Crops, Fresh Produce and Beef & Lamb Farm Record Book · Fresh Produce [email protected] 0870 383 5601 Beef & Lamb [email protected] 01865 389 515 Dairy [email protected] 01993

Crops, Fresh Produce and Beef & Lamb

Farm Record Book

Revised October 2017

NSF International

Hanborough Business Park

Long Hanborough

Oxfordshire

OX29 8SJ

Payments & Membership Tel: 01993 885739 Email: [email protected]

Certification Tel: 01993 885610 Email: [email protected]

mailto:[email protected]

mailto:[email protected]

Revised October 2017 2

Contact Details

Scheme Email Address Fax Number

Red Tractor/Genesis Farm Assurance

Crops & Sugar Beet [email protected] 01865 389 474

Fresh Produce [email protected] 0870 383 5601

Beef & Lamb [email protected] 01865 389 515

Dairy [email protected] 01993 220 700

Pigs [email protected] 01865 595 217

Chicken [email protected] 01865 595 226

Eggs [email protected]

Safe Haven [email protected] 0870 383 5601

Livestock Transport and Livestock Markets [email protected] 01865 389 573

Tesco NURTURE [email protected] 01865 595 218

LEAF Marque [email protected] 0870 383 5600

GTAS [email protected] 0870 383 5943

DEFRA VAS [email protected] 01993 220 700

NAACS [email protected] 0870 383 5601

All schemes: 01993 885610


INDEX

General Records (Crops/Produce/Beef & Lamb) .......................................................................................................................................................................................... 5

Farm Risk Assessment (Crops/Produce/Beef & Lamb) ................................................................................................................................................................................ 6

Emergency Action Plan & Contact List (Crops/Produce/Beef & Lamb) ..................................................................................................................................................... 7

New Site Risk Assessment (Crops/Produce/Beef & Lamb) ......................................................................................................................................................................... 8

Training and Experience (Crops/Produce/Beef & Lamb) ......................................................................................................................................................................... 9

Field Records – Fertiliser applications (Crops/Produce/Beef & Lamb) .................................................................................................................................................... 10

Field Records – Pesticide applications (Crops/Produce/Beef & Lamb) ................................................................................................................................................... 11

Fertiliser Inventory (Crops/Produce) .............................................................................................................................................................................................................. 12

NAMOS Notification Form (Crops/Produce) ................................................................................................................................................................................................. 13

Procedure for Excess Plant Protection Product and Tank Washing Disposal (Produce) ...................................................................................................................... 15

Crops Contamination Risk Assessment (Crops) .......................................................................................................................................................................................... 16

Mycotoxin Risk Assessment (Crops) .......................................................................................................................................................................................................... 17

Mycotoxin Risk Assessment (Crops) ............................................................................................................................................................................................................. 18

Grain Store Risk Assessment (Crops) ........................................................................................................................................................................................................... 19

CIPC Store Risk Assessment (Crops) ........................................................................................................................................................................................................... 20

Irrigation Records (Crops) ............................................................................................................................................................................................................................... 21

Soil Management Plan (Crops) ....................................................................................................................................................................................................................... 23

Pesticides – Post Harvest Application Record (Crops/Produce) ............................................................................................................................................................... 24

Potato Store CIPC Checklist (Produce) ........................................................................................................................................................................................................ 25

Grain Storage Monitoring (Crops) .................................................................................................................................................................................................................. 26

Temporary Holding of Grain Records (Crops) .............................................................................................................................................................................................. 28

Store and Product Check (Crops/Produce) .................................................................................................................................................................................................. 29

Store Maintenance Records (Crops/Produce) ............................................................................................................................................................................................. 30


Vermin Control (Crops/Produce/Beef & Lamb) ............................................................................................................................................................................................ 31

COSHH for the vermin control (Crops/Produce/Beef & Lamb) .................................................................................................................................................................. 34

Farm Equipment – Grain Driers & Moisture Meters (Crops) ................................................................................................................................................................... 35

Farm Equipment – Harvesting and Application (Crops/Produce) ............................................................................................................................................................. 36

Knapsack Sprayer Operator Check List (Crops/Produce) .......................................................................................................................................................................... 37

Contractors (Crops/Produce) .................................................................................................................................................................................................................... 38

Contractors Commitment Document (Produce) ........................................................................................................................................................................................ 40

Crisis Management Procedure (Produce) ..................................................................................................................................................................................................... 41

Food Safety Policy (Produce) ......................................................................................................................................................................................................................... 44

Glass and Hard Plastics (Produce) ................................................................................................................................................................................................................ 45

Post Harvest Application Record (Produce) ................................................................................................................................................................................................. 46

Mass Balance Calculations (Produce) ........................................................................................................................................................................................................... 47

Infectious Disease Notification Form (Produce) ........................................................................................................................................................................................ 48

Manure Management Plan Part 1 (Crops/Produce/Beef & Lamb) ......................................................................................................................................................... 49

Manure Management Plan Part 2 (Crops/Produce/Beef & Lamb) ............................................................................................................................................................ 50

Complaints Register (Crops/Produce/Beef & Lamb) ................................................................................................................................................................................ 51

Beef & Lamb Health Plan (Beef & Lamb).................................................................................................................................................................................................. 52

Beef Health & Performance Review (Beef & Lamb) .................................................................................................................................................................................... 56

Sheep Health & Performance Review (Beef & Lamb) ................................................................................................................................................................................ 58

Medicine Purchase Records (Beef & Lamb) ............................................................................................................................................................................................ 60

Medicine Usage Records (Beef & Lamb) ...................................................................................................................................................................................................... 61

Medicine Disposal Record (Beef & Lamb) .................................................................................................................................................................................................... 62

Feed Warranty Letter (Beef & Lamb) ............................................................................................................................................................................................................. 63

Home Mixing Record – Compounds Home Mixed (Beef & Lamb) Standard Mixes ............................................................................................................................... 65


General Records (Crops/Produce/Beef & Lamb)

