Food and Agriculture Organization€¦ · Web viewContents. Section 1. Background. III. List of Participating Associations. IV. Section 2 The Harmonised Framework V. 2.1 Objective

Contents

Section 1 Background III

List of Participating Associations IV

Section 2 The Harmonised Framework V

2.1 Objective of the Harmonised Framework V2.2 Scope V2.3 Institutional Arrangements V2.4 Precedence of National Laws V2.5 Annual Review V2.6 Implementation VI2.7 Auditing VI2.8 Training VII

Supplement 1: Press Release Following the Workshop in Kampala, September 2000

Supplement 2: Addresses of Participating Trade Associations

Supplement 3: The Harmonised Framework to be Implemented from January 2001

I

Section 1

Background

The export marketing of horticultural products (fruits, vegetables flowers and plants) destined for the European market is increasingly influenced by consumer concerns regarding environmental and social issues in countries of production, as well as by new regulations for food safety and the use of agro-chemicals. As a result of these developments, a number of Codes of Practice, sometimes in conjunction with labelling schemes, have emerged. In a few ACP countries, codes have been, or are being developed under separate initiatives by the respective export trade associations. The use of several codes containing different standards risks undermining the position of ACP exports by creating confusion in the European market place.

In order to improve market recognition of ACP produce and to respond to the market demands for environmentally and socially responsible conditions of production, COLEACP took the initiative in 1998 to encourage horticultural export associations, initially from Eastern and Southern African countries, to move towards harmonisation of their Codes of Practice. After comparing existing codes and benchmarking against the standard-setting codes existing in Europe, a harmonised Framework was developed.

A Monitoring Committee has been constituted which includes representatives of each of the participating associations. This Committee will review the harmonised Framework on an annual basis in order to ensure that it remains a ‘living document' which reflects the continuing evolution of requirements and demands upon the trade. In this it will be advised by the appropriate institutions and will seek opinion from all stakeholders, for example NGO’s, environmental organisations, international and national labour organisations, regulatory authorities (both legislative and administrative), trade associations and influential bodies in the world markets. Its meetings will be organised by COLEACP, who will also provide administrative support in the development phase as its secretariat.

Meetings of the Monitoring Committee of the 10th – 11th September 1998 in Harare of the 10th April 1999 in Nairobi and of the 12th – 15th September 2000 in Kampala have approved a comprehensive set of common requirements constituting the Framework, which is designed to serve as a basis for the national Codes of Practice.

II

List of Participating AssociationsThe trade associations participating at the moment (2000) are the following:

Country Trade association

Kenya - Fresh Produce Exporters’ Association of Kenya (FPEAK)- Kenya Flower Council (KFC)

Tanzania - Tanzania Floriculture Association (TAFA)

Uganda - Uganda Flower Exporters’ Association (UFEA)- Horticultural Exporters’ Association of Uganda (HORTEXA)

Zambia - Zambia Export Growers’ Association (ZEGA)

Zimbabwe - Horticultural Promotion Council (HPC)- Export Flower Growers’ Association (EFGAZ)

Burundi - GEXHOBU

Ghana - Horticulturists’ Association of Ghana (HAG)

Jamaica - Jamaica Exporters’ Association (JEA)

Mauritius - Association Professionnelle des Producteurs/Exportateurs de Produits Horticoles de Maurice (APEXHOM)

III

Section 2

The Harmonised Framework

2.1. Objective of the Harmonised FrameworkThe objective of the Harmonised Framework is:

To promote safe and responsible production in the horticultural sector in ACP countries, in a manner that addresses the concerns and requirements of producers, consumers and intermediate stakeholders in order to improve export recognition and acceptance of ACP horticultural products.

The Framework specifically aims to encourage the implementation of satisfactory and uniform standards in national or industry Codes of Practice with respect to:

food safety and consumer health preservation of environmental integrity social responsibility including social welfare and safety of employees

2.2. ScopeThe Framework applies to all exported fresh horticultural products: fruits, vegetables, floricultural products and herbs but does not include processed products. The requirements cover the whole production chain from farm to export i.e. production, harvesting, post-harvest treatment, packaging and storage.

2.3. Institutional arrangementsThe Framework constitutes a comprehensive set of requirements, providing minimum standards which should be incorporated into national or industry Codes of Practice that wish to comply with the Harmonised Framework.National trade associations may develop additional sets of requirements where deemed necessary to meet their specific needs/circumstances or may set more stringent standards for requirements included in the Harmonised Framework.However, if a national or industry Code of Practice sets a lower standard than that of the Framework then that code is deemed to be non-compliant with the Framework.

2.4. Precedence of National LawsNothing in the Framework shall affect any law, award, custom or agreement that ensures more favourable conditions to the employees concerned than those provided for by the Framework. If requirements in the Framework are conflicting with national laws, the national law takes precedence over the Framework.

2.5. Annual reviewThe Framework will be reviewed annually and adjusted or amended as necessary to keep up with changes in the horticultural sector, regulatory and market demands and technical developments.

IV

2.6. ImplementationImplementation of the national codes, based on the Harmonised Framework, is on a voluntary basis and is open to producers as well as exporters. For exporters to qualify for certification, it is essential that any outgrowers supplying the exporter also comply with the relevant requirements. The exporter will be held responsible for compliance with the national code, which entails a responsibility to assist outgrowers to comply.

All ACP states will be encouraged to implement codes that incorporate the Harmonised Framework and COLEACP is instrumental in providing relevant training and support to facilitate this.

For countries that wish to use the Harmonised Framework, all those statements listed under "Principles”, “General Requirements” and “Specific Requirements” which incorporate the word “must” are regarded as mandatory. These are to be included in all national or industry Codes of Practice if a claim that they incorporate or comply with the Harmonised Framework is to be validated.

Statements that include the word “should” are included for guidance regarding good practice to which companies should aspire, but are not considered as mandatory at this stage.

The Harmonised Framework Monitoring Group includes a team which monitors code standards and all national or industry Codes of Practice that wish to state publicly that they include or comply with the COLEACP Harmonised Framework. Such codes must be submitted annually to this committee for verification.

Countries with codes that are found to be compliant may then state publicly that they comply with the Framework and countries that have degrees of non-compliance in their codes will be given advice about the corrective actions that should be taken to qualify them for validation.

Note: In the case of less sophisticated, small-scale farms, some aspects of the Harmonised Framework and therefore national or industry Codes or Practice may be less relevant, provided always that food safety is never compromised. However, exporters handling produce from small-scale growers are expected to comply with the national code/Harmonised Framework in the same way as those in the large-scale commercial sector.

2.7. AuditingTo ensure that participating businesses comply with the national or industry Code of Practice, they will be visited annually by an independent auditing team/organisation.

Auditors involved in the ‘in-country’ audits of each code have formal training and industrial experience in the agricultural or horticultural sector and will have attended the COLEACP auditor training courses or other recognised form of auditor training. This is to ensure that all auditors are able to make accurate and uniform judgements regarding the interpretation and application of requirements and evidence provided.

Examples of “Performance Indicators” are included in the Harmonised Framework for guidance but in many cases those listed will need to be increased or modified to suit the nature of the individual sites. A reference list of potential performance criteria for the whole Framework will be produced later in 2001.

V

Verification of the ‘in-country’ auditing by an internationally recognised auditing body is also seen as essential for the Framework and national codes to have credibility.

Countries that comply with the Framework will be expected to put in place a system of external verification for their ‘in-country’ auditing. This may take the form of international auditing of the ‘in-county’ auditing procedures and standards or international auditing of each individual farm site.

Countries are free to choose the most suitable system for external verification but their procedures must be approved by the COLEACP Harmonised Framework Monitoring Group prior to individual producers stating that they comply with the Harmonised Framework in their company publicity.

2.8. TrainingTraining is recognised as being essential if standards are to rise and be maintained. Individual producer associations and the COLEACP Harmonised Framework Monitoring Group are working together to provide relevant programmes.

Activities include: Training of producers and their staff to enable them to meet the standards of the national or industry Code of Practice.This is on-going and is mostly carried out ‘in-country’ by the internal audit team and other industry trainers

Training of Auditors to conduct the ‘in-country’ audits of the national or industry Codes of Practice.

This training is conducted regionally and comprises:

A 2 week course on the principles of auditing and practical auditing of food safety, pesticide use, environment protection/impact and social welfare issues followed by 5 days of supervised audit practice in the field

An annual refresher course for practising auditors which includes technical updates and practical auditing case studies

The regional approach to auditor training promotes harmonisation of auditing standards throughout a region and allows for the provision of high quality training at realistic cost. Auditor training commenced in January 2000 and will be ongoing.

Training for producer associations who wish to introduce a code and conform with the Harmonised Framework.

This training will be introduced in 2001 and will comprise:

A one-week workshop for country representatives.

Follow up visits by COLEACP consultants to monitor progress and give advice.

Provision of a ‘starter pack’ to assist with the preparation and implementation of a national or industry Code of Practice.

VI

Supplement 1

Press Release Following the Workshop in Kampala, Sept 2000.

