Professional Documents
Culture Documents
EN UTZ ME Checklist Cocoa Groups Feb 2014
EN UTZ ME Checklist Cocoa Groups Feb 2014
Name Auditee:
Certified product:
Certified Volume:
Total certified area:
Date of first certification:
Type of certificate holder: (group, inividual,
multi-site, muliple group)
The certificate holder is a:
1) cooperative/association (Farmer Based
Organization)
2) trader
3) NGO/service provider
4) other: (free text)
Other comments:
Name CB
Name lead auditor
Name auditors
...male female
...new members;...resigned members.
Coordinates:
OR Tick box:
[ ] This information will be provided later
Introduction
The UTZ CERTIFIED Good Inside Checklist is a tool for organizations to evaluate their performance on
compliance with the requirements of the UTZ CERTIFIED Good Inside Code of Conduct. To obtain
certification for UTZ CERTIFIED Code of Conduct, the organization has to comply with all control points
which are applicable to the activities of the organization.
The desired result of this self-evaluation is an overview of what actions need to be taken towards
compliance. On this Checklist you may fill in all actions that you need to undertake to comply with the Code
of Conduct Requirements, and when these actions need to be implemented. Please note that this evaluation
is not a test, merely a way to visualize what needs to be done to comply.
When ready for certification, you can apply for certification with a Certification Body that is approved by
UTZ CERTIFIED. A list of approved Certification Bodies can be found on the UTZ CERTIFIED website. UTZ
CERTIFIED advises you to send the results of your self-assessment to the Certification Body that will carry
out the inspection. This could make the inspection more efficient.
The Certification Body may also use this document or an adapted version to conduct the audit. More details
about the certification procedure can be found in the UTZ CERTIFIED Good Inside Certification Protocol[1].
UTZ CERTIFIED wishes you a successful certification process. For additional support please contact the UTZ
CERTIFIED office or the UTZ CERTIFIED/Solidaridad field representatives; the contact details can be found
at www.utzcertified.org under About the organization
5/25
[1]
Name:
Member
number:
Other info:
Comments
Action Plan
Further description
comments are needed
when not fulfilled and
non-applicable.
The certificate holder distributes disease tolerant, high yielding and good
quality planting material to the producers.
New cocoa trees are planted in the most suitable pattern and density to the
varietal requirements to ensure easy management of the farms.
Producers prune and remove chupons regularly to obtain and maintain optimal
tree architecture.
Weeds are preferably removed by hand or hand tools. If herbicides are used,
they are applied selectively. (For approved crop protection products, see also
control point [13])
Producers maintain good sanitation practices on the farm:
- Diseased or infested pods, branches and other plant material are regularly
removed from the trees. Diseased material is disposed of in a way that
prevents contamination.
- Tools are used that are dedicated for this purpose and disinfected
afterwards.
P
P
6/25
Deadline
M&E questions
Fulfilled
Non-applicable
YEAR 4
YEAR 3
YEAR 2
CONTROL POINT
YEAR 1
Level of
inspection
Questions
Answers
Is organic/biodegradable
waste (e.g. coffee pulp) used
by group members to fertilize
the coffee/cocoa/tea fields?
[ ] Yes, by all
[ ] Yes, by most
[ ] Yes, by some
[ ] No
10
11
Producers (or other persons that apply fertilizer) are able to tell which
fertilizers are used and what is the appropriate application dosage and timing.
Fertilizers are stored securely (e.g. locked away), out of reach of children,
away from tools and food products in a way that does not contaminate the
environment. The storage is clean, dry and clearly marked.
If the certificate holder supplies or recommends fertilizers, the person(s) that
chooses the fertilizers is able to demonstrate competence (formal
qualifications in case of external advisor) or that the choice is based on a
reliable source.
C/P
The certificate holder has an up-to-date and complete list of all fertilizers
which the certified producers are allowed to use, indicating:
- if the fertilizers are organic or inorganic;
- type and mineral/chemical content;
- quantities supplied to individual producers.