Business Name: Membership No:

Address:

Telephone No:

Fax No:

Postcode: Email:

Sprayer Operators Certificates of Competence – Copies of certificates should be available for inspection. See separate page for Contractor details

Name NRoSO number Certificate numbers

(PA1/2/4/6/etc) Type Date issued

Agronomists/Consultants/Advisers - FACTS / BASIS Details (where possible obtain copies of all certificates)

Name Company BASIS FACTS

Other Useful Numbers

Beekeepers Liaison Officer – names & number

Feed Hygiene Regulations – registration number

Livestock Haulier – Name & Assurance number


Farm Risk Assessment (Crops/Produce/Beef & Lamb) Risks to Food Safety, the environment and to animal welfare

Hazards

Risk Rating

Preventative Action / Contingency Plan

HIGH MEDIUM LOW

Fire

Power cuts

Water / feed supply failure

Disease outbreaks

Theft

Pollution

Extreme weather - livestock exposure


Emergency Action Plan & Contact List (Crops/Produce/Beef & Lamb)

Location of washing facilities:

ACCIDENTS FIRE OR EMERGENCY DIAL 999

and give the following information

Farm Contact:

Telephone No:

Telephone No: Map / Grid Reference

Farm address:

Postcode:

Postcode:

• Describe nature of the incident (including remaining hazards)

• AGREE A SUITABLE MEETING POINT

• Move any staff, livestock or machinery away from the danger area without endangering anyone

• Inform fire brigade of the location of any glass cylinders and chemical/substances that may be highly flammable, explosive, corrosive, poisonous, oxidizing agents or give off noxious fumes (if appropriate ensure premises are registered under the Dangerous Substances (Notification and Marking of Sites) Regulations and Radioactive Substances Act).

List hazardous substances and their location:

Location of mains water supply:

Location of surface/foul water drains and access points:

Location of gas and electricity isolation point:

POLLUTION RISKS AND SPILLAGES

• Consider whether water (surfaces or ground), soil or air is at risk.

• Contain spillages wherever possible but without compromising safety.

• Call the Environment Agency (0800 80 70 60) and pass on the information above. If severe dial 999 also.

Local Authority/Environmental Health:

DO NOT TAKE RISKS!

• Assist emergency services by clearly signposting your premises from the road.

• Ensure staff are trained in the safe operation of all tasks on the farm including the emergency procedures identified.

• Ensure machinery and equipment is regularly maintained and safeguarded.

• Ensure that all emergency standby equipment and controlled environmental systems are properly maintained and important spares are kept available.

• Regularly service and test alarms.

Trained first aider (name):

Location of first aid box:

Nearest casualty department is at:

HSE telephone number:

OTHER IMPORTANT TELEPHONE NUMBERS

Vet:

Local Police:

Electricity supplier:

Gas supplier:

Water supplier:

Farm watch:

Emergency waste disposal company:

Location of fire extinguishers

Police Anti-terrorist hotline: 0800 789321

Doctor:


New Site Risk Assessment (Crops/Produce/Beef & Lamb)

FIELD ID: ___________________________________ BUILDING ID: ________________________________

Point to be considered Yes / No / NA Details / Action to be taken

Previous use of land or building(s)

Proximity of water courses / sources of water supply

Presence of public rights of way

Proximity of houses

Presence of overhead power lines

Access to fields

Land designations e.g. SSSI

Soil analysis results

Recent applications of slurry/manure/compost/sewage sludge/abattoir waste etc.

Recent pesticide applications

Are there any known or likely disease risks from previous crops?

Noxious weeds present

Physical hazards that could cause injury to stock (e.g. Sharp edges, redundant machinery)

Sufficient / suitable fencing / gates to secure stock / machinery


Training and Experience (Crops/Produce/Beef & Lamb)

Date Name of person trained/instructed Experience/Training Topic Name of Trainer/Training Course


Field Records – Fertiliser applications (Crops/Produce/Beef & Lamb)

Field name / Number/ ID: Area (Ha): Crop year:

Soil type:

Current Crop:

Previous Crop:

Variety:

Seed dressing:

Purchased seed lot no:

Sowing date:

Comments:

Harvest saved seed: Yes No

Date of last soil analysis (Retain copies for inspection):

Harvest date:

Previous crop residues: N index: P index: K index: PH:

FERTILISER AND ORGANIC MANURE APPLICATIONS including compost, digestate and treated sewage sludge products

Date Product Rate Method of Application Operator


Field Records – Pesticide applications (Crops/Produce/Beef & Lamb) As

Field ID: __________________ Crop Year: ______________ Continuation Sheet no: _______________

Date of application

Growth stage

Product name & active ingredient

Reason for application

Rate Water

volume

Start time

- Finish time

Wind speed

- Wind

direction

LERAP Machine Operator

Harvest interval & first permissible

harvest date


Fertiliser Inventory (Crops/Produce)

Date Type

(granular/liquid etc.) Amount in Amount out Total in stock Signature


NAMOS Notification Form (Crops/Produce)

The Dangerous Substances (Notification and Marking of Sites) Regulations 1990 amended 2013

(Known as the NAMOS regulations)

CONTACT DETAILS

Name

Address

Postcode Tel Home Tel Office

Mobile Email

PRODUCT

NAME CHEMICAL AMOUNT

(TONNES) LOCATION

STORED DATE ON SITE

ESTMIATED USED BY *UNDERCOVER i.e. within a

secure building/open

sided store/barn

*STORED OUTSIDE *SIGNAGE DISPLAYED

Jan Mar

Apr Jun

Jul Sep

Oct Dec

SHEETED NOT SHEETED

Signature: Date:

Send to your local Fire and Rescue Authority: Email: Phone:


Pesticides Inventory (Crops/Produce)

Date Pesticide Amount in Amount out Total in stock Signature


Procedure for Excess Plant Protection Product and Tank Washing Disposal (Produce) FARM NAME: _______________________________________________ Care must be taken to ensure the correct amount of mix and to avoid excess. Stage 1) In the unlikely event spray washings/excess tank mix looks likely to occur, ensure a strip within the field/crop is either left unsprayed or applied at

a reduced rate, then spray the excess back onto the untreated/reduced rate strip within the same crop whilst taking care not to exceed the permitted maximum dose – Groundwater Authorisation not required.

