
c) Signing veterinarian has verified that if the producer has breeding males that have been assigned a status which differs from the rest of the flock or herd, they have been maintained separately as defined in the National Standards.
d) Signing veterinarian must be a CFIA veterinarian or licensed with appropriate provincial organizations and is accredited to deliver the SFCP through the local CFIA district office (obtain dates of contract if relevant). Email CFIA and provincial veterinary licensing program administrators to confirm accreditation and licensing. Or, where applicable, access the provincial online database.
e) 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 22 (Temporary Suspension)).
f) Verify if flock/additional animals have been genotyped since the previous report.
g) If applicable, determine if there is a request to advance to Level Certified Plus. Note: Ensure eligibility in Sections 17. E) and 21.b).
17. Verify presence of minimum lab results
a) Verify that there is a valid lab result or submission form for at least one animal 12 months of age or older dying on-farm within the previous year. If no animals over the age of 12 months have died naturally on the farm, producers need to choose one of the following three options b), c), or d).
i. Ensure that test results include both obex and RPLN tissue for each animal tested.
ii. The annual sampling minimum is waived for genetically resistant sheep flocks, defined as:
iii. All sheep are 136AA 171QR or 136AA 171RR genotype AND all rams are 136AA 171RR genotype (determined twice). To validate flock’s eligibility for this exemption, validate genotypes for all sheep, and ensure results are from labs approved by the CFIA or USDA.
b) If a producer elects to slaughter an animal to meet the minimum sampling requirement in order to advance to the next level, verify that there is a valid lab result or submission form for at least one animal and the animal is over 18 months of age and has resided in the flock/herd for a minimum of 18 months. If the flock is genotyped, verify that the animal selected for testing was genetically susceptible, defined as 136AA 171QQ, if the flock has not be genotyped any animal meeting the age/residency requirements can be tested, OR
c) If no suitable post mortem samples have been submitted for testing, a herd or flock may advance to the next certification level if completing the alternative live animal sampling protocol. Verify that there is supporting documentation provided and valid lab results for this live animal sampling protocol;
i. Determine which animals are eligible for live animal sampling; all goats over 14 months of age and all 171QQ sheep over 14 months of age.
ii. Eligible animals with negative live animal test results in the past 12 months are exempt from testing that year
iii. Ensure negative test results are provided for all eligible animals
iv. A minimum of 3 eligible animals must have been tested with valid results (e.g. if the flock or herd does not contain at least three eligible animals then this testing protocol cannot be used).
v. If flock or herd is positioned to move to Level Certified with this application, ensure it has accumulated at least as many valid results as there were test eligible animals present in the foundation flock/herd (test eligible animals at time of enrollment) or current flock/herd whichever is higher
d) If no suitable samples have been submitted for testing in the program year, an enrolled flock or herd may be permitted to remain on the program without advancing to the next level for one additional year or if at certified status, their certification level is dropped to Level A. If a flock or herd has been permitted to do this and it is now the second year, verify there is a valid lab result or submission form as detailed in 17a), b) or c) within the previous two years in order to remain on the program and advance to the next level.
e) For Level Certified Plus the sampling requirement is a minimum of 30 animals scrapie tested OR all genetically susceptible animals over 14 months scrapie tested whichever is less, as well as any females acquired from non-Certified Plus flocks/herds in the last two years.
If the producer is applying for the Level Certified Plus, determine if there are valid negative lab results meeting the minimum sampling requirement met through a combination of the following:
i. Post-mortem testing as the herd/flock has advanced through the levels of the program
ii. Live-animal testing as the herd/flock has advanced through the program
iii. Further herd/flock testing using live animal testing of genetically susceptible animals over 14 months or post-mortem testing (cull or slaughter animals) to make up the balance of minimum sampling requirement.
AND in addition determine that all genetically susceptible females acquired from a flock/herd that is not Certified Plus in the preceding 2 years have valid negative lab results met either by live-animal or post-mortem testing.
18. Enter Application for Advancement Inventory into Database
Enter application for advancement inventory into database.
a) Confirm producer and vet contact information is current, and that the same vet was employed as in the previous year. If the producer is using a new signing veterinarian, enter the veterinary information into the database as in 8. c).
b) Update producer and signing veterinarian information from application for advancement in the master inventory spreadsheet in the Scrapie database.
c) Fields: Farm number (automatic); Producer first name, Producer last name, Farm Name, Address, Current status, Genotyped (Y/N), Last Inventory date, Anniversary, Phone, Fax, Email, Vet number.
d) Enter the signing veterinarian information from initial application into a blank veterinarian form. Fields: Vet number (automatic), Vet Name, Vet clinic, Address, Phone, Fax, Email.