12
13
Crop protection products (and fumigants) can only be used or stored if they
are not (any of the below):
- non-approved in the EU, USA (EPA) or Japan;
- classified by WHO as 1A or 1B;
- identified as Persistent Organic Pollutants (POP's) in the Stockholm
agreement;
- included in Annex III of the Rotterdam Convention (UNEP's Prior Informed
Consent (PIC) Program list);
- on PAN's Dirty Dozen list.
C/P
Practical reference can be made to the UTZ CERTIFIED list of banned crop
protection products (available on the website) and the ICCO guide 'Pesticide
use in cocoa'.
7/25
14
15
16
17
Only crop protection products can be used that are officially registered and
permitted in the country for use on cocoa.
The person(s) that chooses the crop protection products, has to be able to
demonstrate competence to do so and knowledge about anti-resistance
strategies, e.g. by official qualifications, attendance certificates from training
courses, etc.
C/P
1.D.2 The producers manage pests and diseases in a way that takes into account effectiveness and costs
while minimizing negative impacts on human health and the environment.
18
19
20
The producers apply IPM techniques as learned during training and are able to
explain these to the auditor. The producers take into account agrochemical
resistance, conservation of natural enemies of pests and non-chemical ways of
crop protection.
All crop protection products applied to cocoa are:
- suitable for the pest, disease or weed, according to label recommendations
or official publications.
- with the least possible toxicity for people, flora and fauna.
All crop protection products are prepared and applied according or equivalent
to the label instructions, using the prescribed dosage, timing and intervals of
application. Alternative recommendations are documented by the certificate
holder.
C/P
C/P
1.D.3 Records are kept of all crop protection products that are used by the producers.
21
22
23
The certificate holder has an up-to-date and complete list of all crop
protection products which the certified producers are allowed to use, including
brand names and active ingredients.
Invoices (or any other documentary evidence) of all crop protection products
are archived by the certificate holder and producers and are available at the
time of the inspection. (For archiving requirements see also point [114])
For in-house or commercial cocoa nurseries run in the group (>50% external
use), all crop protection product treatments are recorded with:
- the product trade name;
- name and concentration of active ingredients;
- application date and dose;
- the name of the person who applies the product.
C/P
C/P
All producers and workers that apply crop protection products are able to tell
C/P
what crop protection products are used and the appropriate application
method, dosage/ formula and timing.
1.D.4 Application equipment for agrochemical products is in good condition and used in the most efficient
way.
24
25
26
The certificate holder and producers maintain all the agrochemical application
equipment to ensure correct functioning. Nozzles are adjusted to spray in the
most efficient way.
If motorized crop protection product application equipment is used, the
equipment is calibrated at least once a year to ensure correct operation.
C/P
C/P
8/25
1.D.5 All crop protection products are handled, stored and transported in a way that minimizes exposure to
humans, the environment and harvested cocoa.
27
28
On the producer level, crop protection products are stored securely (e.g.
locked away), out of reach of children, away from tools and food products and
in a way that does not contaminate the environment. The storage is clean, dry
and clearly marked. Sawdust or sand and water are quickly available in case
of accidents or spillage, also during dilution.
All crop protection products are transported and stored safely, with attention
to minimizing possible danger to people, food products and the environment,
preferably in the original packaging and properly closed to prevent spillage.
C/P
All central facilities for storing and/or diluting crop protection products:
29
30
31
32
33
34
35
- are well ventilated and light enough to ensure that product labels can be
easily read;
- have shelves made of (or lined with) non-absorbent material such as
plastic, glass or metal;
- are made of fire-resistant materials and preferably built and located to
prevent temperature extremes.