The COLEACP Harmonised Framework for Codes of Practice in the ACP Horticultural Sector. Update 2000.The COLEACP Harmonised Framework for Codes of Practice for the Horticultural Sector in ACP countries was first drafted in 1998 to encourage exporter associations from eastern and southern Africa to move towards harmonisation of their Codes of Practice.Designed to be a living document, the COLEACP Harmonised Framework was reviewed for the first time in 1999 and a new annual update took place at a workshop in Kampala, Uganda from 12th–15th September 2000. It was attended by 17 participants, including representatives of 11 ACP exporter associations and other organisations from 8 ACP countries (Kenya, Zimbabwe, Zambia, Tanzania, Uganda, Burundi, Ghana and Jamaica). The NRDC/ZEGA Training Trust of Zambia (NZTT), the UK Natural Resources Institute (NRI) and the Dutch environmental management consultants, CREM, were contracted to assist COLEACP in conducting the workshop.The Harmonised Framework specifically aims to improve market acceptance of produce from ACP countries and is a response to the markets’ demands for safeguarding consumer health, for ensuring the well-being of workers and out-growers, and for the preservation of environmental integrity in the production and export of all fresh horticultural products: fruit, vegetables, floricultural products and herbs. It constitutes a comprehensive set of requirements covering the whole production chain from farm to consumer and sets minimum standards, which should be incorporated into the national Codes of Practice. A preliminary review of the existing codes of practice of the various European standard-setting bodies was carried out in advance of the Kampala meetings, allowing for discussions during the workshop leading to the adoption of amendments to the existing Generic Framework document where appropriate.Special attention was paid to the needs of small-scale operators who constitute a significant proportion of the production base in ACP countries and whose practices will have to conform to the market requirements if they are to retain their place in the horticultural export trade. This can be accomplished by encouraging their participation in the Codes of Practice with the provision of adequate training services.To sustain the development of the Harmonised Framework, NZTT and COLEACP have instituted a practical training scheme under which local auditors are trained to audit the standard criteria incorporated into the national Codes of Practice. This programme is intended to build up local capacity to carry out the preliminary stages of audit in preparing companies for subsequent certification by internationally recognised, independent auditing bodies. The first of these regional courses took place in Zambia in January 2000 with 12 participants and a new session is planned for the beginning of 2001.At the conclusion of the Kampala workshop, a COLEACP Monitoring Group was formed to carry the initiative forward and promote and gain recognition of its aims, objectives and achievements in the European marketplace. Mr. Jon Parkin, Chairman of the Zimbabwe Code of Practice, accepted the position of Chairman of this Monitoring Group.An updated version of the COLEACP Harmonised Framework for ACP Codes of Practice will be published in mid-November, 2000.

Further information can be obtained from:- [email protected] [email protected] [email protected]

VII

mailto:[email protected]



Supplement 2

Addresses of participating trade associations:

FPEAK The Chief Executive, Ms. Lucy Mucheni.P.O. Box 40312, Nairobi, KENYATel: 254 2 564170 / 561304 Fax: 561304Email: [email protected]

KFC The Chief Executive, Mr. Mike MorlandP.O. Box 24856, Nairobi, KENYATel/Fax: 254 2 883041Email: [email protected]

TAFA The Chairman, Mr. Jerome BruinsP.O. Box 11123, Arusha, TANZANIATel: 255 27 2544214/7607Email: [email protected]

UFEA The Chairman, Mr. Mahmood HuddaRoom 333, Nile Conference Centre, Kampala, UGANDATel/Fax: 256 41 348916Email: [email protected]

HORTEXA The Chairman, Mr. David LuleP.O. Box 29392, Kampala, UGANDATel: 256 41 255 482 / 83 Fax: 250 362 (c/o ADC/IDEA Project)Email: [email protected]

ZEGA The Chief Executive, Mr. Luke MbeweP.O. Box 310245, Lusaka, ZAMBIATel: 260 1 271166 Fax: 271167Email: [email protected]

HPC The Chairman, COP Committee, Mr. Jon ParkinP.O. Box WGT 290, Westgate, Harare, ZIMBABWETel: 263 4 309854 Fax: 309853Email: [email protected].

EFGAZ The Secretary, Mrs Mary DunphyP.O. Box WGT 290, Westgate, Harare, ZIMBABWETel: 263 4 725130/725136 Fax: 795303, Email: [email protected]

GEXHOBU The Chairman, Mr. Adrien SibomanaP.O. Box 2251, Bujumbura, BURUNDITel: 257 22 4917 fax: 257 22 1852Email: [email protected]

HAG The Chairman, Mr. Ekow HackmanP.O. Box 5233, Accra North, GHANATel: 233 21 251263 Fax: 251 264Email: [email protected]

JEA The Chief Executive, Mrs Pauline GrayP.O. Box 9, Kingston 5, JAMAICATel: 1876 929 1292 Fax: 3831Email: [email protected]

APEXHOM The Chief ExecutiveBon Air, Moka, MAURITIUSTel: 230 433 6370 Fax: 6857Email: [email protected]

VIII













Supplement 3

The Harmonised Framework to be Implemented from January 2001

Chapter 1: General Requirements. Page 1

Chapter 2: Food Safety Issues. Page 3Overall Objective – to safeguard consumer health.

Chapter 3: Environmental Issues. Page 8Overall Objective – to preserve environmental integrity.Specific Objective I – to control and reduce environmental effects resulting from agrochemicals use.Specific Objective II – to safeguard soil, water and air to ensure the general conservation of the environment. Page 14

Chapter 4 Social Responsibilities Page 18Overall Objective – to protect the rights and welfare of employees.Specific Objective I – to ensure fair terms and conditions for employees.Specific Objective II– to ensure worker health and safety at the workplace. Page 27Specific Objective III– to ensure that transport and housing, where provided, meet adequate standards. Page 32

Chapter 5: Relationships with Outgrowers Page 33Overall Objective – to ensure clear and sustainable relationships between outgrowers and exporters.

APPENDIX 1Appointments pertinent to the implementation and monitoring of code of practice policies and procedures within a company.

APPENDIX 2Management systems and documentation required

IX

coleacp harmonised framework, JanuAry 2001 / PAGE 1

Chapter 1: General RequirementsN.B. General requirements apply to all aspects of the Framework i.e. food safety, environmental protection, social responsibilities and outgrower relationships.

HEADINGS GENERAL REQUIREMENTS EXAMPLES OF PERFORMANCE INDICATORS

Consultation with Customers

1.1 The Grower/Exporter must liase with its customers to ensure compliance with specific company policies regarding worker welfare, outgrower relationships, environmental protection and food safety.

Customer confirms that the Grower/Exporter has liased with them at least once a year

The grower/exporter can provide evidence of compliance with customer requirements

Continual Improvement

1.2 The Grower/Exporter must demonstrate a commitment to continual improvement of standards in social responsibility towards all categories of workers and outgrowers, in environmental protection and in food safety.

The Grower/Exporter can list improvements made since the last audit.

The Grower/Exporter has a long-term plan for improving standards.

Workers and outgrowers are aware of such a plan.

Periodic Review 1.3 The Grower/Exporter must periodically review its policies and practices in social responsibility towards all categories of workers and outgrowers, in environmental protection and in food safety.

The Grower/Exporter has a procedure for the periodic review of its policies which includes mechanisms for incorporating changes.

Addressing Non-Compliance

1.4 The Grower/Exporter must demonstrate a commitment to investigating non-compliance and taking corrective action where necessary.

1.5 The Grower/Exporter must allocate resources to this purpose as necessary, and should take measures to ensure that workers and outgrowers who raise concerns about non-compliance are not discriminated against.

The Grower/Exporter can give examples of corrective action that have been taken in response to concerns raised by workers, outgrowers or country code auditors regarding non-compliance.

The Grower/Exporter can demonstrate what resources have been allocated for corrective action (e.g. allocation of staff time, invoices).

Workers and outgrowers confirm that they are aware of the procedures for raising concerns, are free to raise concerns and are not discriminated against for doing so.

External Communication

1.6 The Grower/Exporter must provide access to parties carrying out external verification of compliance, according to agreed conditions.

External auditors confirm that they have been free to carry out their agreed duties.

Training 1.7 The Grower/Exporter should make a commitment to employee and outgrower training to ensure that all persons are able to work safely and in accordance with the Harmonised Framework requirements.NB : Specific training requirements are listed in each section of the Framework.

Personnel records detail individual experience and training

An annual training plan is in place and is implemented

Company induction/introduction packs are available for briefing outgrowers and staff




Chapter 2: Food Safety IssuesOVERALL OBJECTIVE: TO SAFEGUARD CONSUMER HEALTH

HEADINGS PRINCIPLES SPECIFIC REQUIREMENTS EXAMPLES OF PERFORMANCE INDICATORS Food Safety

During Crop Production

2.1Due diligence is demonstrated in crop production regarding: Pesticides Fertilisers Water sources Traceability Personal and food

hygieneSeeds and planting material

2.1.1 All crops must be grown according to good agricultural practice (GAP).

Management can produce a farm plan and a full record system that shows that GAP is employed in each field, orchard or greenhouse.