Stage 2) Where stage 1 is not feasible, spray washings/excess tank mix either onto the same crop type at the same crop stage or an alternative crop that

the chemical mix is approved for – Groundwater Authorisation not required. Stage 3) Where stage 1 & 2 is not feasible, spray washings/excess tank mix out on to an un-cropped grassed area (not fallow or stubble) of minimal wildlife

value. Ensure this is well away from waterways, ditches and ponds, drains and environmentally sensitive areas and that it is not liable to surface run-off or leaching – Groundwater Authorisation is required*.

* Such sites require an Authorisation under the Groundwater Regulations and may only be used following approval by the local Environment Agency. Authorisation will only be granted if the local Environment Agency is satisfied there is no risk to surface or groundwater contamination.

Stage 4) Spray washings/excess tank mix can be rained to a drive-over or indirect Lined Biobed – Environment Agency Registration is required. Stage 5) In the event that excess mix and/or tank washings require disposal, a suitable registered waste recovery contractor must be contacted to dispose

of the waste – Groundwater Authorisation not required. If excess mix is disposed of, a copy of the collection note must be retained as evidence of responsible disposal. Signed on behalf of Business: ____________________________________________ Position: ____________________________________ Print Name: __________________________________________________________ Date: _____________________________________ Review Date: _________________________________________________________


Crops Contamination Risk Assessment (Crops)

Hazards

Risk Rating

Preventative Action

HIGH MEDIUM LOW

Lead shot

Clay Pigeon fragments

Bitumen

Glass

Stone

Plastic

Metals

Wood (fallen branches etc.)

Allergens

Ergot sclerotia


Mycotoxin Risk Assessment (Crops)

Instructions

To assess the risk of Fusarium mycotoxins in wheat (for single or multiple fields) enter the details of the store into which wheat from a single or multiple fields has been placed. Then enter individual field names (field name). Fields can be grouped if grown with the same agronomy.

For each field enter the appropriate risk score for the factors stated.

Cultivation: Crop debris is an important source of fusarium. Complete burial by ploughing reduces risk to the greatest extent while risk is highest with direct drilling. Intensive non-inversion tillage (3 or more cultivations with discs, tines or chisel plough) is more effective at reducing risk than standard non-inversion tillage (1 or 2 cultivations). Note that several cultivations may be achieved in a single pass using appropriate machinery. Wheat Variety: Enter according to HGCA Recommended List rating for fusarium ear blight. If score is not known, assume susceptible and allocate score of 1. T3 fungicide: The benefit of using an appropriate rate of a T3 fungicide recommended against fusarium and/or mycotoxin production results in a negative score. Current recommended fungicides are products containing dimoxystrobin, metconazole, prothioconazole, tebuconazole or bromuconazole.

Rainfall at flowering: Wet weather promotes fusarium development. The score is based on total rainfall during flowering (GS59-69 – full ear emergence to end of flowering). Rainfall pre-harvest: Based on total rainfall from crop starting to ripen (GS87 – hard dough) to harvest. Map of risk areas: The high-risk area now includes all parts of Southern Welsh counties, Gloucestershire, Leicestershire, Derbyshire, Nottinghamshire, Warwickshire, Northamptonshire and Yorkshire


Mycotoxin Risk Assessment (Crops)

Field Name Field Name Field Name Field Name

Factor Details Risk Score Score Score Score

Region (see map on previous

page)

High Moderate Low Very Low

4 2 -2 -4

Previous crop Maize Other

6 0

Cultivation

Direct drilled Standard non-inversion tillage Intensive non-inversion tillage Plough (soil inversion)

4 3 2 0

Wheat variety Fusarium ear

blight risk

RL Resistance rating 1-5 RL Resistance rating 6-9 RL Resistance rating unknown

1 0 1

Your pre-flowering score

T3 fungicide Under 50% dose rate of approved fungicide 50-74% dose rate of approved fungicide 75% or above dose rate of approved fungicide

0 -2 -3

Rainfall at flowering

(GS 59-69)

More than 80 mm 40 – 80 mm 10 – 40 mm Less than 10 mm

9 6 3 0

Rainfall pre harvest

(GS 87 to harvest)

More than 120 mm 80 – 120 mm 40 – 80 mm 20 – 40 mm Less than 20 mm

12 9 6 3 0

Your final score

Final risk scores must be reported on the grain passport and lots with scores greater than 15 should be tested and the result reported.

Additionally, growers should check end-user requirement (e.g. for breakfast cereals) as mycotoxin testing may be required at lower risk score values.


Grain Store Risk Assessment (Crops)

Hazards Risk Risk Rating

Preventative action taken

HIGH MEDIUM LOW

Lighting Broken bulbs / glass in grain

Roof & wall sheets Broken roof sheets / ingress of water

Air vents / openings Contamination from birds & rodents

Floor (Stones/foreign objects) Broken flooring / contamination of grain

Doors Doors not closing properly / vermin & weather ingress

Machinery glass/plastic Broken lens / glass / plastic in grain

Tractors / Trailers / Loaders (oil leaks)

Oil leaking from broken pipes / contamination of floor or crop

Grain dryer fuel Diesel spillage / contamination

Birds Salmonella or Newcastle disease

Rodents Contamination of grain

Rodent Baits Contamination of grain

Insect or mite activity Contamination of grain

Mycotoxins Contamination of grain


CIPC Store Risk Assessment (Crops)

STORE ID ____________________________

STORE HISTORY _________________________________________________________________________________________________________________

Have potatoes ever been stored in the building? YES / NO / DON’T KNOW

Have CIPC applications ever been made in the building? YES / NO / DON’T KNOW

If NO to both the above questions – no further action is needed

If the storage history of the building is not known - the fabric of the store should be tested for CIPC residues - complete below

If YES or Don’t Know to CIPC application – the fabric of the store should be tested for CIPC residues - complete below

CIPC RESIDUE TESTING (If required)

Has the fabric of store been tested for CIPC? YES / NO

CIPC residue results POSITIVE / NEGATIVE

If POSITIVE – do not use for storing other crops until the results of the risk assessment have been acted upon. Regular testing of any stored crops must be undertaken to

assess the effectiveness of the measures introduced.

