Importation Procedures for Live Animals into the Philippines

STEP

ACTIVITY

PERSON RESPONSIBLE

TIMEFRAME

1

Submit a letter of intent to import into the Philippines, specifying type of market access: Country Accreditation or Foreign Animal Facility Accreditation, as well as commodity of interest (i.e., cattle, swine, poultry, goats, sheep, wild animals, etc.) endorsed by their government to the Secretary of Philippine Department of Agriculture indicating the following:

• Species, sex, age and number of animals

• Country of Origin: Farm/Hatchery/Facility Address

• Purpose of Importation

• Expected Date of Arrival

• Name and Contact Details of Importer

Others required documents:

• Travel Plan

• Background of Supplier

Applicant Country

or

Philippine based-Importer

2

Review of application and send list of requirements to the exporting country as applicable

DA-BAI

3-5 Working Days

3

Submit complete set of requirements as specified in Annex A.

Applicant Country

4

Review of documents for completeness

DA-BAI

3-5 Working Days

5

Conducts risk assessment and if result is favorable, recommends to the BAI Director the sending of BAI Verification and Inspection Team (BAI-VIT)*

DA-BAI

14-30 Working Days

6

On-site verification and inspection

BAI Verification and Inspection Team

To be determined

7

Review of Risk Assessment and on site verification results including risk management as applicable

DA-BAI

Within 30 days upon inspection

8

Submit recommendation including risk management measures as necessary to the DA Secretary

DA-BAI

9

Conducts FINAL review; Issues Administrative Circular and Certificate

DA Secretary

Within 30 days upon submission of report

10

Agreed template on International Veterinary Certificate to be issued by Applicant Country for all shipment destined for the Philippines

Applicant Country and DA

To be determined

* BAI Verification and Inspection Team shall be composed of representatives from the National Veterinary Quarantine Services Division (NVQSD) and Animal Health and Welfare Division (AHWD) of the Bureau of Animal Industry

STEP

DETAILS

PERSON/AGENCY CONCERNED

TIMEFRAME

APPLICATION PHASE

1

Receipt of Letter of Intent (LOI) from Applicant/Exporting Country

DA-OSEC

2

Endorsement of LOI to Chief Veterinary Officer (CVO)

DA-OSEC

1-2 days

3

CVO writes Exporting Country regarding animal health status concerns

DA-BAI

5-7 days

4

Applicant with no animal health status concerns will be forwarded a Questionnaire for completion

DA-BAI

5

Submits the required information with endorsement from their Embassy

Applicant Country

6

Acknowledge receipt of requirements and check for completeness of submitted requirements

DA-BAI

7-14 days

7

Applicant country with Incomplete requirements will be communicated back for compliance

DA-BAI

8

Applicant with complete requirements is endorsed for Risk Assessment

DA-BAI

9

Applicant with negligible Risk Assessment result will be recommended for On Site verification inspection and informs exporting country of tentative schedule for BAI Verification and Inspection mission

DA-BAI

Within 14-30 days

10

A letter will be sent to Applicant country for disapproved application

DA-OUSEC

11

Sends communication request of itinerary for BAI-VIT and administrative arrangements to Applicant country

DA-BAI

VERIFICATION PHASE

12

Conduct of pre-departure orientation

DA-BAI

Within 10 days before departure

13

Departure of BAI-VIT team

BAI Verification and Inspection Team

To be determined

14

Courtesy call at the Embassy (foreign country) and conduct of Entry conference

15

Onsite inspection and verification

16

Conduct of Exit Conference

EVALUATION/CONCLUDING PHASE

17

Submits inspection report and presentation of results to BAI Director

BAI Verification and Inspection Team

Within 30 days after inspection mission

18

Finalization of BAI-VIT Report for submission to OSEC

19

Prepares certificate of accreditation/certification for successful applicant and endorses to OSEC for signature

DA-BAI

20

Signed/Approved accreditation/certification will be issued to country thru Philippine Embassy and/or Agricultural Attaché

Publication of the issued accreditation/certification to a major newsprint and national gazette

DA-BAI

Within 30 days after submission of report

21

Disapproved applications will be communicated through an official letter

DA-OUSEC

Information required

CVO Response

PART I: GENERAL INFORMATION

1. Geographical Issues

1.1. Site of the main and extension offices of the national veterinary authority on all matters pertaining to live animals, animal products and by-products including meat and meat product inspection and hygiene. Include the territorial jurisdiction of the main and extension offices and their respective official representative.

1.2. Site of the main and extension reference laboratories for live animals, animal products and by-products including meat laboratories of the NCA involved in the analysis of animal health status including meat and meat product samples and include the territorial jurisdiction.