2.1.2 Fields used for food crops must not be sited in areas at significant risk of contamination from polluted air, soil or water.

A fully documented farm management plan is in place, with pre-crop risk assessments for each field.

2.1.3 Fields must be free from human faecal contamination.

Visual inspection shows no evidence of faecal contamination.

Adequate toilet facilities are provided on site2.1.4 Untreated sewage water must not be used for

irrigation. Acceptable water sources are used

2.1.5 Harvested product must be traceable to farm source.

Management can produce traceability documentation

Fields and produce are identified and labelled in accordance with the farm plan

2.1.6 Procedures must be in place to see that pesticide maximum residue levels (MRLs) are not exceeded.

Management can produce evidence of pesticide selection and spray programmes

2.1.7 Pre-harvest intervals must be observed when chemicals are used.

List of pre-harvest intervals for each crop/pesticide combination in use is available

Records of pesticide application and harvesting show that pre-harvest intervals are observed

2.1.8 Action must be taken in the event of an MRL being exceeded.

Procedures are in place explaining action to be taken in the event of a MRL being exceeded.

2.1.9 Food product and water samples should be systematically analysed for pesticide residues by an accredited laboratory.

Records of analysis undertaken


HEADINGS PRINCIPLES SPECIFIC REQUIREMENTS EXAMPLES OF PERFORMANCE INDICATORS2.1.10 Seeds and planting material must be:

i. Of varieties approved by the customer, in writing if so required

ii. Certified as produced or imported legally and to approved international standards

iii. Free of all notifiable pests and diseases.

Records of planting material, variety, origin and health are available


HEADINGS PRINCIPLES SPECIFIC REQUIREMENTS EXAMPLES OF PERFORMANCE INDICATORS

Food Safety During Harvesting and Post harvest Handling

2.2Due diligence is demonstrated in harvesting and post harvest handling regarding: Pesticides and other

chemicals Water Traceability Temperature control Personal and food

hygiene Packaging Quality assurance

and quality control

2.2.1 Effective pest (vermin, birds, insects) control procedures must be implemented.

Fly screens and insectocutors are installed

Harvest and post harvest areas are free of visible signs of vermin, birds and insects

Contracts with pest control companies.

2.2.2 Water used in product processing must be free of contamination, and water used for final rinse cleaning, equipment cleaning and hand washing must be of potable quality.

Water analysis records

2.2.3 Procedures must be put in place to take remedial action if analysis indicates that water is not of potable quality where so required.

Records of analysis and action taken.

2.2.4 Materials used for cleaning must be approved for food use. Cleaning materials must have a designated storage area that is well maintained.

Cleaning materials have a designated store

Cleaning materials in use are approved for use in areas where food is present

2.2.5 Semi-prepared or processed produce must be handled in specially designated and equipped high risk facilities of an appropriate standard.

Visual inspection of High Care areas shows compliance.

Evidence of implementation of HACCP principles.

2.2.6 Process controls must be put in place according to a risk analysis of the production system based on HACCP1.

Management shows knowledge of HACCP principles.

There is a HACCP plan or similar which includes process controls

2.2.7 Products at different stages of preparation must be kept separately.

Products at different stages of processing are kept separate

2.2.8 Access to post-harvest handling areas must be restricted to authorised persons.

Restriction signage is displayed.

1 Hazard Analysis Critical Control Points.


HEADINGS PRINCIPLES SPECIFIC REQUIREMENTS EXAMPLES OF PERFORMANCE INDICATORS2.2.9 The Grower/Exporter, managers and

supervisors must have sufficient knowledge of food hygiene and ensure that all staff understand the essentials of food hygiene.

Management can show training records. Workers can demonstrate knowledge gained in

training.

2.2.10 All staff must be instructed in the necessary knowledge of personal hygiene to avoid contamination of food.

Management can show training records

2.2.11 Stock must be rotated and traceability of all product must be maintained through to despatch.

Management can produce evidence of stock rotation and traceability procedures

2.2.12 Any use of post-harvest chemicals must be minimised and strictly controlled.

Management can provide records of products used.

2.2.13 Fresh produce must be protected from contamination by pests, or by chemical, physical or microbiological contaminants or other objectionable substances during handling, storage and transport.

Management can show evidence of HACCP implementation

2.2.14 Personal hygiene facilities (toilets, hand washing facilities, changing facilities) of adequate standard must be provided and maintained in a clean condition. Bactericidal soaps must be available for hand washing. Hand sanitation procedures must be in place.

Toilet, changing and hand washing facilities are provided in sufficient numbers for the work force and are maintained in a clean condition

Unscented bactericidal soap is provided for hand washing

Workers confirm that they have access to the facilities available

2.2.15 The duty to report illness must be communicated to all staff involved in post-harvest handling of product.

Warning of the requirement to report illness is included in the staff induction briefing

Appropriate posters are displayed 2.2.16 Clean clothing must be worn by all staff involved

in final preparation, packing, and despatch of products.

Visual inspection shows staff have clean overalls or clothes.

Management can show laundry records.

2.2.17 All packaging materials for food products must be of food grade material, contain no potential contaminants and must be kept in a separate, adequately protected storage area.

Management can show manufacturers’ certification as to food grade standard of materials.




Facilities 2.3

Facilities provided for holding, grading, packing and storage of harvested product are appropriate and maintained in a clean working condition.

2.3.1 Post-harvest handling facilities must be located so as to avoid potential sources of contamination.

Location of post harvest packing and grading facilities minimises the risk of contamination of products

2.3.2 Design of buildings and interior facilities must permit good food hygiene practices, provide adequate protection to the product, avoid contamination, and facilitate maintenance and cleaning.

Evidence of HACCP implementation. Buildings and facilities are suitable for the products

handled and are well maintained

2.3.3 Water supplies and drainage must be of an appropriate standard to ensure sanitation of the site.

Waste water from the packing area is removed and treated in an appropriate manner

Site is free from surface contamination with waste water and effluent

2.3.4 Waste and reject material disposal facilities and procedures must be adequate to ensure sanitation of the site.

Waste materials and reject produce are separated, stored safely and removed from the site promptly

2.3.5 Any mobile or temporary facilities must be of an appropriate standard.

Mobile pack stations and field shelters are of a sufficient standard to prevent product contamination and to maintain the cold chain

2.3.6 Equipment must be calibrated regularly. Management can show calibration records.2.3.7 Appropriate facilities and procedures must be in

place to avoid contamination and spoilage of product.

HACCP plan is implemented Management can demonstrate appropriate

temperature monitoring, stacking and transport procedures for produce.

2.3.8 Temperature monitoring equipment of a suitable standard must be in place.

Temperature monitoring equipment of a suitable standard is in place, calibrated and used correctly

Records of calibration and routine monitoring of temperature are available

2.3.9 Raw material containers must be clean and hygienic.

Visual inspection shows that containers are clean. Records of cleaning procedures are available.

2.3.10 Storage facilities, stock control and handling procedures must be such as to ensure cleanliness and hygiene of packaging is maintained.

Stock control records show that stock rotation is practised.

Packaging store is clean and free from vermin

2.3.11 All surfaces and finishes in contact with the food product must be food safe and able to be easily cleaned or disinfected.

Packaging and grading tables are of a type that can be easily and effectively cleaned

coleacp harmonised framework, JanuAry 2001 / PAGE 102.3.12 Facilities and equipment must be kept in a clean

and well-maintained condition. Visual inspection shows compliance. Maintenance schedules and records.

Chapter 3:Environmental IssuesOVERALL OBJECTIVE: TO PRESERVE ENVIRONMENTAL INTEGRITY

SPECIFIC OBJECTIVE I: TO CONTROL AND REDUCE ENVIRONMENTAL EFFECTS RESULTING FROM AGRO-CHEMICAL USE



Selection of pesticides

3.1The selection of pesticides is responsible and legal.

3.1.1 Nationally and internationally banned chemicals must not be purchased, stocked or used.

List of banned chemicals is available Chemical records indicate no purchase and/or use of

banned chemicals Visual inspection shows no evidence of these

chemicals.3.1.2 Extremely and highly hazardous WHO 1a and 1b chemicals

should not be used except in specific situations where no viable, economic alternative exists. When used, the use must be justified.

List of WHO 1a and 1b chemicals is available Management can provide justification if records

show that these products have been used

3.1.3 Persistent organic pollutants (POPs) must not be used (see the annex in the guidelines).

List of POPs is available Chemical records show no purchase and/or use of

these chemicals Visual inspection shows no evidence of these

chemicals3.1.4 Growers and/or advisors must demonstrate knowledge of

the properties of the range of recommended products currently available.

Interviews with growers and/or advisors demonstrate that they have the requisite knowledge

Copies of labels of all chemicals used are kept on file. Material Safety Data Sheets (MSDS) are kept when available.

3.1.5 Methyl bromide should only be used for soil disinfecting in exceptional situations, when no viable, economic alternative exists. Where methyl bromide has been used, its use must be justified by management documentation.