19. Reconcile Previous and Current Inventories:
a) Verify the reconciliation of the previous inventory for all males and females over 12 months of age
b) Verify the reconciliation of the new inventory for all males and females over 12 months of age
c) For animals on both lists there is no further investigation
d) For animals on the previous inventory but not the current inventory, verify:
i. if animals were sold, verify the presence of receipts including individual animal id, or verify sale/slaughter of animals on provincial identification/traceability program report (ie ATQ report)
ii. if the animal died on farm, verify presence of scrapie test result from approved lab if the animal was 12 months or older at the time of its death and ensure that both obex and RPLN tissue were submitted for testing with each animal submission.
iii. 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 (Temporary Suspension)). The producer will be notified by telephone or email of this condition and the conversation noted in the comments section of the database.
iv. If lab result or submission form is not present for dead stock, verify if it qualifies for an exemption under the National Standards (section 3.18 of Standards). If an unsuitable sample was submitted, a temporary suspension maybe applied (see Section 2.3 of National Standards).
j) Verify that all lambs or kids (under 12 months) have been reported. These animals may be reported in groups.
k) For females on the current inventory but not on the previous inventory, determine:
i. if homegrown (no further action)
ii. if acquired, verify flock of origin via the sales receipt. Verify the appropriateness of the flock of origin status (including any temporary suspensions or if enrollment revoked), pathway, anniversary dates, and country of origin.
l) For males on the current inventory but not on the previous inventory, determine:
i. If homegrown (no further action)
ii. If acquired, ensure the presence of all necessary supporting documents as outlined in section 4.7 of the National Standards
iii. For acquired males that are maintained with the flock or herd and are assuming the flock or herd status, verify the appropriateness of the flock of origin status (including any temporary suspensions or if enrollment revoked), pathway, anniversary dates, and country of origin, OR genotyping results of 171RR or 136AA 171QR are provided along with documentation from the flock of origin attesting to no current scrapie disease control measures.
iv. If the male(s) impact the certification level by not meeting criteria set out in section 4.7, verify the animal is maintained separately and has documentation from the flock of origin attesting to no current scrapie disease control measures. For each of these males, assign an individual status level based on provided documentation. If these males leave the flock/herd and commingle with animals from non-participating flocks/herds or a flock/herd of lower status, then their individual status level upon their return is assigned based on the certification level of the flock/herd with which they commingled.
v. If males are imported from the United States under option 2c) of the import policy, verify they are maintained separate in the flock/herd. For each of these males assign an individual status level based on provided documentation. If the imported male is no longer present on the inventory or has died and been scrapie tested, notify the producer’s local CFIA district office.
m) 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).
20. Sheep/Goat Milk, Colostrum, Derived Products Verification
a) Verify that Sheep/Goat, Milk, Colostrum, Derived Products Verification form has been submitted.
b) If sheep/goat, milk, colostrum, or derived products have not been sourced externally, verification is complete.
c) If sheep/goat, milk, colostrum, or derived products have been sourced externally, then SFCP status of external flock/herd must be established.
i. If source flock/herd is SFCP enrolled at an equal or higher status, verification is complete.
ii. If source flock/herd is SFCP enrolled at a lower status, recipient flock’s status must be lowered to status of source herd.
iii. If source flock/herd is not SFCP enrolled, recipient flock/herd’s status must be lowered to Level E.
21. Program Advancement:
a) If the National Scrapie Coordinator determines that the Annual Report is complete the flock/herd is advanced to the next level, downgraded to a lower status or remains at the same level as based on the outcome of the annual application.
b) If flock/herd is to advance to Level Certified Plus, ensure eligibility defined as having been enrolled for a period of 7 years AND meeting sampling requirements set out in 17. E).
c) Issue a certificate indicating the new status for the animals in the flock or herd. The certificate will state producer name and farm name, date of acceptance, level of acceptance, and program anniversary quarter.
d) When applicable, include on the certificate that there breeding males in the flock or herd with different status than the flock or herd. The advancement letter will state producer name and farm name, date of acceptance, level of acceptance, the ID numbers of the males and what their individual status level is, the requirement to be maintained separate as detailed in the national standards, and program anniversary quarter.
e) The paperwork required for the next application for advancement will be included in the certification package.
f) The certificate and acceptance letter will be mailed or emailed to the producer and copy of the certificate and acceptance letter will be placed in the producer file.
