Requirements

THE CERTIFICATION PROCESS

HOFA is USDA-NOP accredited to certify producers in four scopes (categories) of certification.  

a) Organic Crop Certification covers the production of agricultural and horticultural crops.

b) Organic Livestock Certification covers the production of animal products such as meat, eggs, and milk.

c) Organic Handling / Processing Certification covers the production of processed organic foods and businesses participating in the distribution chain.

d) Organic Wild-Crop Certification covers the harvesting of crops that are not actively cultivated.

Producers, processors and handlers seeking certification under HOFA must comply with all HOFA requirements and policies relating to the category and type of activity. Some producers may need to apply for more than one type or category of organic certification depending on the nature of their commercial activities. When requesting an application for certification, please specify which category and type certification applies to your business activities. In addition to complying with HOFA’s certification policies, all producers certified under HOFA must meet the federal standards for organic production, processing and handling under the Federal Organic Rule enacted in April 2001.

Apiary Certification covers the production, packing, and processing of bee products. 
At this time, there are no official federal standards established for Organic Apiary Production. Until federal standards for honey production are final, commercial apiaries seeking organic certification under HOFA must comply with HOFA’s requirements and policies, which are based upon the National Organic Standards Board's 2001 final recommendations.

Presently, the geographical scope of HOFA’s Certification Program is confined to providing certification services to organic production and handling operations within the State of Hawaii.

Once an applicant has demonstrated compliance with all Federal Organic Rule requirements and a positive determination has been reached on the request for organic certification, a Certificate is issued. The Certificate contains an issuance date, on the anniversary of which all certified producers must demonstrate compliance for continuance of organic certification. Extensions on valid certificates are no longer necessary. Organic certification does not expire and is considered valid unless suspended or revoked by the certification agency or voluntarily surrendered by the applicant. The paperwork required to demonstrate compliance for continuance of organic certification is mailed to the producer from the office approximately 10-12 weeks prior to the annual renewal date.  

Certification Procedures

Initial applicants must request a Certification Application Packet. Producers seeking a continuance of existing certification automatically receive a Renewal Application Packet from HOFA (unless the producer informs HOFA in writing that he/she does not intend to continue in the HOFA Certification Program). Furthermore, applicants requesting a continuance of certification are not required to 1) submit land history summaries, or 2) submit new maps, provided the organic production area is unchanged. All other procedures involved in applying for organic certification are the same for first time applicants and producers requesting a continuance of certification. The information provided in this section applies to new and renewing applicants unless otherwise noted.

I.  The Producer initiates the process for organic certification.

A.  Chooses certification agent.

B.  Initial Applicants request a Certification Application Packet. HOFA-certified producers requesting a Continuance of Certification will be sent a Renewal Application Packet 10-12 weeks before the current license agreement must be renewed.  

C.  Reviews applicable guidelines and standards in the Handbook. 

D.  Completes the Certification Application(s) appropriate for the category of certification. Application must include a list of products for which certification is requested, and for crops, apiary and livestock, a three year land use history, maps of the production area, management plan, and description of record keeping system.

1. Farm Map 

Farm maps may be hand drawn but must be detailed and of scale to show the following: 

• The precise boundaries of the land to be added to the HOFA certification program. If natural boundaries are not obvious, the map must indicate how the boundary is marked. If applicant is requesting a continuance of certification and a map was included with a previous application, any changes in production areas or addition of parcels require submission of a new or revised map.

• The area that will actually be in crop production. Include names, codes, or assign numbers to individual fields and indicate the current year’s crops.  

• A description of neighboring land uses. Write in the adjacent land uses on each border and indicate buffer zones.

• The directional orientation of the map.  Place a "North Arrow" on the map. County Assessor’s Map (TMK), and ASCS aerial photo, or an irrigation district map are not required, but may be submitted to provide the same detailed information requested.

