Common updates and requests

#Add land or outdoor access

Alert

In all cases, new land is required to be inspected before it can be added to your certification. Land can be added during your annual renewal inspection or requested at any time throughout the year (with an additional inspection). A product cannot be sold, labeled, or represented as organic if it is not listed on your organic certificate.

To add land to an existing certificate, the following is required:

  • Completion of a C2 form (and possibly a land transfer form), downloadable below
  • Parcel identification
  • Parcel geographic location (address, township, range)
  • 36 month land history, including all inputs, seeds and crops
  • Complete maps of the location, including borders and buffer areas

Forms & Documents

Please note: If you applied for certification using our Online OSP via SOW Organic, you can make all of your OSP updates and requests through your account. All others should download the above and submit it to <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19>.

Contiguous versus non-contiguous parcels
If you are applying for multiple fields that have adjacent borders, they can be considered one contiguous “parcel” and should be included on one C2 form unless the fields have different land histories. A separate C2 form is required for all non-contiguous parcels which do not border each other, and for any parcels that are not yet eligible for organic (i.e. transitional).

Acceptable land history affirmations
Signed land history affirmations must Include the 36 months prior to your application to be eligible for organic production. If you have managed it less than 36 months, previous land managers can sign and attest to land history. If 36 months of history is not available, then land eligibility will begin from the last date of affirmation.

Adding leased or un-owned land
If you wish to add land to your certification for property you do not own — but where you have a lease/ management agreement with the owner — indicate the lease arrangement on the C2 form and contact OTCO if you have any questions about leased land certification requirements.

If adding new crops with new land request
If you are adding new crops, other sections of your Organic System Plan (OSP) may need to be updated (e.g., crop rotation, materials, etc.). Crop production that is significantly different from your existing production will require an inspection.

Harvest policy prior to inspection and approval
For current OTCO-certified producers in good standing, crops from new land may be harvested but not sold or represented as organic prior to the inspection. The following restrictions apply:

  • Product must stay within approved locations per your OSP, be segregated, and you must keep appropriate storage and movement records
  • Harvested product may not be fed to organic livestock until approved
  • Land acreage must match the amount of harvested product and visually show recent harvest
  • Recordkeeping must be complete and auditable to show organic eligibility

Note

To save money and time, the best option is to request land with your annual renewal. If land is added during the regular renewal process, no additional fees are assessed except for inspector time and travel to get to the new site. Land added outside of the renewal process will require an additional inspection and added expenses. OTCO offers an expedited service program for an additional fee if needed.

#Add or remove a material (livestock)

Alert

Do not risk jeopardizing your certification. Never use an unapproved material until after OTCO review and approval is granted.

Perform a product search
Determine if your product has already been approved for use in organics by either the Organic Materials Review Institute (OMRI) or Washington State Department of Agriculture (WSDA). Be sure to search specific product listings, not just generic versions of products — you will need your specific product approved for use. Always be sure to check that the desired material is approved for your usage — some materials may be approved for use in only one certification scope (e.g., approved for crops but not processing).

OMRI- and WSDA-approved products

If your product has been approved for use by OMRI or the WSDA, you are permitted to use the material in accordance with listed restrictions. You’ll need to keep all necessary records such as application amounts and usage. Keep a copy or a photocopy of the label. To add the product to your list of approved materials, we’ll need the label, manufacturer name, intended use, and name of your certified operation.

Request OTCO review for non-OMRI and non-WSDA products
We’ll need several pieces of information to conduct a material review:

  • Brand name (exact) and type of the product (e.g, “2.0”)
  • Manufacturer name (exact) and photo of label for additional verification
  • Ingredients (complete list), label panel, or specification sheet
  • Description of use (e.g., livestock health care, pest control)
  • Destination for end use (e.g., livestock)
  • Name of your certified operation

OTCO will review and send you a written response of approval or denial. If approved, your material will be added to MyOTCO approved materials list with associated restrictions for use.

Note

Whether an OMRI-approved product, or a new product for OTCO review, you can provide the necessary information to us by calling our Farmer Hotline at (503) 378-0690 ext. 102, by email at <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19> or by fax at (541) 753-4924. Be sure that all photos (e.g. labels) and attachments are clear, legible and current.

Removing materials
Be sure to keep your approved materials list current by removing materials you no longer use or have no plans to use so an inspector will match materials on-site to your list. You can update your approved materials list (see if listed in MyOTCO > Inputs) by contacting us via the Farmer Hotline or by email to <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19> with your certified operation’s name, the requestor’s name, and a statement for the material to be removed.