22. Incomplete or Unsatisfactory Application for Advancement
a) If information is incomplete or unsatisfactory, the National Scrapie Coordinator will mail or email and inform the producer of the discrepancy within eight weeks of receipt of the application.
b) 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.
c) If producer is willing to comply but needs additional time to complete requirements, the National Scrapie 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).
d) If the producer does not respond within the deadline set in (b), the National Scrapie Coordinator may decide to impose a temporary suspension (see Section 22 (Temporary Suspension)).
e) If producer appeals the original judgment to withhold the advancement or the decisions made in (c) or (d), see Section 24 (Appeal Process).
23. Temporary Suspension:
a) A temporary suspension will be applied if a flock/herd is under review for potential removal from the program (enrollment revoked). Reasons for suspension may include, but are not limited to:
i. Failing to submit the annual report within the month following the anniversary quarter. Suspensions issued automatically in this case.
ii. Failing to respond to the Status Assessor’s request for information within the established time.
iii. The flock/herd has contravened any program rules including inventory reconciliation, testing criteria, etc.
iv. If scrapie exposed animals have resided in the flock/herd, as determined by the CFIA. In these cases, the CFIA notifies the status assessor that the flock/herd is under investigation, and/or the producer self identifies “under scrapie disease control actions” in their application for advancement. This triggers suspension of the flock/herd.
b) The National Scrapie Coordinator will phone or email and inform the producer of the reasons for applying a temporary suspension and the deadline for complying with program requirements (d) if applicable, or appealing (f).
c) 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 National Scrapie Coordinator. A copy of the statement will be placed into the producer file.
d) A producer who is under a temporary suspension as in 23. a) i.-iii. have the opportunity to submit any relevant information to the National Scrapie Coordinator within 30 days of the temporary suspension being imposed.
e) A producer suspended by request of the CFIA as in 23. a) ivmay only be reinstated once CFIA’s scrapie eradication program requirements are complete. The producer must request the suspension be lifted, and demonstrate having completed all CFIA requirements. Where requirements cannot be completed (e.g. susceptible animals missing to test) then the flock/herd may only re-enroll at level E. .
f) A producer who is under temporary suspension will have the opportunity to appeal the decision within 60 days of the suspension (See Section 24 (Appeal Process)).
g) If the producer does not respond as in (d) or (f), the flock/herd will be removed from the program (See Section 23 (Revoking Registration)).
24. Revoking Registration (Removal from the program)
a) A producer may be revoked from the program if:
i. They fail to respond to, or appropriately reconcile, a program suspension as set out in 23.
ii. If the flock/herd is found to be either infected with, or a source of scrapie. Notification is received from the CFIA.
b) The National Scrapie Coordinator will notify the producer in writing (mailed) regarding reasons for revoking the registration and possibility of appeal. The National Scrapie Coordinator’s name and address will be included in this letter. A copy of the letter will be included in the producer file.
c) The producer is allowed 60 days to appeal the decision (See Section 24 (Appeal Process)).
25. Appeal Process
The National Scrapie Coordinator will appoint a committee of three to consider all appeals. The three individuals will each represent one of the following groups:
• an employee of the provincial veterinary or livestock authority or service;
• a professional employee of a college or university who is familiar with the appropriate small ruminant industry
• a representative of a livestock association other than one associated with the small ruminant industry involved in the appeal;
• a representative of the provincial veterinary association;
• 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 National Scrapie 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 National Scrapie 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 National Scrapie Coordinator will notify the producer and signing 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 National Scrapie Coordinator for implementation. Where the National Scrapie Coordinator and Canadian Sheep Federation Executive Director believe that the recommendation of the committee would jeopardize the status of the certified herd program, the National Scrapie 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.
26. Reinstating Flock Status
A producer that has been removed from the program may submit a new application. The National Scrapie 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).
27. Changes to the National Standards
a) CFIA is responsible for development and changes to the national standards
b) A review of the program will be made at least annually or as required as new information becomes available
c) The National Scrapie Coordinator will inform all enrolled producers of upcoming reviews and proposed changes for comment.
d) The National Scrapie Coordinator will relay any producer comments regarding requested changes to the CFIA Scrapie Program Specialist prior to the review.
e) The National Scrapie 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.
f) Approved changes will be posted on the website in both official languages within eight weeks of receipt of the official copies from the CFIA.