2.  In addition to the land use history sheets including with the application, the Record Keeping system must include:

Input documentation - labels, rates, and dates of application for each separately identified production area, and invoices of purchases of inputs.

If non-organic seeds/planting stock or ingredients for processed products are used, producer must provide at least two failed attempts to source organic availability (i.e., letters, notes from phone calls, statement from dealer).

Production records - journal with planting dates, input application dates and quantities and dates and types of cultural practices applied.  

Harvest records - date, field number, crop, and yield.

Bin register - bin cleaning, fumigation, last use, field number, crop/products, quantity in/out, and scale tickets.

Sales invoices, straight bills of lading (BOL), use of lot number, producer number.  Lot number should be keyed to field number, bin number, harvest or shipping date and year.  

Transportation - Inspect trucks before loading.  Note previous commodity and use food grade trucks/containers.  Provide documentation that vehicle is cleaned prior to transport if product is transported in a manner where organic product comes into direct contact with the vehicle or non-organic products.  Sign-off on BOL is recommended by HOFA.  

Evidence of land ownership such as tax assessment or lease documents.

3. Processors 

• Describe procedures that ensure that no commingling or misidentification occurs between organic food products and non-organic food products.

• Describe procedures that ensure that prohibited substances used within the processing or handling facility do not come in contact or contaminate the organic food products.

• A list of all organic ingredients used in organic products must be provided. An Organic Product Profile form is included in your application for this purpose.

• Certificates must be provided for all organic ingredients NOP accredited certification agencies.

• Provide proposed labels for all organic food products for review.

• A lot identification system to allow for the tracking of organic products is required to complete an audit trail.

• Provide copies of all required Health Department Permits, Certificates and/or Inspection Reports, and make them available for review at the time of organic inspection. If your facility does not have a health/sanitation certificate, please contact your local Health Department for guidance. 

E.  Submits Application with maps and supporting documents to certification agent along with signed license agreement and certification fee.  May indicate optimum dates for inspection.

F. All producers must sign and date the Producer Affirmation section of the application.   In so doing, the producer attests to the veracity of the information provided.  (Should there be any changes to the production process or quality of the product that may affect the producer’s certification status, the producer must notify the office.  HOFA may request additional information to determine if the changes are within the HOFA guidelines.)  

II.  Certification Agent does the following.

A.  Reviews questionnaire for completeness.  If prohibited materials or practices have been applied to the production area, HOFA will notify the potential client and discuss transitional organic status.  If the information provided by the applicant indicates that the applicant is not in compliance with organic standards and applicant does not want to proceed with certification, all but $75 of the application fee is refunded.  

If application is incomplete, the client will be notified to submit additional information and/or documents. The client must submit requested information within 90 days of notification or the request for certification may be terminated and the certification fee forfeited.

If application is complete, HOFA sends the producer a letter acknowledging successful completion of the Initial Review and which provides the name of the assigned Inspector.  Applicant should contact the HOFA Office upon receipt of the acknowledgement letter if they have objections regarding the assigned Inspector.

B.  Contacts one of HOFA’s independent inspectors, selection based upon:  

1.  Avoiding  "conflict of interest";

2.  Minimizing transportation time and costs; and

3.  Inspector’s knowledge, training, and past experience.

C.  Sends file to inspector within ten days of receiving application.

1.  Contains Application, field history, and maps and special instructions to inspector, if applicable.

2.  Contain past inspection report and last year's compliance requirements and/or conditions based on Certification Committee evaluations.

III. The Inspector does the following.

A.  Reviews file.

B.  Contacts producer within ten days of receiving assignment to prepare for inspection (see Inspection Procedure).  

1.  Sets appointment.

2.  Verifies directions to farm.

3.  Reviews inspection procedures with producer, i.e., what inspector needs to do, including allotting enough time for the inspection.

4.  Obtains clarification from the operator regarding any confusing or incomplete information, identifies additional documentation or information that needs to be available at the inspection, and specifies who should be present during the inspection.