Alternative disinfecting methods are used If methyl bromide is used, management can explain

why alternatives were not applicable

3.1.6 Pesticides with a high leaching potential and pesticides with a high aquatic toxicity must not be used near open water sources.

List of these chemicals is available Spray records and sprayer operators confirm that

these chemicals are not used near open water sources

3.1.7 Flowers must not be dyed with substances containing heavy metals. Only food grade dyes may be used.

Records show that dyes used do not contain heavy metals

No dyeing substances containing heavy metals are stocked



Minimisation of Agro-Chemical Use

3.2Procedures are in place to ensure the optimal use of agro-chemicals.

3.2.1 Integrated crop management practices must be promoted to reduce agro-chemical use.

A long term strategy for the introduction of integrated pest management is available for each crop

Aspects of integrated pest management are in use3.2.2 Crop monitoring must be carried out regularly to

identify and assess levels of pests and diseases. Scouting records show that regular inspections are

carried out Crop scouts are able to demonstrate knowledge of

pests, diseases, weeds and beneficial insects3.2.3 Spot spraying must be practised where possible Spray records show that spot spraying is practised

Sprayer operators confirm that spot spraying is practised

3.2.4 Seed treatment may only be used to prolong seed storage or reduce subsequent applications of pesticides.

Records confirm that this is the case


Occupational Health and Safety

3.3Health and safety risks due to agro-chemical use are minimised.

3.3.1 Appropriate protective clothing and equipment must be provided, free of charge, to all staff handling dangerous substances.

All staff handling dangerous substances are observed to be wearing appropriate protective clothing which is in good condition

All such staff confirm that they normally wear such clothing and that they do not have to pay for it

3.3.2 Facilities for changing clothes and showering & washing must be available for all staff handling dangerous substances. All sprayer operators must take a shower immediately after spraying.

Staff can show where these facilities are and that they are functioning.

Management can show that instructions regarding mandatory showering are given to sprayer operators

3.3.3 Women and young people under 18 must not be allowed to handle, mix or apply agro-chemicals.

Female employees and employees under 18 confirm that they do not handle, mix or apply agro-chemicals

3.3.4 Adequate precautions and measures must be taken so that other persons are not contaminated due to application of agro-chemicals.

Sprayer operators can explain what precautions and measures are taken

Other employees confirm that this happens when agro-chemicals are applied

3.3.5 When applying pesticides, re-entry intervals to the treated area must be observed and adequate warning signage used forbidding entry to unprotected workers and showing time of re-entry.

Sprayer operators can confirm that re-entry intervals are observed

They can show the signage used Other employees confirm that this is the case



Management of Pesticide Use

3.4Handling and application of pesticides is safe, correct and appropriate.

3.4.1 Appropriate procedures and measures to work safely with pesticides must be developed and communicated.

Management can produce documentation detailing the procedures

Employees are aware of the environmental and safety risks of working with pesticides and know the procedures to avoid them

3.4.2 Spraying equipment must be checked, maintained and calibrated with appropriate frequency.

Records show that equipment is checked, maintained and calibrated with appropriate frequency

3.4.3 The application rate of pesticides must not be under nor exceed those recommended for the product.

Spray records and sprayer operators confirm that application rates follow recommendations

3.4.4 Adequate, clean, measuring equipment must be available for correct dispensing of chemicals.

Adequate measuring equipment is available and in clean condition.

3.4.5 Pesticides must not be applied during wind, heavy rain or during overhead irrigation.

Spray records and sprayer operators confirm that pesticides are not applied under such conditions

Accidents with Pesticides

3.5Accidents involving pesticides are investigated and dealt with in an appropriate manner.

3.5.1 Procedures and measures to deal with emergencies and accidents must be developed and communicated.


Employees are aware of these procedures

3.5.2 All incidents involving pesticides must be recorded, investigated and corrective action taken immediately.

Management can produce records and documentation on causes of incidents and measures taken to avoid their recurrence.



Storage of Agro-Chemicals

3.6Pesticides are stored in a way that is secure, prevents deterioration of stock and contamination of people and the environment.

3.6.1 Agro-chemicals must be kept in a secure, lockable store or container away from living spaces and food storage. Only authorised personnel must have access. There must be a list of authorised personnel.

Pesticide storage does not pose a risk to people or food supplies

Employees confirm that only authorised personnel have access to the pesticide store

3.6.2 Adequate warning signs must be displayed. Adequate warning signs are displayed.

3.6.3 The storage room must be well lit and ventilated and of appropriate structure and size for the volume and type of chemicals stored. Adequate arrangements must be made to contain spillages. Adequate equipment and materials must be available to clean up spillages and to deal with fire.

Pesticide storage facilities are adequate for the type and quantity of pesticides in stock

Employees handling chemicals are able to explain what arrangements are made

Employees are able to explain use of equipment

3.6.4 Adequate measures are taken to prevent pollution of water sources by stored agro-chemicals.

Visual inspection confirms that this is the case

3.6.5 All agro-chemicals must be kept in suitable /original packaging and fully labelled, clearly showing date of manufacture or expiry.

All agro-chemicals in storage are in acceptable containers and labelled to internationally approved standards

3.6.6 Liquid formulations must not be stored above powders to avoid accidental contamination by spillage.

Products in storage are segregated according to formulation and function

3.6.7 Herbicides must be stored well separated from other pesticides, not necessarily in a different storage room, but this is recommended where possible.

Herbicides are segregated from other agro-chemicals

3.6.8 Agro-chemicals stocks must be inspected regularly and any damaged, leaking or time-expired stocks disposed of in a safe and appropriate manner.

Records and responsible employee(s) confirm this is the case

Visual inspection confirms that the stocks are in good condition and none are time-expired.


HEADINGS PRINCIPLES SPECIFIC REQUIREMENTS EXAMPLES OF PERFORMANCE INDICATORSTransportation of Agro-Chemicals

3.7Transport methods are safe.

3.7.1 Procedures for transportation of agro-chemicals must be developed and communicated.

Management can produce documentation detailing the procedures for transporting pesticides


Training on Handling of Agro-Chemicals

3.8All persons handling agro-chemicals receive appropriate training to allow them to work safely and effectively.

3.8.1 All employees in charge of and handling agro-chemicals must receive appropriate training in their safe and effective use, handling and application from a recognised training organisation.

Management records of timing and content of training and who took part in it

Interviews with employees handling pesticides demonstrate that they have the necessary knowledge and skills

3.8.2 Competence of operators must be assessed and training revised and repeated at regular intervals.

Management can produce records of staff assessment and certification

Employees handling pesticides can demonstrate that they have the necessary knowledge and skills

Record Keeping 3.9Records must be kept of all activities involving agro-chemicals.

3.9.1 The following records must be kept:i. Stock records of all agro-

chemicalsii. Spray recordsiii. Calibration and maintenance of

spraying equipmentiv. Disposal of hazardous wastev. Accidents involving

agrochemicals

Management can produce records, covering all relevant information

Records are clear, up to date and accurate

3.9.2 Records should be used as an aid for future planning.

Management can explain how records are used for future planning

3.9.3 Procedures must be in place to ensure that records are accurate, up to date and stored securely.


Employees in charge of keeping records are aware of these procedures



Storage and Use of Fertiliser

3.10Use of fertilisers is based on GAP and designed to minimise environmental pollution.

3.10.1 Fertilisers must be applied in such a manner as to optimise quantities used and avoid spillage.

Records confirm that this is the case

Management demonstrates appropriate knowledge in this field

3.10.2 In order to use the appropriate quantities and types of fertilisers, a comprehensive fertilising plan must be developed.

Management can produce a fertilising plan

Records confirm that application of fertiliser is in accordance with the fertiliser plan and soil analysis and conforms with accepted GAP or advice given by bona fide consultants

3.10.3 If fertiliser is applied in irrigation water, the operator must ensure that the correct amount of water is used and that there is no direct access of effluent into open watercourses.

Records and employees in charge confirm that this is the case

Effluent outlet is directed into a catchment pit or similar safe disposal area

3.10.4 Fertiliser stocks must be stored well separated from pesticide and herbicide stocks, not necessarily in a different storage room, but this is recommended.

Fertiliser is stored in a dry secure areas where contamination is prevented

3.10.5 Special precautions must be taken where fertiliser (organic or artificial) is used within the direct vicinity of channels, rivers, swamps, lagoons or potable water sources.

Employees in charge confirm that precautions are taken to prevent contamination of surface water


SPECIFIC OBJECTIVE II: TO SAFEGUARD SOIL, WATER,AIR AND ENSURE THE GENERAL CONSERVATION OF THE ENVIRONMENT


Water Management

3.11Water resources are managed optimally and in a sustainable manner.

3.11.1 Water saving irrigation methods should be used wherever possible.

Management can produce records of monitoring results

Management can show that water saving irrigation methods are applied

3.11.2 Water conservation works should be in place where possible (e.g. dams, collection of rainwater).

Water reservoirs, if used, have adequate capacity

3.11.3 The user must obtain a water abstraction permit if so required by national legislation or recognised local bylaws.

