Organic certification involves many important steps, responsibilities, and decisions. Having clear information about what to expect can help applicants and certified operations prepare, respond, and move through the process with greater confidence.

Oregon Tilth has published a new Oregon Tilth Certification Manual, bringing our certification procedures and guidance together into one comprehensive resource.

The manual consolidates the former OTCO Procedures Manual, NOP Certification Manual, and EU Certification Manual. It has also been reorganized using clearer language, shorter sections, and more bullet points so clients can easily locate information and understand Oregon Tilth’s processes.

The new Certification Manual helps applicants and certified operations understand what to expect throughout their relationship with Oregon Tilth.

It includes guidance related to:

• Applying, transferring, surrendering, or reapplying for certification.
• Initial review of the  Organic System Plan and material review requirements.
• Preparing for inspections.
• Final review and certification decisions.
• Labeling guidance and transaction certificates.
• Annual renewal and continuation of certification.
• Reporting operational changes.
• Noncompliance and corrective actions.
• Adverse actions, mediation, appeals, and reinstatement.
• Investigations, testing, traceability, and market oversight.

Some sections also provide guidance for specific certification programs. Clients should review the sections that apply to their operation and certification scope.

The manual explains how Oregon Tilth reviews an operation’s Organic System Plan for completeness and compliance. The Organic System Plan must be complete and approved before an inspection can occur.

All substances used or planned for use must also be included in the Organic System Plan and reviewed and approved as required.

The inspection section provides additional information about onsite, hybrid, remote, unannounced, and other inspections. It also explains the operation’s responsibilities, including providing access to facilities, records, production areas, and other information needed to complete the inspection.

Certification is an ongoing process. The new manual explains annual renewal, Organic System Plan updates, self-reporting, and the responsibility to notify Oregon Tilth of changes involving an operation’s management, location, products, practices, or ownership.

Clients should continue to follow the specific instructions and deadlines provided by their Oregon Tilth certification team.

The updated manual includes important guidance for operations experiencing a sale, merger, acquisition, or other transfer of ownership.

NOP certification and certificates issued to a certified operation are not transferable to a new owner. A change in ownership may require a new application or other certification actions.

Contact Oregon Tilth as early as possible when considering or preparing for an ownership change. Early communication can help determine the appropriate steps and reduce the risk of interruptions to certification.

The manual also provides expanded guidance about what clients can expect when a compliance concern is identified.

It explains:

• What a noncompliance is.
• How Oregon Tilth communicates a noncompliance.
• How applicants and certified operations may respond.
• What can occur when a noncompliance remains unresolved.
• The adverse action procedure.
•  Mediations and appeals.
• The reinstatement process.

These sections are intended to help clients understand their responsibilities, available options, and the steps they may take to address a certification concern.

The Certification Manual is designed to be a reference throughout the year, not only when applying or renewing.

We encourage clients to:

• Bookmark the Certification Manuals page.
• Consult the manual before making significant operational changes.
• Review relevant sections before an inspection or renewal.
• Use the linked labeling and certification resources.
• Contact Oregon Tilth when additional clarification is needed.

The English edition is available now. A Spanish edition is being developed and will be shared when it is complete.

Questions about the manual may be directed to your Oregon Tilth certification teams or to quality@tilth.org.