If combinable crops are in store they must be tested for CIPC residues; if the test comes back positive you must notify any potential buyers

Signed Position

Date

Refer to Red Tractor standards for details of analytical laboratories able to test for CIPC


Irrigation Records (Crops) Records of irrigation water usage must be kept.

Date Field name Area (ha) Crop Scheduled amount applied (mm)

Method of application

Time and length of application

Total applied volume

Primary source of water used in application


Abstraction licences

An abstraction licence is needed when more than 20m3 is abstracted daily.

Site License numbers (Summer/winter)

Licensed Quantity m3

Hourly abstraction m3

Start meter reading m3

End meter reading m3

Quantity used m3

%of license used

Confirmation of compliance with any specific license requirement


Soil Management Plan (Crops)

A soil management plan must be completed and recorded under standard SM.a More information in how to complete a soil management plan can be found in the

document ‘Protecting our Water Soil and Air – A code of practice for farmers growers and land managers’.

The plan should be field by field, and aid the identification and management of soil related issues.

Field Identification (Field number or name etc.)

Field characteristics Risk of runoff and erosion and physical factors such as (soil, slope, soil permeability) runoff and erosion, presence of buried or other historical features and land use. Proximity to watercourse etc.

Management Issue Soil deposition, risk of compaction etc.

Management proposals Increase soil organic matter, establish grass buffer strip, avoid high risk crops on high risk land etc.

Note any soil issues that arise during the year for annual review Runoff overwhelmed buffer strip, erosion down rows when irrigating etc.


Pesticides – Post Harvest Application Record (Crops/Produce)

Sheet No: Owner of produce: ______________________________ Address: ______________________________________________________________________ Type of produce: ______________________________ Tonnage: ________________________ Store capacity, if applicable: ____________________ Location of produce: ____________________________________________________________________________________________________________

Date of application

Lot/store identification

Justification/ target for

application

Quantity of product treated

Pesticide Applied Rate & volume

Comments e.g. storage

conditions

Application Details

Operator Product Name

Active Ingredient

Utilisation interval (days)

Actual movement date


Potato Store CIPC Checklist (Produce)


Grain Storage Monitoring (Crops)

Store name / Number: Bin / Bulk / Bay number:

Date cleaned:

Operators name:

Pre-harvest insecticide used: Yes / No Type: Rate:

Bait bags / Traps used (v): Result: Positive / Negative Action taken:

Store Filling

Date commenced: Date completed: Variety:

Field names / ID: Approx. tonnage:

Variety:

Post-harvest insecticide used: Yes / No Type: Rate:

Reason for application (Sawtooth, Weevil etc): Date temporary store cleared (if applicable):

Operator / Contractor notes:

Grain Storage Monitoring

Date Store

Location in store

reading taken

Temp °C

Moisture %

Insect traps

checked

Tick if present

Action taken / Comments Operator Rodents Birds


To be carried out weekly until temperature stabilised at safe storage level - thereafter intervals may be extended

Date Store

Location in store

reading taken

Temp °C

Moisture %

Insect traps checked

Tick if present

Action taken / Comments Operator Rodents Birds


Temporary Holding of Grain Records (Crops) The holding of grain is only allowed outside of a building in exceptional circumstances and for a maximum of 5 days unless a derogation has been sought from the Certification Body. If a derogation has been obtained from a Certification Body, a copy must be kept alongside this template.

Start date of grain held outside

End date of grain held outside

Length of time grain is held outside

Condition of grain Exceptional circumstance Certification Body derogation required?


Store and Product Check (Crops/Produce)

Location/ area/ store (eg. glasshouse)

Date of maintenance Details


Store Maintenance Records (Crops/Produce)


Date of maintenance Details


Vermin Control (Crops/Produce/Beef & Lamb) In addition to this record a plan showing the location of bait points is required.

Date Checked Bait type Station ID/location of bait

(as per map) Observations Operator


Site Survey for the vermin control (Crops/Produce/Beef & Lamb)

This site survey can include information of vermin activity and the date of inspection.

Date Inspected Locations inspected Findings Actions required Date completed Completed by (Initials)


Environmental Risk Assessment for rodenticide use (Crops/Produce/Beef & Lamb)

Site Name: Date:

Is there currently a rodent infestation Rats: Yes/No Mouse: Yes/No

Other:

Is the rodent infestation only indoors? If so, will baits only be placed indoors?

Yes/No Yes/No (if no, give reasons)

Do you intend to use long term baiting Yes/No (if yes, please give reasons)

If you intend to use baits, what other control methods have been considered (improving hygiene, preventing rodent ingress, using traps)

Please explain

If you intend to use Second Generation Anticoagulant Rodenticides and not First Generation Anticoagulant Rodenticides

Provide a list of all the environmental risks you perceive to be present at the site

Provide a list of all the measures you will use to reduce the risks identified

How will you dispose of rodent carcasses?

How will you dispose of the spent bait?

With due consideration to the information recorded above, can this treatment safely proceed without unacceptable damage to wildlife and the environment?

Yes/No


COSHH for the vermin control (Crops/Produce/Beef & Lamb) (This is only applicable if more than 5 staff members are employed.)