Management can produce permit if so required

3.11.4 Water use should be monitored and records of water consumption must be kept.

Management can produce records of water consumption

3.11.5 Water quality should be monitored. Management can produce records of water analysis for minerals and human pathogens

Training in Effective Water Use

3.12Personnel are trained to use water effectively.

3.12.1 Personnel must be trained to operate and maintain irrigation systems effectively and to ensure that water is used efficiently.

Interviews with responsible personnel demonstrate that they have the necessary knowledge and skills

Soil Management 3.13Measures for soil conservation are taken.

3.13.1 Soil management practices must conserve or improve soil structure and prevent erosion.

Appropriate practices are used

3.13.2 Agricultural activities on hill slopes must incorporate anti-erosion practices.

Appropriate anti-erosion measures (e.g. terracing, mixed cropping) are taken

3.13.3 Drainage systems should be well maintained. Drainage systems are well maintained



Management of Non-Hazardous Waste

3.14

Non-hazardous waste is well managed, disposed of safely and recycled or reused where possible.

3.14.1 Measures must be put in place to monitor, record and minimise waste generated.

Records are available and control of waste is evident.

3.14.2 Adequate procedures for waste disposal must be developed and communicated.



3.14.3 There must be clearly defined sites for burial or burning of non-hazardous waste.

Management have used appropriate criteria for selection of sites and sites used are satisfactory

3.14.4 Organic material should be incorporated, composted or, if suitable, fed to animals. Under no circumstances must organic material from ornamental crops, treated with pesticides be fed to animals.

Visual inspection and interviews with responsible employees confirm that this is the case.

3.14.5 Other waste materials, e.g. plastics, paper, wood and metal should be recycled and/or re-used where possible.

Recyclable and re-usable waste is collected separately



Management of Hazardous Waste

3.15

Hazardous waste, including pesticides, is well managed and disposed of in a safe and acceptable manner.

3.15.1 Measures must be put in place to monitor, record and minimise waste generated.

Records are available and control of waste is evident.

3.15.2 Procedures for safe disposal of diluted pesticides and pesticide containers must be developed and communicated.


Employees are aware of these procedures3.15.3 Disposal sites for diluted chemicals and empty

pesticide containers must be set up at a safe distance from water sources to avoid contamination. Pesticide containers should be triple-rinsed immediately after they are empty and punctured prior to disposal.

Visual inspection confirms that this is the case

Employees confirm that these sites are always used for disposal of chemicals

3.15.4 High temperature incinerators must be used to destroy empty plastic chemical containers.

3.15.5 Disposal sites must be securely fenced off and labelled with warning signs. The waste disposal sites must be mapped for identification in later years.

Management can produce maps of sites.

A soak away is provided for disposal of contaminated water

The disposal pit is fenced and labelled3.15.6 Fail-safe measures must be taken to avoid pollution

of groundwater and soil by leakage of residues of pesticides.

3.15.7 Wastewater from substrate should be recycled back into the substrate, into a waste grass area or a catchment pit.

Around the catchment pit are planted wetland plants that can absorb nitrates.

3.15.8 Pollutants (chemical and organic) must be removed from wastewater before it is drained to surface water by use of a suitable soak pit or constructed wetlands.

Waste water is treated sufficiently before drainage



Protection of the Environment, Flora and Fauna

3.16Farm management practices protect flora and fauna, soil, water and air.

3.16.1 Farm management practices that damage or constitute a significant threat to the natural environment, flora and fauna must be avoided.

Management can show that the risks posed to flora and fauna by farming activities are evaluated and minimised

3.16.2 Fuel sources e.g. kerosene, wood harvested from sustainable sources, should be available to people living on the farm to prevent indiscriminate or destructive harvesting of wood, leading to deterioration of the environment.

A fuel supply of appropriate size for the number of employees depending on it is available

Visual inspection and employees confirm that this is the case

3.16.3 An environmental management plan should be developed.

Management can produce (the outlines) of such a plan

3.16.4 GMO planting may only take place when in compliance with the regulations of both the exporting and importing country and where identified potential environmental hazards are minimised.

Management can produce all relevant regulations

Records, employees and visual inspection confirm that any GMO planting is in compliance with the regulations.

3.16.5 If land is cleared by burning, precautions must be taken to avoid spreading of fire.

Employees can explain what measures are taken (e.g. continuous supervision of fire, fires are well away of houses, other buildings or flammable material)

Energy Use 3.17Energy use is optimised and use of non-renewable sources of energy is minimised.

3.17.1 The farm should have a written policy and must have practices and procedures in place to optimise energy uses and ensure that hydrocarbon fuels and electricity are used efficiently.

Management can produce documentation detailing the policy and practices

Employees are aware of the policy and practices

Packaging Material and Plastics

3.18Environmentally friendly packaging material and plastics are used.

3.18.1 Packaging material used for export must be re-usable or recyclable in the importing countries.

Visual inspection and purchase orders confirm that only re-usable or recyclable materials (e.g. non-waxed cardboard boxes, multiple timber boxes, paper-based material) are used

3.18.2 Polyvinyl chloride and other chlorinated plastics should not be used as packaging material or as sheeting for greenhouses.

Visual inspection and purchase orders confirm that no chlorinated plastics are used in these instances


Chapter 4:Social Responsibilities.OVERALL OBJECTIVE: TO PROTECT THE RIGHTS AND WELFARE OF EMPLOYEES

SPECIFIC OBJECTIVE 1: TO ENSURE FAIR TERMS AND CONDITIONS FOR EMPLOYEES


Communication of Terms and Conditions

4.1Employers must ensure that all employees understand the terms and conditions of their employment.

4.1.1 Employers must explain the terms and conditions to all new employees before they start work. Explanations should be in appropriate languages.

Terms conditions of employment are explained clearly to all workers

4.1.2 Mechanisms must be in place to ensure that employees can ask for and receive clarification of terms and conditions of employment at any time.

Workers know how to find out more information about their terms and conditions

Notices explaining terms and conditions in local languages in simple, easily understandable terms are posted in public locations in the work place

4.1.3 Employers must ensure that any changes in terms and conditions are negotiated and communicated to relevant employees.

Employees confirm that explanations are given in appropriate languages

Contracts for Employees

4.2All employees must have legally binding contracts, which include details of their terms and conditions.

4.2.1 The employee must be given his/her own copy of the written contract.

Random sample of employees can produce a copy of their contract and can explain its contents

4.2.2 In the case of sub-contractors, national legislation must be observed.

Contracts show compliance



Wages and Other Benefits

4.3Basic wages for a standard working period or task must be at least at the level of the minimum wage for the particular grade of work as specified in national legislation or industry negotiated standards, whichever is higher.

4.3.1 The combination of the basic wage plus all other monetary and non-monetary benefits should allow the worker to meet his or her basic needs. Wages must, as a minimum, be paid in accordance with national legislation or the relevant local collective bargaining agreement.

Management records of wages paid reflect compliance with this principle.

Employees confirm rates paid, and understand how their wages are calculated.

4.3.2 Where employees are paid based on completion of a task (piece rates), the task allocated per day must be based on what can be completed by an averagely experienced worker on a standard working day.

Average weekly earnings of a random sample of piece rate workers are at least equivalent to the basic wage.

4.3.3 The employer must provide adequate housing or adequate provision must be made for housing allowance in addition to the basic wages, in accordance with government regulations.

Management can produce records of regular payment of housing allowances

Management can explain under what conditions housing is provided, and under what conditions an allowance is paid

Actual accommodation observed is sufficient to accommodate the number of workers who are entitled to it.

Workers confirm payment of housing allowance or provision of accommodation

4.3.4 The employer must provide transportation or transport allowance if workers work outside normal working hours or at times when public transport is not available if the worker does not live within easy walking distance of the workplace.

Management can show records of provision of transport or payment of allowance.

Workers confirm that sufficient and convenient transportation is available.

4.4All wages must be paid on time, in full, in cash or by a mutually acceptable means as specified in national legislation.

4.4.1 Deductions from basic wages must not be made as a disciplinary measure nor must any deductions from wages not provided for by national law be permitted without the expressed permission of the worker concerned.

Workers confirm that this is the case

Management records of payment


HEADINGS PRINCIPLES SPECIFIC REQUIREMENTS EXAMPLES OF PERFORMANCE INDICATORS4.5Employees must be given leave on full pay in accordance with national legislation or industry negotiated agreement.

4.5.1 All eligible employees must be allowed at least one and a half working days leave with full pay for every month of actual service. This leave is in addition to all public holidays, weekly rest days and special leave. Leave must be taken at times agreed with the employer.

Leave entitlements are written clearly in employment contracts

Confirmation from employees that leave entitlements are honoured in practice

4.6Payment of bonuses and incentives, and any deductions from wages, must be made according to clear, fair and transparent guidelines.

4.6.1 There must be clear and fair guidelines on payment of bonuses and incentives, and these must be administered fairly, and communicated to all staff concerned. Bonuses and incentives must not be used to raise the basic wage of the worker to the national minimum required.