C.  Conducts inspection

1. Completes the HOFA Confidentiality Agreement and obtains producer’s written consent to conduct the inspection.   

2.  Makes Farm Tour with producer.

a.  Verifies information contained in  maps, crop plans, and management plan submitted by the operator during the application process.

b.  Looks at condition of crops, animals, soil tilth, weeds, pests, conservation, rotations, adjoining land use, buffer strips, farm roadside signs.

c.  Notes buildings and equipment - type and condition of equipment, chemical containers, condition and use of storage and processing areas, livestock housing, herd health records, and manure management. 

d.  Observes water source(s) - If used for irrigation, animals, or processing,  tests may be requested.  

e.  Reviews and verifies audit trail and other records.

D.  Conducts an exit interview, confirming accuracy and completeness of inspection observations and identifying issues of concern.

E.  Completes inspection report 

F.  Submits complete file (inspection report, Application (Organic System Plan), and all supporting documentation) to the certification agent.  

IV.  Certification Agent 

A.  Assigns the Case to an Evaluatior.  

1. An Evaluator, who is a member of the HOFA Certification Committee reviews each case.  The Evaluator is assigned who has no "conflict of interest" and sufficient expertise in the type of certification.

B.  Reviews complete producer's file.

1.   The Evaluator reviews the Application and Inspector’s report, results of any analyses for substances conducted and any additional information requested from or supplied by the operator, and forwards the Evaluation to the Certification Coordinator. 

C.  Makes certification decision.  

1. The Evaluator submits evaluation to the HOFA office within 10 days of receipt of case information.  

2. Based on the HOFA policies and the federal organic standards applicable to the type of operation, The Certification Coordinator makes a determination regarding the applicant’s request for certification including requirements and conditions necessary to establish current and/or future compliance. 

3. a. Certification – producer is deemed to be in compliance with all applicable standards.

b. Certification with Restrictions – by the date of the next annual inspection, producer must implement changes to come into full compliance or provide additional documentation to demonstrate compliance. 

c. Certification with Conditions-  within a specified timeframe, producer must implement changes to come into full compliance or provide additional documentation to demonstrate compliance.  Conditions are stated in an addendum to the certificate, which must be signed by the applicant and returned to the office. 

d. Certification Denied - Reasons are clearly indicated why certification is denied.

e. Certification Suspended -Reasons for suspension must be clearly identified. Timeframe for meeting conditions to lift suspension must be clearly identified as well.

f. Certification Revoked – Reasons for revocation must be clearly identified.  

D.  Notification of certification status is only provided upon receipt of certification fee in full from producer.  

1. If a positive determination is made on the request for certification, the producer will receive a Certificate of Acknowledgement of Organic Status, a copy of the Inspector’s report and copies of any analyses from testing conducted on samples. When applicable, the producer will receive a cost share application which can be submitted when certification is complete.

2. If a negative determination is made on the request for certification, the producer will receive a notice of denial identifying the noncompliance(s) along with a copy of the inspector’s report and copies of any analyses from testing conducted on samples.

3. The fee paid with the application and for inspection costs is retained by HOFA regardless of outcome of inspection. 

4. The inspector is notified of decision.

V.  The Producer complies with the following.

A.  If approved, the producer may now sell certified organic products. 

1.  Is allowed to use the "HOFA Certified Organic" logo on stickers and     labels for produce and products. 

2.   Is allowed to use the logo on transaction certificates, invoices.

3.  Needs to continue to follow standards.

4.  Maintains all required records.

B.  If approved with conditions, the producer must make necessary changes to come into compliance with standards within the time frame specified.

1.   This may or may not require a visit from the inspector for verification, as determined during the evaluation process.

2.   When in compliance, the producer may sell certified organic products, as above (A).

C.  If denied, or if the producer disagrees with special conditions or any decision relating to his/her request for certification, the producer may submit a written appeal to HOFA within 30 days of receiving a certification decision.