Company/Business Name: Date of assessment:

Date discussed with employees:

Step 1 - Substance Step 2 Step 3 Step 4 - Action

What is the Hazard what harm, and who? what are you doing already? What improvements are needed

Completed by

Completed Date


Farm Equipment – Grain Driers & Moisture Meters (Crops) Grain Dryers

Make Fuel Type Date Serviced Serviced by Action Notes

Moisture Meters/Temperature Probes

Equipment Make Calibration

Date Action Notes


Farm Equipment – Harvesting and Application (Crops/Produce)

Harvesting Equipment (Harvesters, trailers, elevators, loader buckets etc.)

Equipment

Make

Date cleaned

Cleaned by

Sanitiser used

Action Notes

Chemical, Fertiliser & Granular Application Equipment (including knapsacks)

Equipment

Make

Date Serviced

Date Calibrated

NSTS No

Action Notes


Knapsack Sprayer Operator Check List (Crops/Produce) MAKE: ________________________________________________________ MODEL: ________________________________________________________

Checklist Date of check: Date of check: Date of check: Date of check:

General Condition:

Clean:

No apparent damage:

Strap fixing points secure:

Fill with water:

Will the straps take the weight:

Is the sprayer stable when filled?

Leakage checks:

Check for leaks, upright and on side:

Function check:

Check pressure valve relief valve to maximum limit:

Spray out- is the cut off valve working?

Is the spray pattern correct?

Is the nozzle undamaged?

Is the nozzle flow rate within 10% of the

manufacturer’s stated output?

Internal Residue:

Spray out until the fan collapses and air appears:

Is the remaining liquid less than a cupful?

Following use:

Rinse with detergent:

Rinse twice with water- flush out through lance:

Clean nozzle and all filters in water with soft brush:

Clean outside of tanks and straps:

Follow disposal procedure for rinsings

Comments/notes:


Contractors (Crops/Produce)

CONTRACT SPRAYER OPERATORS – NRoSO

Name

Company NRoSO No Date issued / Expires

S

CONTRACT SPRAYER & GRANULAR APPLICATOR OPERATORS – QUALIFICATIONS

Name

Company

Certificate Numbers (PA1/2/4/6/9 etc)

Date issued

SEED DRESSING – if using 3rd party seed-dressing contractor record certificate of competence details above or record Assured Land Based Contractors Verified Seed Scheme

Membership below:

Name

Company Scheme Membership No Date issued


Chemical, Fertiliser & Granular Application Equipment

Contractor/Company Name

Equipment Type

Make

NSTS No

Date Tested / Calibrated


Contractors Commitment Document (Produce)

RT Member’s Name

RT Membership Number

Address

Contractor’s Name

Contractor’s Address

Provide Full Details of Contractor’s Service (e.g. ploughing, spraying…)

a) Contractor’s Commitment It is the responsibility of the RT member to make known to the contractor any special conditions or work practices that are necessary as a consequence of the Red Tractor Assurance for Farms standards or associated protocols (i.e. Fresh Produce Crop Specific Protocols).

In the absence of any such information, the contractor will ensure that all contract work will be undertaken to a reasonable standard given the quality of the equipment and materials supplied by the grower.

In consequence we, the contractors, have read and understood the relevant Red Tractor Assurance for Farms standards and associated protocols and we commit ourselves to abide by the Statutory Requirements and Good Agricultural Practice guidelines detailed therein.

b) Contractor’s required documentation evidence When undertaking pesticide applications, we will supply to the above member documentary evidence of:

i. Calibration of pesticide application equipment ii. An Emergency Plan for Pesticide Spillage which complies with the requirements of the Red Tractor Assurance for Farms standards and

associated protocols iii. Pesticide application qualifications for the operators used

c) Please confirm that either: Written instructions have been provided to the contractor by the Red Tractor member (attach a copy) or

A verbal briefing of requirements has been given to the contractor by the Red Tractor member

Red Tractor member’s signature ……………………………………………………………………….. Contractor’s signature ………………............................................................................ Note: A duplicate copy of this document must be provided to the contractor.


Crisis Management Procedure (Produce)

The PRIMARY PERSON RESPONSIBLE WITHIN THIS BUSINESS 24 HOURS PER DAY for ensuring the Crisis Management Procedure is carried out immediately:

Full Name:

Position:

Emergency Telephone Number:

CRITICAL ISSUES 1-4

1. Unapproved pesticide applied to crop Within 5 minutes of the person responsible (stated above) being made aware of an unapproved pesticide being applied to a crop, this procedure must be immediately followed

2. Exceeded maximum rate applied to crop Within 5 minutes of the person responsible (stated above) being made aware of an exceeded pesticide rate application, this procedure must be immediately followed

3. Unapproved pesticide residue reported from crop sampling

Within 5 minutes of the person responsible (stated above) being made aware of an unapproved pesticide residue being reported back for a crop, this procedure must be immediately followed in full

4. Exceeded maximum residue level reported from crop sampling

Within 5 minutes of the person responsible (stated above) being made aware of an exceeded maximum residue being reported back for a crop, this procedure must be immediately followed in full

IMMEDIATE NEXT STEPS

1. Gather all relevant paperwork Spray records and/or residue sampling records

2. Contact customers using emergency telephone numbers provided

IMMEDIATELY inform your customer(s) of ALL the details, be prepared to email, fax and verbally forward all paperwork


CUSTOMER 24 Hour Crisis Management Emergency Contact Details

Trading Name: Contact Names: Telephone Number(s):

Primary Contact:

Office:

Mobile:

Secondary Contact:

Office:

Mobile:

Stop harvesting affected crop Where crop is being harvested contact staff immediately and STOP harvesting

Segregate and quarantine in storage and clearly label on all sides of containers ‘hold’ from affected source

Where product has been harvested and stored, yet remains within the control of the business, clearly mark each side of bin/trays ensuring no product gets mixed up with non-affected product or dispatched from site

Secure all crop in potentially affected fields Where crop is still to be harvested, ensure all staff and customer(s) are aware this crop/field reference MUST NOT be harvested. Clearly mark at field entrance MUST NOT BE HARVESTED


Next steps – Critical Issues 2 & 4 ONLY

2 Maximum residue test and/or re-test product

Exceeding the maximum application rate specified in the STATUTORY box within the product label is a breach of the approved and therefore breach of UK Pesticide Legislation. However, where this issues has been identified whilst ‘some’ of the affected crop is left in the field (and/or storage) and/or ‘some’ has left the control of the farm business i.e. has moved further along the food chain, it is imperative that the chemical composition of the product in terms of Maximum Residue Levels (Legal Trading Limits) has not been exceeded (high risk potential Food Safety Breach). Samples must be taken from the remaining affected field (and/or stored stock) and arrangements will be made by your customer(s) to collect the samples. Results will be requested within 24 hours and all costs charged to the producer business. These results will be reported back to your customer(s) immediately, after which you will be made aware of the results and any subsequent actions necessary to be taken.