Management can explain the guidelines, and what deductions are and are not permitted under national law

Workers are aware of the Guidelines

Workers confirm that bonuses and incentives are paid according to the guidelines, and that no unauthorised deductions are made

4.7All employees must be provided with insurance cover for losses due to accidents at work.

4.7.1 Employers must have in place appropriate insurance schemes for all staff members. Where there is legislation in place this must be adhered to.

Management can produce written documentation showing current insurance cover for all employees

4.8The employer must pay social security and pension contributions in accordance with national regulations.

4.8.1 Employers must comply with national regulations regarding Social Security and, where applicable, hospital insurance.

All employees have a social security number and where applicable, hospital insurance number.

Management can produce records of payments to these schemes.



Hours of Work 4.9Working hours must not jeopardise the physical or mental health of workers, and regular periods of rest must be provided to workers.

4.9.1 Workers should not on a regular basis be required to work more than 48 hours as the basic working week. If national laws or benchmark industry standards are stricter, the employer should comply with whichever standard offers greatest protection to workers.

Payroll shows that workers do not work more than 48 hours for basic pay

Workers confirm that they do not work more than 48 hours on a regular basis

4.9.2 In every continuous period of seven days, a period of rest, comprising at least 24 consecutive hours, should be available to all staff.

Workers confirm that they are allowed the stipulated period of rest on a regular basis

4.9.3 Agreed and legally stipulated work breaks should be observed.

Workers confirm that they take the stipulated breaks on a normal work day

4.9.4 Overtime must be voluntary, should not be worked on a regular basis and should not exceed 12 hours per week.

Workers confirm that they are not forced to work overtime i.e. do not risk loss of their job or other privileges as a result of not working overtime

Workers confirm that they do not work more than 12 hours overtime per week

Payments for Overtime

4.10Overtime must always be paid at a premium rate.

4.10.1 All overtime must be paid at least one and a half times the basic wage and double time for official holidays and days of rest.

Workers are aware that they should be paid at least one and a half times for overtime work, and confirm that all overtime work is paid at the agreed rate

Pay roll shows that all work done in addition of the 48 hours per week is paid at the relevant overtime rates.

Disciplinary Procedures and Termination of Employment

4.11Employers must only terminate employment or undertake disciplinary action for reasons, which are fair and have been explained to the employee.

4.11.1 Employers must have relevant policies and guidelines that should have been developed with employees or their representatives. These policies and guidelines should at least comply with relevant national legislation.

Management can show and explain policies and guidelines.

Employees’ representatives can confirm that policies were developed with their agreement

The policies at least comply with national laws4.11.2 The procedures for disciplinary action and

termination of employment must be developed and communicated to all staff concerned.

Management can explain procedures, and these procedures are fair

Workers confirm that disciplinary action and termination of employment only take place according to the procedures



HEADINGS PRINCIPLES SPECIFIC REQUIREMENTS EXAMPLES OF PERFORMANCE INDICATORSGrievance Procedures

4.12Employers must allow employees to express grievances and must ensure that they receive a fair hearing, and shall take steps to remedy the situation if the employer is at fault.

4.12.1 Clear grievance procedures are developed by managers and the employees’ representatives and are communicated to staff.

Workers understand procedures, and know how they can communicate grievances

Management can give examples of grievances made by employees and actions taken or facilitated by management to address the causes

Worker Representation (right to union membership and collective bargaining)

4.13Employers must facilitate the development of means for representation of worker interests and for independent and free association and bargaining.

4.13.1 The employer should support the establishment and effective functioning of worker- committees where representatives are elected by the workers.

Workers confirm that such a committee exists, can name all the worker representatives on the committee, and can say how they were selected

Workers know what issues were discussed at the last committee meeting

Worker representatives can give examples of positive actions taken by management as a result of complaints and suggestions raised by themselves

4.13.2 The composition of the worker committee should reflect all categories of workers on the farm/pack-house, including seasonal and casual employees, women and working children.

Worker representatives named by workers represent each of the categories of worker on site

4.13.3 There should be means for all workers to lodge complaints in an anonymous way, and the employer is committed to responding to all complaints and issues raised by worker representatives.

Workers know how to raise an issue with the appropriate worker representative, and do not feel inhibited to do so

Workers are aware of procedures to raise issues with the workers representative or directly with management.


HEADINGS PRINCIPLES SPECIFIC REQUIREMENTS EXAMPLES OF PERFORMANCE INDICATORS4.14Employers must allow workers to join existing organisations including trade unions, which represent the interests of workers, must not discriminate against workers taking an active part in such organisations, and must allow worker representatives to perform their duties without hindrance, provided the work routine is not disrupted.

4.14.1 Employees must be free to join a Union of their own choice. There must be no coercion to join a Union.

The right to join trade unions or a workers’ committee is stated in employment contracts

Employees are members of the local trades union, or can give reasons why they are not a member which are based on their own decisions

Workers’ committee members confirm that they are free to carry out their duties outside of working hours

No Discrimination (equal opportunities)

4.15Employees must not be discriminated against on the basis of gender, race, caste, national origin, age, disability, marital status, sexual orientation, union membership, political opinion, religion, class or ethnic background.

4.15.1 The employer must have and enforce guidelines and procedures for allocation of benefits, promotion etc., which do not permit discrimination.

Workers are aware that discrimination is not permitted in the work place, and have access to and are familiar with procedures for filing complaints about discrimination

All personnel who have the power to promote staff or allocate benefits demonstrate that they are aware of these guidelines and procedures

Workers confirm that these procedures are adhered to

4.15.2 Hiring, compensation, and access to benefits must be on the basis of ability and job responsibilities alone.

4.15.3 Pregnancy and genetic tests must not be used in the recruitment of employees.

Workers can confirm that pregnancy and genetic testing does not take place

4.15.4 A woman must not be dismissed because of pregnancy.

Worker and former employee testimony validates that pregnancy-related dismissal does not occur



Protection of Interests of Children

4.16Employment of children must not jeopardise their health or education.

4.16.1 There should be no full time employment of children younger than the age of completion of compulsory schooling and, in any case, younger than 15.

Worker and management testimony, personnel records and identity cards or similar show that persons under 15 are not employed full time

4.16.2 Exceptions may be made to Requirement 4.16.1 where special circumstances exist due to death, illness or poverty of parents or guardians, provided that there is no contravention of national legislation and that Principles 4.17 and 4.18 are complied with.

Where employment of children under 15 occurs, such special circumstances are shown to exist

National legislation and principles 4.17 and 4.18 are seen to be complied with.

4.16.3 Exceptions may be made to Requirement 4.16.1 in smallholder operations where young family members help out on the farm, as long as Principles 4.17 and 4.18 are complied with.

National legislation and principles 4.17 and 4.18 are seen to be complied with.

4.17Work that is likely to jeopardise the health, physical or mental development of young persons must not be carried out by any persons under 18.

4.17.1 Persons under 18 must not be employed at night or in hazardous conditions.

Young workers' description of their work does not include night work or work under hazardous conditions

4.18Work carried out by persons within the age of compulsory schooling must not hinder their opportunities for schooling.

4.18.1 Children within the age of compulsory schooling must not be employed during school hours.

School's register shows regular attendance of company employees

4.18.2 The combined hours of school, work time and transportation (to and from work and school) must not exceed 10 hours per day.

Children's description of their normal day confirms that combined hours do not exceed 10 hours



4.19If any children are found to be working under conditions contravening principles 4.17 or 4.18, the employer must support such children to attend school and/or to find alternative, permitted forms of employment.

4.19.1 The employer must have procedures in place to ensure that children are not employed in contravention of 4.17 and 4.18 and if contravention is found, a remediation programme must be implemented.

Procedures are in place to check the age and social status of young employees

Child employees in this category can confirm that employer has given them support

Management can produce evidence that they have spent money on a remediation programme e.g. paying school fees for such employees

Workers are aware that the employer has a policy to support such employees

Special Conditions for Female Employees

4.20All female staff employed on a permanent basis must be entitled to paid maternity leave for a stipulated period of time.

4.20.1 All permanent female staff must be paid maternity leave according to national legislation. The employee must not incur any loss of privilege on account of such leave.

Management records show payment of maternity leave for the stipulated period

Mothers on permanent contracts confirm that they received full payment of maternity leave, and have not lost privileges as a result of taking that leave

4.21Special measures must be taken to minimise reproductive health risks.

4.21.1 Pregnant women must only be allocated tasks which are appropriate to their physical capacity and which exclude contact with pesticides and chemicals.NB :Pregnant women should be asked to notify the employer of a pregnancy and expected date of delivery.

Women confirm that this takes place, and indicate that the employer makes every effort to find alternative work so that pregnant women can continue to earn a wage

4.21.2 Nursing mothers must not be prevented from taking reasonable breaks for feeding their babies.

Supervisors confirm that they allow nursing mothers to take breaks when required

Women workers confirm that they are permitted to take more frequent breaks when nursing



Employment is Freely Chosen

4.22There must be no use of forced, bonded or involuntary labour, and all employees shall be free to leave their employer after statutory notice.