2. Disease Surveillance System/Disease Control Program

2.1. Give the title of the national legislation Laws governing disease control

2.2. List of priority diseases under national disease control

2.3. Strategies for disease control

2.3.1 Vaccination

2.3.2 Treatment

2.3.3 Vaccines and other biologics being used

2.3.4 Laws on compulsory reporting/notification on the occurrence of diseases. Include also local legislations pertaining to public health. Copies of the above should be provided

2.3.5 Flow of reporting from the farm/village to the NCA

2.4. Describe the process of investigating suspect case and disease outbreaks

PART II. ANIMAL HEALTH PROGRAM

1. Organization and Structure of Veterinary Services

1.1. National Veterinary Services

 Organizational chart including number of personnel and positions

1.2. Sub-national (State or Provincial) Veterinary Services Organizational charts including number of personnel and positions

1.3. Other providers of Veterinary Services

1.4. Description of any linkage with other providers of Veterinary Services.

2. National Information on Human Resources

2.1. Veterinarians

2.1.1. Total numbers of Veterinarians registered in the country;

2.1.2. Graduate veterinarians (of other veterinary schools) who are not included in the above list;

2.1.3. Full time government veterinarians: national and sub-national;

2.1.4. Part time government veterinarians: national and sub-national;

2.1.5. Private veterinarians authorized by the NCA to perform official veterinary functions (Describe accreditation standards, responsibilities and/or limitation applying to these private veterinarians.);

2.1.6. Numbers associated with farm livestock sector on a majority time basis in a veterinary capacity, by geographical area (Show categories and numbers to differentiate staff involved in field service, laboratory, administration, import/export and other functions, as applicable.):

2.3.6.1. Full time government veterinarians: national and sub-national;

2.1.6.2. Part time government veterinarians: national and sub-national;

2.1.6.3. Privately employed veterinarians.

2.1.7. Numbers employed in meat inspection on a majority time basis, by commodity (Show categories and numbers to differentiate staff involved in inspection, laboratory and other functions, as applicable.):

2.1.7.1. Full time government veterinarians: national and sub-national;

2.1.7.2. Part time government veterinarians: national and sub-national;

2.1.7.3. Privately employed veterinarians.

2.1.8. Numbers of veterinarians relative to certain national indices:

2.1.8.1 Per total human population;

2.1.8.2. Per farm livestock population, by geographical area;

2.1.8.3. Per livestock-farming unit, by geographical area.

2.1.9. Veterinary education:

2.1.9.1. Number of veterinary schools;

2.1.9.2. Length of veterinary course (years);

2.1.9.3. International recognition of veterinary degree (if applicable).

2.2 Graduate Staff (Non-veterinarians):

Details to be provided by category (including biologists, biometricians, economists, engineers, lawyers, other science graduates and others) on numbers within national Veterinary Services and available to national VeterinaryServices.

2.3 Technical Assistants employed by the Veterinary Services

2.3.1) Animal health:

2.3.1.1 Numbers involved with farm livestock on a majority time Basis (by geographical area), Proportional to numbers of field Veterinary Officers in the Veterinary Services (by geographical area)

2.3.1.2 Education/training details.

3. Financial Management Information

3.1 Total budgetary allocations to the Veterinary Services for the current and past two fiscal years:

3.2 Sources of the budgetary allocations and amount

3.3 Proportional allocations of the amounts in 3.1 for operational activities and for the program components of Veterinary Services.

3.4 Total allocation proportionate of national public sector budget (this data may be necessary for comparative assessment with other countries, which should take into account the context of the importance of the livestock sector to the national economy and of the animal health status of the country.).

3.5 Actual and proportional contribution of animal production to gross domestic product.

4. Administration Details

4.1 Accommodation:

Summary of the numbers and distribution of official administrative centers of the Veterinary Services (national and sub-national) in the country.

4.2 Communications

Summary of the forms of communication systems available to the Veterinary Services on a nation-wide and local area bases.

4.3 Transport

Itemized numbers of types of functional transport available on a full-time basis for the Veterinary Services. In addition provide details of transport means available part-time.

5. Laboratory Services

5.1 Diagnostic laboratories (laboratories engaged primarily in diagnosis)

5.1.1. Descriptive summary of the organizational structure and role of the government veterinary laboratory service in particular its relevance to the Veterinary Services.

5.1.2. Numbers of veterinary diagnostic laboratories operating in the country:

5.1.2.1. Government operated laboratories;

5.1.2.2. Private laboratories accredited by government for the purposes of supporting official or officially-endorsed animal health control or public health testing and monitoring programs and import/export testing.

5.1.3. Descriptive summary of accreditation procedures and standards for private laboratories.

5.1.4. Human and financial resources allocated to the government veterinary laboratories, including staff numbers, graduate and post-graduate qualifications and opportunities for further training.