#Update feed rations

Updating your livestock feed rations is important for maintaining compliance and ensuring that your agricultural feed ingredients, non-agricultural (non-synthetic) ingredients and approved synthetic ingredients are accounted for in your Organic System Plan.

Alert

You do not need to update your feed rations unless your ration change has a significant impact on grazing percentages or your ration change includes materials/products not reviewed by OTCO.

Forms & Documents

Please note: If you applied for certification using our Online OSP via SOW Organic, you can make all of your OSP updates and requests through your account. All others should download the above and submit it to <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19>.

Once the form has been completed, submit your updated forms to us:

Resource

Here are some additional USDA NOP resources regarding ruminant livestock feed rations: beef cattle, dairy cattle, dairy goats, dry matter intake from pasture and the Organic Pasture Rule.

#Add a new facility

If you wish to add a new livestock facility (e.g., slaughter, dairy facility, etc.) to your organic certification, you will need to prepare and submit a completed L7 Livestock Product Processing form (see below), updated map with location of the new facility and a processing flow chart that outlines all activities at the new facility.

Forms & Documents

Please note: If you applied for certification using our Online OSP via SOW Organic, you can make all of your OSP updates and requests through your account. All others should download the above and submit it to <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19>.

Alert

If adding a new facility to your certification during the annual renewal period, submit your paperwork at least two (2) weeks prior to your scheduled inspection.

#Add a new species of livestock

Adding a new species requires a review and updates, when appropriate, of your Organic System Plan (OSP) to accurately reflect your livestock operation’s activities.

Adding avian species

Forms & Documents

Please note: If you applied for certification using our Online OSP via SOW Organic, you can make all of your OSP updates and requests through your account. All others should download the above and submit it to <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19>.

Adding non-ruminant mammals

Forms & Documents

Please note: If you applied for certification using our Online OSP via SOW Organic, you can make all of your OSP updates and requests through your account. All others should download the above and submit it to <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19>.

Adding ruminant mammals

Forms & Documents

Please note: If you applied for certification using our Online OSP via SOW Organic, you can make all of your OSP updates and requests through your account. All others should download the above and submit it to <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19>.

Common OSP updates with species addition
You will need to review and update your OSP as necessary to reflect any changes that will occur as a result of the new species.

Forms & Documents

Please note: If you applied for certification using our Online OSP via SOW Organic, you can make all of your OSP updates and requests through your account. All others should download the above and submit it to <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19>.

OSP updates for crop or pasture with species addition
For livestock operations that grow crops or provide pasture for animals, you must review all current crop paperwork (usually C2 through C12) and update as necessary to reflect any changes that will occur as a result of adding the new species. Remember to make updates if making changes to crops or crop rotation or adding new land for pasture. If you do not currently grow crops or provide pasture, but will be adding them, please complete and submit all of the crop paperwork (C2 through C12).

Purchases of current certified livestock species
Provided you’re not making significant changes to your production practices, there’s no need to contact OTCO or submit OSP updates. Please follow the recordkeeping practices for purchase of organic livestock.

#Update contact info

Alert

OTCO strongly prefers to have a paper trail to document contact change information. If possible, an approved contact from the operation should complete the Contact Information Change form or submit a written request to update the contact information and email it to <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19> or submit it via fax to (541) 753-4924. If submitting a written request or the Contact Information Change form is not possible, the primary contact for the operation may call the appropriate Hotline to make the change. Identity verification information will be required.

Additional contacts
For security, only one contact (primary) is allowed for certified operations. The primary contact will receive all official OTCO communications. Additional contacts are your organization’s approved people OTCO is able to share information with. Additional contacts are also authorized to make changes to the company’s file. We will never share information with anyone not listed as a primary or additional contact.

Anyone listed as a contact on the company’s account is able to access all of the information within the company’s file. This includes sensitive information such as formulations, suppliers, materials, sales, etc. All listed contacts are also granted access to make changes to the company’s file at any time. As such, make sure that you are only listing or adding contacts that should be granted level of privilege with the company’s file.

Note

Changing the legally responsible contact requires more than supplying a contact change request. Please contact us at (503) 378-0690 to discuss the appropriate steps to make this change.

Forms & Documents

Please note: If you applied for certification using our Online OSP via SOW Organic, you can make all of your OSP updates and requests through your account. All others should download the above and submit it to <http://www.privatedaddy.com/?q=aVlqd2tjbmhnAA5kRjNTORtLWlp6_19>.

Get Forms & Documents

Download the documents and forms you need.

Access Blank Forms

Still need help?

Our team is here to assist you.

Contact Support