4 Maximum residue test and/or re-test product

Where Maximum Residue Level sampling is undertaken internally within your business and results reported which exceed the Maximum Residue Levels, the product is in breach of Legal Trading Limits, cannot and should not legally be sold and in turn has high risk Food Safety potential. Where this issue has been identified whilst ‘some’ of the affected crop is left in the field (and/or storage) and ‘some’ has left the control of the farm business, i.e. has moved further along the food chain, it is imperative that the chemical composition of the product in term of Maximum Residue Levels is re-checked by the laboratory responsible for producing the original Maximum Residue Level exceedence results. Further samples must be taken from the remaining affected field (and/or stored stock) and arrangements will be made by your customer(s) to collect the samples. Results will be requested within 24 hours and all costs charged to the producer business. These results will be reported back to your customer(s) immediately, after which you will be made aware of the results and any subsequent actions necessary to be taken.


Food Safety Policy (Produce) Members are required to have a signed food safety policy declaration on record under standard SC.c. The following template can be used for the food safety policy

declaration and should be signed by the business owner/ director – being reviewed annually.

Company Name:

Name of owner/ director:

Signature: Date:

In signing the above, this business is committed to ensuring that food safety controls will be implemented and maintained throughout the production process from

planning to product release – these controls will be reviewed annually or after major business changes to ensure relevance and effectiveness.

This is achieved by:

1. Compliance and implementation of relevant legislation

2. Implementation of good agricultural, food safety and hygiene practices, whilst also conforming to Red Tractor Fresh Produce Standards V.4

3. Ensuring all staff have undergone the relevant food safety and hygiene training required for their role, and are monitored to ensure it is implemented


Glass and Hard Plastics (Produce)


Date of check Checked by Findings


Post Harvest Application Record (Produce)

Sheet number

Owner of produce Address ____________________________________________________________________

Type of produce Tonnage Store capacity, if applicable

Location of produce

Date of

application

Lot / store

identification

Justification/

target for

application

Quantity

of product

treated

Pesticide applied

Rate

and

volume

Comments,

e.g. storage

conditions

Application details

Operator

Product

name

Active

ingredient

Utilisation

interval

(days)

Actual

movement

date

Audited, checked and approved by:

Name Signature Date


Mass Balance Calculations (Produce) A mass balance calculation is required to show the amount of incoming raw material against the amount used in finished products, taking into account process waste and

re-work. Documents to demonstrate mass balance must be clearly identified.

Raw materials (quantity in kg) = processing/ storage (yield + waste + rework) = finished products (quantity in kg)

Crop 1 Crop 2 Crop 3 Crop 4

Variety

Red Tractor number of supplying grower

Country of origin (if unassured)

Total field acerage (Ha)

Total yield harvested (eg kg)

Total protected crop acerage (Ha)

Total yield harvested (eg kg)

Total weight packed (eg kg including giveaway) by: Customer For wholesale market

Total weight sold (eg kg)

Total weight secondary use eg animal feed (eg kg)

Total waste weight – recorded landfill (eg kg)

Total waste weight – returned to land (eg kg)


Infectious Disease Notification Form (Produce) This form can be used for reporting infections and illness for existing staff and establishing the health status of new staff, visitors and staff returning from abroad.

NAME:

JOB TITLE:

BUSINESS:

QUESTIONS: YES NO

At present, or in the last seven days, are you suffering from: 1. Diarrhoea and/or vomiting? 2. Stomach pain, nausea or fever?

At present are you suffering from: 1. Skin infections of the hands, arms or face. E.g. boils, styes, septic fingers, discharge from eye, ear, gums, mouth. 2. Jaundice

Do you suffer from: 1. A recurring bowel disorder? 2. Recurring infections of the skin, ear or throat?

Have you Ever had typhoid or paratyhphoid fever or are you now known to be a carrier of Salmonella Typhi or Paratyphi?

Are you a carrier of any type of Salmonella?

In the last 21 days, have you had contact with anyone, at home or abroad, who may have been suffering from typhoid or paratyphoid?

List countries visited in the last 6 weeks:

Any yes answer will require an assessment of suitability to work.

DATE: SIGNATURE: MANAGEMENT ACTION:


Manure Management Plan Part 1 (Crops/Produce/Beef & Lamb)

Calculating Area Available:

What Where Spreadable Area (Ha) When

Water (Blue)

Any ditches, watercourses and ponds. Also springs, wells or boreholes where water is used for human consumption or farm dairies, including any on neighbouring land close to the farm boundary.

N/A Do Not Spread

Non-spreading Areas

(White)

Fields where manure would not normally be spread; non-farmed fields, woodlands or fields simply too far away from the farm buildings.

N/A Do Not Spread

Don’t Spread Areas (Red)

Areas where manure shouldn’t be spread. At least 10m either side of all ditches and watercourses; 50m around springs, wells and boreholes, steep slopes with a risk of run-off throughout the year; and Environmentally Sensitive Areas, Sites of Special Scientific Interest, or other land subject to management agreements

N/A Do Not Spread

High Risk Areas (Yellow)

Fields next to watercourse, spring or borehole with soil at field capacity with moderate slope or slowly permeable soil; where soil depth over fissured rock is less than 30cm; with effective pipe or field drains.