5.1.5. List of diagnostics methodologies available against major diseases of livestock including poultry.

5.1.6. Details of collaboration with external laboratories including international reference laboratories and details on numbers of samples submitted.

5.1.7. Details of quality control and assessment (or validation) programs operating within the veterinary laboratory services.

5.1.8. Recent published reports of the official veterinary laboratory service which should include details of specimens received and foreign animal disease investigations made.

5.1.9. Details of procedures for storage and retrieval of information on specimen submission and results.

5.1.10. Reports of independent reviews of the laboratory services conducted by government or private organizations (if available).

5.1.11. Strategic and operational plans for the official veterinary laboratory service (if available).

5.2. Research Laboratories (laboratories engaged primarily in research)

5.2.1. Numbers of veterinary research laboratories operating in the country:

5.2.1.1 Government operated laboratories;

5.2.1.2 Private laboratories involved in full time research directly related to animal health and veterinary public health matters involving production animal species.

5.2.2. Summary of human and financial resources allocated by government to veterinary research.

5.2.3. Published programs of future government sponsored veterinary research.

5.2.4. Annual reports of the government research laboratories.

6. Functional Capabilities and Legislative Support

Assessment of the adequacy and implementation of relevant legislation (national or sub-national) concerning the following:

6.1. Animal and veterinary public health controls at national frontiers;

6.2. Control of endemic animal diseases, including zoonoses;

6.3. Emergency powers for control of exotic disease outbreak, including zoonoses;

6.4. Registration and use of veterinary pharmaceutical products including vaccines.

7. Assessment of Ability of Veterinary Services to Enforce Legislation

7.1 Export and Import Inspection

Assessment of the adequacy and implementation of relevant national legislation concerning:

7.1.1. Animal health and veterinary public health controls of the export and import of animals, animal genetic material, animal products, animal feedstuffs and other products subject to veterinary inspection;

7.1.2. Animal health controls of the importation, use and bio-containment of organisms which are etiological agents of animal diseases, and of pathological materials;

7.1.3. Animal health controls of importation of veterinary biological products including vaccines;

7.1.4. Administrative powers available to Veterinary Services for inspection and registration of facilities for veterinary control purposes (if not included under other legislation mentioned above);

7.1.5. Documentation and compliance;

7.1.6. Assessment of ability of Veterinary Services to enforce legislation.

7.2 Animal Health Controls

7.2.1 Description of and sample reference data from any national animal disease reporting system controlled and operated or coordinated by the Veterinary Services.

7.2.2. Description of and sample reference data from other national animal disease reporting systems controlled and operated by other organizations which make data and results available to Veterinary Services.

7.2.3. Description and relevant data of current official control programs including:

7.2.3.1. Epidemiological surveillance of monitoring programs;

7.2.3.2. Officially approved industry-administered control or eradication programs for specific diseases.

7.2.4. Description and relevant details of animal disease emergency preparedness and response plans.

7.2.5. Recent history of animal disease status.

7.2.5.1. Animal diseases eradicated nationally or from defined sub-national zones in the last ten years;

7.2.5.2. Animal diseases of which the prevalence has been controlled to a low level in the last ten years;

7.2.5.3. Animal diseases introduced to the country or to previously free sub-national regions in the last ten years;

7.2.5.4. Emerging diseases in the last ten years;

7.2.5.5. Animal diseases of which the prevalence has increased in the last ten years.

8. Membership to the OIE

State if the applicant country is a member of the OIE and brief history of its membership.

Part III. Veterinary Public Health Program

1. National Competent Authority (NCA) Control Systems

1.1. Management Structures

1.1.1. Give the details of the NCA (for meat inspection and meat hygiene) to include main responsibilities and contact details of the key officials.

1.1.2. Describe the structure of the NCA and provide an organizational chart from the national to sub-national. Indicate the address of each office.

1.1.3. Indicate to whom the head of the NCA reports to. Describe the linkages of the NCA with other related government agencies.

1.2. Independence of the NCA

1.2.1. Procedure to ensure the independence of the NCA.

1.2.2. Links existing between the NCA and the industry, consumer groups and other private bodies.

1.2.3. Powers of investigation and enforcement given to the NCA.

1.3. Resources

1.3.1. Financial

Indicate the budget for the operation of the NCA (include those provided by the government and other sources).

1.3.2. Personnel

1.3.2.1. Give the total number of official veterinarians employed directly by the NCA for the inspection of meat and meat products for export and domestic consumption.

1.3.2.2. Give the total number of official non-veterinary meat inspectors employed directly by the NCA for the inspection of meat and meat products for export and domestic consumption including the education requirements for these inspectors.

1.3.2.3. Give the total number of personnel in the national meat laboratories and its extension laboratories and their specific functions.