4.22.1 There must be no use of forced, bonded or involuntary labour.

Workers confirm that there is no forced, bonded or involuntary prison labour working.

4.22.2 Workers must not be required to lodge "deposits" or their identity papers with their employer and must be free to leave their employer after reasonable notice. National legislation must be observed.

Workers confirm that they do not have to lodge deposits or identity papers

No Harsh or Inhumane Treatment

4.23

The employer must prohibit and take steps to prevent physical abuse or physical discipline, the threat of physical abuse, sexual or other harassment and verbal abuse or other forms of intimidation by any member of staff towards another.

4.23.1 Procedures must be put in place for workers to make confidential complaints against fellow workers or supervisors regarding physical, sexual or verbal abuse, and for disciplining of offenders and transferral of victims to other work units.

The actual activities of security guards do not deviate from those specified in their employment contracts

Workers are aware of procedures

Workers have confidence that confidentiality is maintained if they make a complaint

Workers confirm that abuse does not take place



Policy on Issuing of Permanent Contracts

4.24Workers who do regular, non-seasonal tasks, and who have worked for the employer for a total of 12 months or more, must be employed on a permanent contract which entitles them to benefits associated with regular employment as stipulated under national labour and social security legislation.

4.24.1 Obligations to employees under labour or social security laws and regulations arising from the regular employment relationship must not be avoided through the use of labour-only contracting, sub-contracting, or home-working arrangements, or through apprenticeship schemes where there is no real intent to impart skills or provide regular employment, nor must any such obligations be avoided through the excessive use of fixed-term contracts of employment.

Workers understand the criteria for becoming a permanent employee

Workers confirm that the employer complies with the Principle.


SPECIFIC OBJECTIVE II: TO ENSURE WORKER HEALTH AND SAFETY AT THE WORK PLACE


Risk and Accident Management

4.25Procedures must be in place to ensure that unnecessary accidents are avoided and that the correct action is taken in the event of an accident.

4.25.1 Responsibility for farm safety and risk management must be allocated to a named senior staff member. The farm should work towards developing and implementing a risk-management policy.

Employees can name who is responsible for safety and risk management

Management can produce documentation detailing steps taken or planned to develop and implement a risk management policy

4.25.2 Policies must be developed to explain what should be done in the event of an accident.

Management can produce documentation detailing the policies

Employees are aware of these policies

4.25.3 Accident prevention and response procedures must be implemented and communicated to staff. Procedures must be displayed prominently and in appropriate languages.



Safe Conditions in the Work Place

4.26 The workplace and work environment must be safe and hygienic for all workers.

4.26.1 Employers must minimise, so far as is reasonably practicable, the causes of hazards inherent in the working environment.

Management can explain and demonstrate what measures have been taken to minimise risks in the work place

4.26.2 Any potential hazards must be clearly identified by warning signs where appropriate. These warning signs must be in appropriate languages and, where possible, hazard warnings should include pictograms.

Warning signs and pictograms are displayed prominently in hazardous areas



Awareness Raising and Training on Health and Safety

4.27The employer or appointed safety officer must ensure that all precautions that need to be taken to ensure worker safety at work, both in general, and for their specific tasks, are adequately explained.

4.27.1 Employees must receive appropriate training in general safety and health issues in the workplace, and any specific safety issues for any specific tasks they will be involved in, at the time of joining the company. Appropriate training must also be carried out if a worker is reallocated to a new task, and refresher courses should be carried out periodically for all staff.

Management can produce records of timing and content of health and safety training that has taken place, and who took part in the training

Staff recently allocated to new tasks can explain specific risks of the new jobs, and the procedures for avoiding these risks

4.27.2 Procedures to work safely must be developed and communicated in appropriate languages.


Workers are aware of health and safety risks of the work place in general and for their specific tasks, and know the procedures for avoiding these risks

Warning signs and procedures in appropriate languages are on display

4.27.3 Workers who, after instruction, do not display competence to carry out a task safely, must not be allocated such a task.

Workers are seen to carry out their tasks safely.

Access to First Aid and Health Services/Care for Staff

4.28The employer must ensure that employees have reasonable access to first aid and health care, appropriate to the nature of the workplace.

4.28.1 The employer must ensure adequate access to local public health services or must provide basic health care facilities on site.

Workers know how to access health facilities via the employer

Workers confirm that they can get treatment within a reasonable time frame

4.28.2 Personnel must be trained in first-aid, including first-aid in case of pesticide poisoning, and first-aid facilities must be available at all times.

First-aid personnel can show proof of receiving training e.g. certificate

Interviews with first aid officers demonstrate that they have the necessary knowledge and skills

Workers can name who is trained in first-aid, and confirm that a trained first-aider is available at all times

4.28.3 Suitably stocked, first aid boxes must be present at all permanent sites and in the vicinity of fieldwork and must at least conform to national legislation.

Visual inspection shows compliance.


HEADINGS PRINCIPLES SPECIFIC REQUIREMENTS EXAMPLES OF PERFORMANCE INDICATORS4.28.4 Staff who are frequently involved in the handling, use

and application of chemicals must have a medical check at least twice a year.

Pesticide sprayer operators confirm that they have had a medical check in the last 6 months, and confirm that they receive and understand the results from the tests

4.28.5 In the case of sprayer operators using organophosphate and carbamate insecticides, sampling of blood to monitor cholinesterase levels should be carried out at least every six months by a recognised and competent medical authority.

Records of cholinesterase testing are available for scrutiny

Sanitation Facilities

4.29The employer must ensure that all staff have easy access to potable water, sanitation facilities and clean and safe rest areas.

4.29.1 Employees must have easy access to hygienic toilet facilities and clean water must be readily available for washing during working hours.

Number of workers per toilet

Distance between workplace and nearest toilet

4.29.2 Employees must have easy access to potable water during working hours. The drinking water outlet must be clearly labelled as such.

Workers confirm ease of access to potable drinking water.

Drinking water taps/fountains are clearly labelled

4.29.3 Drinking water should be tested at least every 6 months.

Analysis records are available for scrutiny

Rest Areas/ Facilities

4.30Employers must provide clean and safe areas for resting, eating, and nursing babies, and secure areas for storage of personal belongings where necessary.

4.30.1 Employees must have free access to rest areas for approved rest breaks.

Workers confirm that they have access to such areas



Provision of Protective Clothing and Equipment

4.31Workers undertaking hazardous tasks must be provided with the necessary protective clothing and equipment free of charge.

4.31.1 Appropriate protective clothing and equipment must be provided, free of charge, to all staff involved in potentially dangerous tasks.

All staff involved in potentially dangerous tasks are observed to be wearing appropriate protective clothing which is in good condition.

All such workers confirm that they normally wear such clothing and that they do not have to pay for it.

4.31.2 All workers should be trained in the reasons for providing and the use of protective clothing.

4.31.3 Facilities for changing clothes, showering and washing must be available for all staff handling dangerous substances.

Staff can show where these facilities are and that the facilities are in working condition.

Machinery / Equipment maintained

4.32All potentially hazardous machinery must be fully guarded and well maintained.

4.32.1 Relevant warning signs must be displayed in appropriate languages.

Warning signs are in place

4.32.2 Protective guards must be placed over moving parts in accordance with the manufacturers specifications and existing legislation.

Machinery is well maintained and guards are in place

4.32.3 Records must be kept of machinery maintenance. Maintenance records are available for scrutiny.

Children in the Workplace

4.33Where there are particularly hazardous work areas, neither children nor mothers with babies must be allowed. They should be temporarily transferred to other tasks, or able to leave babies to be cared for in safety near the work site.

4.33.1 Women must not be required to work in areas posing hazards to their role as mothers.

Women are aware of this Principle and are aware of specific mother and child hazards.

4.33.2 The employer should provide safe care for young children if mothers are obliged to work in areas hazardous to children.

Women confirm that their children are taken good care of in such situations.



Emergency / Accident Procedures

4.34Employers must ensure that employees understand what to do if there is an emergency or accident in the work place, and must take steps to ensure that accidents do not recur.

4.34.1 Procedures, detailing action to be taken in the event of accidents and for ensuring accidents do not recur, must be explained and displayed in appropriate languages in prominent positions in the workplace.

Management can produce documentation detailing such procedures

Workers are aware of these procedures

If accidents have occurred, management can explain and produce evidence of measures taken to prevent the occurrence of a similar accident

Investigation of Safety Issues

4.35Workers and worker organisations must be allowed to investigate safety issues in the workplace.

4.35.1 Workers and worker organisations must have right of access to address this principle.

Awareness of the right to investigate by workers and representatives


SPECIFIC OBJECTIVE III: TO ENSURE THAT TRANSPORT AND HOUSING, WHERE PROVIDED, MEET ADEQUATE STANDARDS


Worker Accommodation

4.36Where accommodation is provided, it must be clean, safe, well ventilated, and not overcrowded according to local norms.