Use throughout the year subject to ground conditions but restrict application rates in winter

Very High Risk Areas

(Orange)

Fields likely to flood sometime most winters; next to watercourse, spring or borehole where surface is severely compacted or waterlogged or have a severe slope and soil is at field capacity or have a moderate slope and slowly permeable soil

Avoid in winter and in dry summer when soil cracks down to the drains, or when soil is compacted

Low Risk Areas (Green)

All other areas not already marked.

Can be used throughout year

Total Spreadable Area Available:

NB - Colour references above are those normally used on to designate the areas on the Risk Assessment map that is a required part of the overall plan.


Manure Management Plan Part 2 (Crops/Produce/Beef & Lamb) Calculating Minimum Area Required:

RUMINANTS

Stock Unit No of Stock Units Months Housed Ha Needed by Stock Unit Total Area Required

Cow (650 kg)

X X 0.039 =

Cow (550 kg)

X X 0.032 =

Cow (450 kg)

X X 0.025 =

Heifer 2 yr+ (500 kg)

X X 0.019 =

Youngstock 1–2 yr (400 kg)

X X 0.016 =

Youngstock 6-12 mths

X X 0.008 =

Calf

X X 0.005 =

Bull

X X 0.019 =

Sheep

X X 0.003 =

Lamb (up to 6 mths)

X X 0.001 =

Lamb (6-12 mths)

X X 0.002 =

Total Area Required

Note – above relates to 250kg N/ha. Adjustment may be required where tighter limits apply (eg NVZ area without grassland derogation – 170kg N/ha)


Complaints Register (Crops/Produce/Beef & Lamb)

Date Received from Nature of complaint Investigation results Action taken to prevent

reoccurrence


Beef & Lamb Health Plan (Beef & Lamb)

Farm Details Cattle Sheep

Class Number Class Number

Breeding

Youngstock

Stores

Finishing

Ewes

Rams

Lambs

Vet / Veterinary Practice

Species Plan Relates To:- Plan Completed by:

Cattle Sheep

Person(s) Responsible for Medicine Administration Signature Date

Biosecurity Policy – A biosecurity policy is a requirement of the Biosecurity section of the standards. Document the actions undertaken to manage or reduce the risk of

disease from the following sources, and any others you have identified.

Potential Source of Disease Actions Taken to Control Risks

Incoming Stock

People

Buildings

Equipment

Other


Vaccination & Parasite Control - This section may be completed as a table or in a calendar format. Document the routine vaccinations and parasite treatments

undertaken.

Category of Stock Vaccine / Treatment Used Disease / Parasite Targeted Timing


Vaccination & Parasite Control – Alternative Format – by Calendar Month

Month Activity Category of Stock Vaccine / Treatment Used

/ Action Taken Disease / Parasite Targeted

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sept

Oct

Nov

Dec


Euthanasia – Document the methods used and names of who carries out euthanasia

Animal Type Method Used Person(s) carrying it out Disposal

Young Stock

Adult Stock

Young Animal Management & Husbandry Procedures - Document the actions undertaken to ensure calves/ lambs receive adequate colostrum and document

any husbandry procedures undertaken.

Action Animal Age Method and treatment details (including anaesthetic, pain

Relief); name of person(s) undertaking procedures

Cattle

Colostrum Management

Castration

Disbudding

Dehorning

Sheep

Colostrum

Castration

Tail Docking

Other Weaning

Tagging

Other Policies / Procedures - Record any other routine health / welfare related procedures


Beef Health & Performance Review (Beef & Lamb)

Farm ________________________________________________ Period __________________________ to ____________________________

Health Problem Data Collation (Annual Tally) - Use this table to tally the treatments given that did not form part of the routine management of stock, and any deaths/

culls or feedback from a vet / abattoir that may be attributable to a health problem.

1 If available

Condition Animals Treated

Mortalities Abattoir1/ Vet Feedback

Comments

Died Euthanased Culled

Infe

ctio

us

dis

eas

es

BVD

Leptospirosis

Johnes

TB

IBR

Par

asit

es Liver Fluke

Worms

Co

w S

pe

cifi

c

Abortion

Prolapse

Difficult calving

Barren

Mastitis

Other

Unknown

Cal

f Sp

eci

fic Pneumonia

Scour

Other

Unknown

Metabolic Disease

Lameness


Mortality Data Collation - Collating the total mortalities by age category is useful alongside collating by health problem.

Tally Comments

Stillborn – 24 Hours

24 Hours – 10 Days

10 Days – Weaning

Weaning – First Calving / Point of Sale

Less than 30 Month

Over 30 Months

Total

Top Issues to Act On - Having reviewed your records and collated data, identify the key issues in your herd. You must consider the actions to be taken, and where

appropriate act upon them.

Issue Brief Explanation Actions Already Taken Actions to be taken in Future

1.

2.

3.

4.

Comments / Vet Comments

Review Details

Completed By Date Next Review Due


Sheep Health & Performance Review (Beef & Lamb)

Farm ________________________________________________ Period ___________________________ to ____________________________

Health Problem Data Collation (Annual Tally) - Use this table to tally the treatments given that did not form part of the routine management of stock, and any

deaths/ culls or feedback from a vet / abattoir that may be attributable to a health problem.

2 If available

Condition Animals Treated

Mortalities Abattoir2/ Vet Feedback

Comments Died Euthanased Culled

Lameness - Ewes

Lameness - Lambs

Metabolic disease

Clostridial disease

Infectious disease

Par

asit

es Scab

Flystrike

Fluke

Worms

Ewe

Sp

eci

fic

Abortion

Prolapse

Difficult Lambing

Barren

Mastitis Other Unknown

Lam

bs

Congenital Defect

Starvation/ Exposure

Orf

Joint ill

Other

Unknown


Mortality Data Collation - Collating the total mortalities by age category is useful alongside collating by health problem

Tally Comments

Lambs - Born dead

- Lost up to approx. 7 days

- Lost 7 Days – Weaning

- Lost - Post Weaning

Ewes

Total

Top Issues to Act On - Having reviewed your records and collated data, identify the key issues in your herd. You must consider the actions to be taken, and where

appropriate act upon them.