1.3.2.4. Give the number of sub-national meat laboratories, their functions and personnel.

1.3.3. Personnel Conduct

1.3.3.1. Rules that apply to the private/professional conduct of government officials outside their official duties.

1.3.3.2. Code of discipline for Meat Inspection Officers.

1.3.4. Recruitment and training

1.3.4.1. Give the minimum qualifications/requirements for veterinarians.

1.3.4.2. Give the minimum qualifications/requirements for non-veterinary meat inspectors.

1.3.4.3. Give the details of the initial and continuing training programs for newly recruited and regular veterinary and non-veterinary meat inspectors in relation to their duties and functions. Include also the continued professional development.

1.3.5. Enforcement powers

1.3.5.1. Indicate powers of enforcement and sanctions in the event of non-compliance with existing rules and regulations.

1.3.5.2. Indicate the power of NCA to require data or information from a particular meat establishment.

1.3.6. Control programs

Describe any formal written system for the identification and prioritization of food safety controls operated by the NCA. Explain how regular reviews are undertaken of the control program.

1.3.7. Documentation of controls

Provide details of written official control programs and provide examples of documented results. What actions are taken in response to these results?

2. Certification

2.1. Describe the system of printing, storage, maintaining and distribution of certificates to include the entity responsible for it.

2.2. Describe the procedure for the completion of certificates (attach flow chart).

2.3. Provide the lists of authorized controlling officer signatories for health certificates and who are authorized to sign/issue health certificates for export.

2.4. Procedure in the recall and amendment of signed certificates (attach flow chart) and the authorized signatory.

3. Import Controls

This section relates to control of operation over imports from a third country.

3.1. Describe the general controls over the import of meat and meat products (legislation, approved countries and meat plant establishments, issuance of import permits, public health guarantees, certification, post-import testing, etc).

3.2. Describe the type and frequency of checks carried out on imports of meat and meat products at the point of entry.

3.3. Indicate the status and responsibility of the officer in charge of import controls at the border inspection posts.

3.4. Describe the action available under legislation and actually taken when an illegal import is detected that is related to public health safety.

4. Laboratory Services

4.1. Describe the management structure of the NCA laboratory service (include the organizational structure).

4.2. State if the laboratory is certified by an international body. If yes, specify.

4.3. Indicate if it accredits private laboratories to perform laboratory testing.

4.4. Give and describe any links with international reference laboratories.

4.5. Give details of the type of tests undertaken by the laboratories in respect to food hygiene with the test results reported (e.g., Microbial, residue, etc.).

4.6. Describe the laboratory participation in the conduct of proficiency testing.

4.7. Give details of internal quality management systems (e.g., ISO GLP etc.) that exist in the laboratory.

4.8. Describe qualifications and academic credential of laboratory staff.

4.9. Give training programs for laboratory staff in relation to their duties and functions.

5. Food Safety Standards

5.1. Give details of the national meat safety and quality assurance program. Documentation of this program and its result should be provided.

5.2. Give the frequency of visit/inspection and nature of regulatory controls of the NCA over the operation of meat establishments.

5.3. Describe the procedures for the granting, suspension and withdrawal of accreditation/registration for meat establishments. Describe the notification/communication procedures in the issuance of the registration list of meat establishments. Where are these published?

5.4. Give the frequency/standard of medical check-up of food handlers and how the health status of the employees is addressed.

5.5. Describe if any, the quality assurance management system that meat establishment operators are required to implement and include the role of the NCA.

5.6. Describe the product traceability system.

5.7. Describe the product recall system in placed.

5.8. Describe the required labeling official health mark used on carcasses, and labels of packaged meat, to indicate that the meat and meat products were prepared in registered or accredited meat establishment. Its reproduction (manufacture of stamps, printing of labels) and control to prevent unauthorized use.

5.9. Provide details of categories of products other than that passed for human consumption, in establishments registered for export for meat and meat products. (e.g., for pet food, for rendering for feed manufacture, etc.)

6. HACCP (or equivalent international standard) Program

6.1. Describe the system that firmly establishes the NCA's requirement pertaining to the adoption of a meat safety and quality assurance program by meat establishments.

6.2. Describe the NCA's audit system to ensure the effective enforcement of the program.

7. Residue Plan

7.1. Provide a copy of regulations used in the control of agricultural/industrial chemical residues and veterinary drugs, providing the list of respective tolerances and withdrawal program.

7.2. Describe the residue-monitoring program.

7.3. Describe system of approving use of pesticides and herbicides for crops used as animal feeds. Include a list of the approved chemicals.

8. Sub-National Veterinary Authority (State or Province)

8.1. Describe levels of control over meat inspection and meat hygiene to cover the whole range of supply to retail trade. Is there legislation attendant to the functional arrangement.

8.2. Describe in detail supervisory authority of national veterinary authority over sub-national control systems/organizations.