4.36.1 Where an employer provides housing a development and management plan must be in place for the estate.

Housing design and materials are decided in consultation with workers and follow reasonable local housing standards

4.36.2 Where accommodation is provided, adequate sanitation facilities, drinking and washing water, and waste disposal facilities must be provided within easy access of accommodation

Number of households per toilet and water tap is within locally acceptable limits

Water for drinking is appropriately treated and tested every 6 months

Transport Specifications

4.37Where transportation is provided, passenger safety must be prioritised.

4.37.1 If transportation is provided, vehicles used must be roadworthy and suitable for passengers, the drivers must be suitably qualified and experienced, and vehicles must not be overloaded.

Maintenance records for the vehicles are available for scrutiny.


Chapter 5:Relationships with OutgrowersOVERALL OBJECTIVE: TO ENSURE CLEAR & SUSTAINABLE RELATIONSHIPS BETWEEN OUTGROWERS AND EXPORTERS



Production and Purchasing Policy

5.1Exporters buying produce from outgrowers should ensure transparent purchasing policies and practices.

5.1.1 All outgrowers should have written agreements which include details of obligations to and entitlements from the exporter.

Random sample of outgrowers can produce written agreements, which contain details of obligations and entitlements

5.1.2 Exporters should ensure that all outgrowers understand their obligations and entitlements, supplementing written agreements with verbal and other communication if necessary.

Outgrowers can accurately explain what their obligations and entitlements are

5.1.3 There should be a mutually agreed and transparent purchasing policy.

Exporters and outgrowers can explain the pricing policy, and the reasons behind the policy

5.1.4 Payments should be made in cash or by a mutually agreed alternative form of payment.

Outgrowers confirm that this is the case

5.1.5 Arrangements for the timing of payments for produce should be agreed and fixed (time between supply of produce and payment for the produce), and agreements adhered to. Where payments are unavoidably delayed, outgrowers should be given advance warning and a new payment schedule agreed.

Written agreements contain details of arrangements for timing of payments

Outgrowers confirm that arrangements are adhered to

5.1.6 Volumes of produce (maximum / minimum volumes) that will be purchased should be specified, and agreements adhered to.

Written agreements contain volume specifications Outgrowers confirm that arrangements are adhered to

5.1.7 Clear specifications for quality of produce should be provided, including criteria for acceptance or rejection of produce, and these should be adhered to.

Exporters and outgrowers can explain why certain produce is rejected

Outgrowers confirm that criteria were provided and are adhered to

5.1.8 Arrangements for collection and delivery of produce should be clearly specified.

Outgrowers' description of actual collection and delivery practices match exporter’s description of such practices.

5.1.9 Arrangements for deductions from final payments made for supply of training and other inputs should be clearly specified in writing before any inputs and training are provided.

Written agreements specify these arrangements Outgrowers can explain what deductions are made

and for what reasons



Technical Advice to Outgrowers

5.2Exporters buying produce from outgrowers should ensure that outgrowers have access to necessary technical assistance and production information.

5.2.1 The exporter should take responsibility for providing technical advice to outgrowers prior to starting crop production, including information about costings, labour requirements and realistic expected returns, services provided, including any costs and risks involved e.g. possible price and yield variation.

Actual activities as described by the responsible staff include the provision of relevant advice

Recently contracted outgrowers confirm that they have received advice and training on specified topics prior to production

Support to Facilitate Code of Practice Implementation

5.3

Exporters buying produce from outgrowers should ensure that the outgrowers have access to necessary support for Code of Practice compliance.

5.3.1 The exporter should ensure that outgrowers are aware of the relevant principles and requirements of the Code of Practice.

Outgrowers can explain key principles and requirements of the Code

5.3.2 The exporter should take responsibility for providing training on relevant aspects of due diligence, health and safety in the workplace, safe handling and use of pesticides, and record keeping, in order to ensure that outgrowers have the skills to comply with requirements of the Code of Practice.

Actual activities as described by the responsible staff include the provision of specified training

Outgrowers confirm that they receive specified training


APPENDIX 1

APPOINTMENTS PERTINENT TO THE IMPLEMENTATION AND MONITORING OF CODE OF PRACTICE POLICIES AND PROCEDURES WITHIN A COMPANY

IntroductionAllocation of responsibilities to specific members of staff is essential if tasks are to be completed and persons held accountable for the completion of those tasks. Listed below are a number of positions of responsibility that may be allocated to existing members of staff or may be the subject of new appointments according to the size of the business involved. It is essential that these areas of responsibility be stated within the job description of the staff members who are to be held accountable for the tasks listed. In a smaller company, several of these responsibilities may devolve upon one person.

Project owners should note that not all of the positions listed below are relevant to all types of business.

Where produce for export is purchased from outgrowers, particularly from smaller production units, the exporter may take responsibility for monitoring compliance with the relevant aspects of the Code of Practice.

Code of Practice Co-ordinatorA senior member of staff should be designated to ensure compliance with the code of practice. Workers should also be asked to nominate one person to represent them, who will be responsible for facilitating communication between workers and the senior staff representative on matters regarding implementation of the code.

Safety Officer There should be a designated senior member of staff who is responsible for ensuring safety in the workplace, with responsibilities for risk analysis, accident investigation, safety training and awareness-raising, protective clothing and warning signs. The responsibilities will also include dealing with safety concerns raised by workers, monitoring work practices on farm, developing and implementing safe work practices, provision of safety equipment, and fire prevention.

HACCP TeamA team of supervisors and managers should be appointed from the workforce and given the responsibility for the development of the initial HACCP plan, the implementation and the on-going review of procedures and policies.

Internal Audit TeamA small team of management staff from the farm and pack house that is responsible for auditing the implementation of GAP and HACCP.

GAP and Environmental TeamA small team of senior staff who monitor farm activities to evaluate their environmental impact and who propose and implement remedial action when necessary. This team will

coleacp harmonised framework, JanuAry 2001 / PAGE 44also be expected to keep up to date with technological developments and may include any external consultants employed by the company.

Outgrower Liaison OfficerThis will be the project owner or senior member of staff who is responsible for the evaluation and briefing of potential outgrowers and the issue of contracts.


APPENDIX 2

MANAGEMENT SYSTEMS AND DOCUMENTATION REQUIREDBelow is a summary of the management systems and policies relevant to each individual exporter that should be in place and implemented, together with the documentation that should be available for audit.

It should be noted that this list is provided mainly for guidance and that additional items may have to be considered to comply with the requirements of local laws or customs, of a national or industry Code of Practice or of individual customers.

DocumentsOrganisation chart of Farm Staff and job descriptions for key personnel.Farm plan showing the identity of each production area and location of water features and disposal areas.Crop protection protocols.Procedure to be used in the event of an MRL being exceeded or produce being contaminated with physical or biological agents.Policy on crop rotation.Procedures for traceability of produce.HACCP plan.Vermin control policy.Risk assessment records in the form of a risk register where increased risk or danger areas and operations are recorded.Policy and procedures for ensuring health and safety in the workplace.Accident Policy.Policy and procedures for remediation of child labour where applicable.Policy and procedures for recruitment and for ensuring fair terms and conditions of work.Scouting policy for pests and diseases in crops.Accident policy for pesticides.Waste disposal policy for hazardous and non-hazardous wastes.Energy conservation policy.Contract between exporter and outgrower.Training plan for staff and outgrowers.

RecordsAnalysis results for food samples tested for MRLs.Water analysis results.Certification of plant material.Training records for food hygiene, health and safety and technical training (dates, attendance, course content and assessment results).Cleaning and Laundry schedules.Vermin control application records.Calibration schedules and records for scales and temperature probes.Glass register.

coleacp harmonised framework, JanuAry 2001 / PAGE 46Work contracts for permanent and seasonal employees.Pay roll.


Records ctd.First-aiders and training given.Records of all accidents and incidents both on and off the farm.Staff absences and sickness.All disciplinary measures taken, including warnings given to staff.Register of Working Children.Record of Social Security, Health Insurance and Workers’ Compensation contributions.Overtime register.A list of pesticide products used on the farm showing their WHO toxicity rating.Pest and disease scouting records.List of persons who handle pesticides or have access to pesticide stocks.Stock records.Harvest records.Protective clothing purchase, inspection and issue.Records of medical checks and, where relevant, cholinesterase tests.Staff training records for all pesticide users.Sprayer calibration and maintenance records.Accident records.Disposal records for all hazardous waste.Fertiliser stock records.Pesticide application records.Nutrient analysis records and fertiliser application records.Water use records and abstraction licence(s).Self audit records.External audit records.Records of staff/management meetings and action plans.

Reference TextsCodes of Practice (national/industry and for individual customers).Relevant legislation to include as a minimum:National Labour laws.Collective bargaining agreements.National Environmental protection legislation etc.Local and international legislation relating to the use of pesticides.Local and international legislation relevant to food hygiene.List of permitted MRLs and Harvest Intervals for the relevant crop/product combinations.A list of nationally and internationally banned chemicals.A list of Persistent Organic Pollutants (POPs).A list of pesticides with high leaching potential.Outgrower Code of Practice.Produce specifications (for each crop/customer as required).