Issue Actions Already Taken Actions to be taken in Future

1.

2.

3.

Comments / Vet Comments

Review Details

Completed By Date Next Review Due


Medicine Purchase Records (Beef & Lamb)

Name of Veterinary

Medicine Date of Purchase

Quantity

Purchased

Batch

Number

Expiry

Date

Supplier of Veterinary

Medicine

Withdrawal period of the

product

Bottle No. (can be used for

cross ref. with admin records)


Medicine Usage Records (Beef & Lamb)

Treatment date

(start and end date

if multiple

treatments)

Identify of animal/

group of animals

treated

No.

animals

treated

Name of

medicine used

Medicine

batch/ bottle

number

Quantity

medicine

used

Length of

withdrawal

period

Date when animal/

milk fit for human

consumption

Name of

person

administering

Reason for

treatment

Meat Milk


Medicine Disposal Record (Beef & Lamb)

Name/ identity of Medicine Date of disposal Quantity Disposed of Route of Disposal


Feed Warranty Letter (Beef & Lamb)

This warranty declaration can only be used for the following feed types and transactions:

Scheme member

Feed type Who needs to use it

Beef and Lamb, Dairy

Forages (hay, silage) Merchants (farmers trading these products do not need it)

Cereals and pulses Non assured growers (assured growers use the grain passport)

Fruit, vegetables (including lifted roots) Assured and non assured growers

Surplus materials (bought-in by the selling farmer) Only applicable to feeds genuinely in surplus (i.e. not bought in with the intent of resale)

Pigs, Poultry

Fruit and vegetables not covered by an assurance scheme Assured and non assured growers

Surplus materials (bought-in or grown by the selling farmer) Only applicable to feeds genuinely in surplus (i.e. not bought in with the intent of resale)

This warranty declaration CANNOT be used to cover any feed materials bought with the intent of re-sale. Members operating as such must register as a merchant or

compounder and be a member of an appropriate assurance scheme.

Feed Supplier Details

Name

Address

Postcode

Recipient Farmer Details

Name

Address

Postcode

Feed Supplied: * if feed supplied is surplus to requirements details of its source are also provided

Date: *validity of the declaration extends for 12 months for deliveries of the same material


By signing this declaration, you are agreeing with the following statements:

• This feed is suitable for consumption by livestock and is considered wholesome and free from any known contaminants

• Legal requirements, in particular those of the EC Feed Hygiene Regulation (183/2005) and relevant UK Animal Feed Regulations, have been adhered to in the

production and supply of this feed. Specific obligations include:

o The business is appropriately registered with the Local Authority

o The feed has been stored, handled and transported so that the risk of contamination has been minimised and hygiene standards maintained at a level

which is appropriate for materials entering the feed/ food chain

o All requirements relating to record keeping and labelling have been complied with

Feeds other than forages, fruits, vegetables or roots (please tick as applicable)

Blends & Compounds and other Feed Materials (‘straights’) – Home-grown; This feed or feed material comprises solely of home-grown ingredients and in the

case of home-grown ‘straights’ (cereals/ pulses) are companied by a completed grain passport

Blends & Compounds and other Feed Materials (‘straights’) – Purchased; This feed or feed material incorporates purchased feed or feed materials which are

surplus to own requirements, though were not purchased with the intent of resale. The purchased feed or feed materials have originated from a certified source

(e.g. UFAS/ FEMAS)

Feed Supplier Signature: ………………………………………………………………………………………….

Print Name: ………………………………………………………………………………………………………………


Home Mixing Record – Compounds Home Mixed (Beef & Lamb) Standard Mixes

Mix name Mix name Mix name

Ingredient Amount (%, weight,

proportion) Ingredient

Amount (%, weight,

proportion) Ingredient

Amount (%, weight,

proportion)

Total volume for each mix Total volume for each mix Total volume for each mix

Date Produced Mix Name/ Raw materials

(if not included in mix details above) Quantity Produced

Samples Y/N

(of dry ingredients kept for 4

weeks after last use? )



Schemes and Standards offered by NSF International

NSF International can provide all of the assurance schemes within the crops, livestock and supply chain sectors, which are now firmly established and recognised within

the industry. We also offer most additional schemes which can be conducted in single visits, enabling several standards to be assessed during one inspection. We aim to

help you achieve and maintain the appropriate assurances for your business enterprises. This will help ensure you meet your customers’ needs and build effective,

profitable business relationships.

Crops Production Schemes

• Red Tractor Crops & Sugar Beet

• Red Tractor Fresh Produce

• GLOBALGAP Integrated Farm Assurance (IFA)

Crops Production Schemes

Additional

• Tesco NURTURE

• Pepsico

• Higgins

• McCains

Livestock Production Schemes

• Red Tractor Beef & Lamb

• Red Tractor Chickens

• Red Tractor Pigs

• Red Tractor Dairy

• GLOBALGAP Integrated Farm Assurance (IFA)

Livestock Production Schemes

Additional

• Whole Foods Market

• Sainsbury’s Traditional Beef

• Glanbia Dairy Farm Scheme

• Waitrose Points of Difference

Supply Chain Schemes

• Red Tractor Livestock Transport

• Vehicle Approval – Welfare of Animals during Transport

• Red Tractor Livestock Market and Collection Centres

• ABM Livestock Market and Collection Centres

Red Tractor Meat Processing

• British Retail Consortium (BRC) Global Standard for Food Safety

• FARMA

• Red Tractor Cold Crush Processing of Oilseeds

Environmental Management Schemes

• LEAF Marque

• Fair to Nature

Agri Input/Contractors Schemes

• GLOBALGAP Plant Propagation Material Scheme

• Red Tractor Safe Haven

• Assured Land Based Contractors Schemes

• Compost Quality Protocol