In central storage facilities, all crop protection products are stored:
- in accordance with the label instructions and all relevant national legislation;
- in the original containers/packaging or suitable alternative packaging,
contains all information of the original label;
- separate from tools, packaging material, fertilizer, cocoa and other food
products;
- clearly identified for the crop they are used for, if applicable.
Liquid products are always stored at the bottom.
Central facilities for storing and diluting crop protection products:
- have permanent and clear warning signs on or next to the access doors and
an accident procedure visibly displayed, indicating basic accident care
instructions as well as emergency telephone numbers or radio contacts;
- are only accessible to people who can demonstrate formal training in their
safe use and handling;
- are equipped with emergency facilities to deal with accidental spillage of
crop protection products (sand or sawdust available) or with operator
contamination (i.e. shower/ eye-wash within 10 meters).
C
C
C
1.D.6 Surplus application mix and empty containers are handled and disposed in a way that minimizes
exposure to humans, the environment and harvested cocoa. Obsolete crop protection products are handled
adequately and securely.
36
Surplus crop protection product application mix or tank washings are disposed
of according to national legislation. If national legislation does not exist or
apply, surplus mix is applied over an untreated part of the crop or on fallow
land, as long as the recommended dose is not exceeded and harm to humans
and the environment is minimized.
37
Empty crop protection product containers are stored, labeled, handled and
disposed of safely. They are rinsed three times, returning the rinsing to the
application equipment tank, and perforated to prevent re-use. If collection
and/or disposal systems for empty crop protection product containers exist in
the area, the producer makes use of it.
38
Crop protection products that the producers are no longer allowed to use
(obsolete products) are stored, labeled and handled safely. They are disposed
of according to national regulations or in a manner that avoids and/or
minimizes exposure to humans, the environment and food products. If
collection and/or disposal systems for obsolete crop protection products exist
in the area, the producer makes use of it.
39
The certificate holder has a system in place to safely collect, store and dispose
of obsolete crop protection products and empty crop protection product
containers.
9/25
41
42
43
44
45
46
Pods are harvested at the appropriate time for the chosen market. To prevent
Ochratoxin A (OTA) contamination, the pods are not wounded during harvest.
Cocoa beans are dried out of contact with soil and away from roads. Smoke
contamination is prevented.
C/P
Regular cocoa is reasonably free of foreign matter, foreign odors and defective
beans (flat, shriveled, black, moldy, infested, etc) and meets national export
or other contractual requirements, e.g. on off flavors, homogeneity of bean
size, moisture level and defects.
Dried beans are packaged in clean bags that are sufficiently strong and
properly sewn or sealed. The bags are made of non-toxic materials and do not
contain mineral oils. Preferably jute bags are used that are food grade.
Cocoa is stored off the ground and away from walls in a dry, well ventilated
area, away from sources of contamination such as agrochemicals, fuel,
flammable substances, smoke, etc.
Cocoa beans are prevented from getting wet during loading and
transportation.
The certificate holder analyses main quality aspects of the cocoa before sales.
C
C/P
C
1.E.2 Good hygiene is maintained during harvest and post-harvest product handling.
47
The producers are informed how hygiene is assured during harvest and postharvest handling, and implement this in their practices. Tools, equipment and
vehicles used to transport harvested cocoa are well cleaned and maintained,
to ensure that they are free of contaminants.
C/P
48
49
The certificate holder ensures that harvested cocoa is not contaminated with
cleaning agents, lubricants and other substances during product handling.
Such products are kept in a designated area, separate from cocoa and
packaging materials.
51
52
14 34 42
45
10/25
Comments
Action Plan
Further description
comments are needed
when not fulfilled and
non-applicable.
60
61
62
All persons that apply hazardous crop protection products wear suitable
protective clothing and equipment that is in good state of repair. For home
made and/or traditional products this is done whenever they pose a health
risk.
The certificate holder ensures and is able to demonstrate that all persons
involved properly use the protective clothing and equipment when handling or
applying crop protection products.
