Common updates and requests

#Add crop land to my certification

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)
  • 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=FFtybhZhdnEaAhZ9OzFLIGY2WEJj_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

Tip

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.

#Update crop list or rotation

It’s important to keep your crop list and crop rotations updated in your Organic System Plan (OSP). Organic inspectors rely on your OSP to evaluate and determine compliance of your farm. If your crops or crop rotations do not match your OSP, you are at risk for noncompliance.

Generally, you will need to provide some common, basic information regarding your requested updates. To get an idea of what information we will need, first think through any related changes for crop updates — e.g., crop rotations, seeds, buffers, etc. — that you will need to include in your update request.

OTCO will require the following information to update (add or remove) the crop list and crop rotation information in your OSP:

  • Parcel(s) information (e.g., acreage, organic vs. transitional, all crops to be grown in location)
  • Crop rotation updates (use: C4)
  • Seed, seedlings, planting stock and transplant updates (e.g., using new seed treatments, etc.) and commercial availability as needed (use: C3 and C11)
  • Name of your certified operation

We always recommend giving us a call — contact our Farmer Hotline at (503) 378-0690 ext. 102 — to talk through your updates so we can let you know what will be required.

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=FFtybhZhdnEaAhZ9OzFLIGY2WEJj_19>.

#Add or remove materials (crop)

Alert

Do not risk jeopardizing your certification. Never use an unapproved material until after OTCO 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” or “granular”)
  • Manufacturer name (exact) and photo of label for additional verification
  • Ingredients (complete list), label panel, or specification sheet
  • Description of use (e.g., fertilizer, pest control)
  • Destination for end use (e.g., crops, 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 your 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 organic@tilth.org, 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 (current materials are listed in MyOTCO > Inputs) by contacting us via the Farmer Hotline or by email to organic@tilth.org with your certified operation’s name, the requestor’s name, and a statement for the material to be removed.

#Add livestock certification

Alert

These instructions apply to operations that are only certified for crop production. Certified livestock operations follow a different process to add a new species of livestock. Adding livestock to your certification will require an on-site inspection by an organic inspector, possibly at the time of your annual inspection, if your request is done with enough advance notice. There is a $100 annual fee for the livestock certification scope. Please submit payment with your livestock addition request.

In addition, you may need or want to learn more about adding new land for pasture or outdoor access for livestock. If a livestock addition will change your crop OSP, be sure to update accordingly. Lastly, if the livestock is a new addition to your operation, you’ll need to update C6 worksheet (section 6.2).

No matter what livestock you want to add, you’ll need to complete forms for livestock processing and/or transport if you or a contracted party do any of the following:

  • Sell organic products, including live animals
  • Milk animals, cool or store milk
  • Mix, mill or grind livestock feed for use
  • Wash or pack eggs
  • Slaughter animals
  • Cool, age, cut or wrap meat
  • Process fibers
  • Transport organic livestock

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=FFtybhZhdnEaAhZ9OzFLIGY2WEJj_19>.

Use the following forms to add ruminant mammals (e.g., cattle, sheep, goats, etc.):

Use the following forms to add non-ruminant, non-avian mammals (e.g., pigs, rabbits, etc.):

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=FFtybhZhdnEaAhZ9OzFLIGY2WEJj_19>.

Use the following forms to add avian species (e.g., chickens, turkeys, etc.):

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=FFtybhZhdnEaAhZ9OzFLIGY2WEJj_19>.

#Add processing or handling certification

Certain processing and handling activities — e.g., seed cleaning, packing and labeling crops, etc. — for crops produced on your farm may already be covered under your crop certification. Other uncovered activities will require you to add processing and/or handling certification.

Alert

The addition of a processing/handling scope to your certification will require an on-site inspection by an organic inspector. Our inspection team makes every effort to combine the necessary inspection with your annual crop inspection if we receive your request with sufficient advance notice (at least one month).

We always recommend giving us a call — contact our Processor Hotline at (503) 378-0690 ext. 101 — to talk through your operation’s goals so we can let you know what we’ll require in order to help you meet them.

Commonly requested forms for the addition of processing or handling certification:

Note

If milling livestock feed, complete the H4 Livestock Product Summary instead of the H3.

#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=FFtybhZhdnEaAhZ9OzFLIGY2WEJj_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=FFtybhZhdnEaAhZ9OzFLIGY2WEJj_19>.

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