Protective clothing and equipment are cleaned and dried after use and stored
separately from crop protection products and in a well-ventilated area.
C/P
C/P
C/P
The certificate holder provides information on re-entry times for all crop
protection products used and trains and facilitates producers to implement reentry times.
The producers make all people living and working on and around the farm
aware of the concept of re-entry time.
C
P
11/25
Deadline
M&E questions
Fulfilled
Non-applicable
YEAR 4
YEAR 3
YEAR 2
CONTROL POINT
YEAR 1
Level of
inspection
Note: If an additional control point is not applicable, it can not be counted in - or deducted from - the total number of
additional control points required for certification.
Questions
Answers
The producers know re-entry times of applied products and puts warning signs
65
in place to inform people of re-entry times.
2.B WORKERS' RIGHTS
2.B.1 The certificate holder makes sure that member producers are informed about labor rights and does not
inhibit the interaction with external parties (NGOs, trade unions).
66
67
The certificate holder does not inhibit the interaction of external specialists
(e.g. NGOs, trade unions) with farm workers, and participates in research of
flagged issues.
The certificate holder informs all producers about the labor rights specified
below. In each community one lead farmer is appointed who is responsible for
monitoring labor rights and to whom workers can file complaints. This person
is in contact with the certificate holder and local NGOs if applicable.
C/E
C/P
68
All workers and sharecroppers have the right to establish and/or join an
organization of their choice.
(Ref. ILO Convention 87 on Freedom of Association)
The certificate holder and the producer does not in any way block effective
functioning of such organizations. Representatives are not subject to
discrimination and have access to their members in the workplace.
70
C/P/E
C/P/E
C/P/E
Child labor
71
72
73
74
75
Children and minors (below 18) do not conduct hazardous work or any work
that jeopardizes their physical, mental or moral well being. They do not work
in dangerous locations, in unhealthy situations, at night, or with dangerous
substances or equipment, nor do they carry heavy loads. They are not
exposed to any form of abuse and there is no evidence of trafficked, bonded
or forced labor.
(Ref. ILO Convention 138 on Minimum Age and 182 on Worst Forms of Child
Labor)
Children below the age of 15 are not employed, whether as permanent,
seasonal or casual workers. If local legislation has established a higher
minimum age, this higher age applies.
(Ref. ILO Convention 138 on Minimum Age)
On family farms, children can participate in farming practices under the
following conditions (and where local laws do not prohibit it), only for light
work, for a limited number of hours (max. 14 hours a week) and if the work
does not jeopardize their physical and mental well-being or interfere with their
schooling. They do not conduct hazardous work as specified above in point 71
and are always accompanied by an adult relative.
C/P/E
C/P/E
P/E
C/P
C/E
12/25
Discrimination
76
The certificate holder does not discriminate in hiring on the basis of gender,
race, ethnicity, color, sexual orientation, union membership, marital status,
national origin, disability, age, religion or political opinion. All workers shall
receive equal remuneration for work of equal value, equal access to training
and benefits and equal opportunities for promotion and to fill all positions
open.
C/P/E
77
78
Workers (permanent and temporary) are paid gross wages that comply with
national legislation and sector agreements. Equal work is remunerated with
equal pay (for men and women).
If workers are paid per unit/result (e.g. volume of harvested cocoa or
pruning), a normal 8 hour working day should allow workers to earn at least
the national or sector established minimum wage.
Deductions from wages for disciplinary purposes are not made. Wages and
benefits are detailed and clear to workers and workers are paid in a manner
convenient to them. Paid wages are recorded by the certificate holder.
Producers interact with sharecroppers according to local norms. A contract is
made between the recognized land owner and the sharecropper, specifying
mutual rights and duties, including payment frequency. This contractual
agreements may be written or verbal with witnesses.
Working hours
79
80
81
Normal weekly working hours do not exceed 48. Weekly overtime hours, e.g.
in peak harvest periods, do not exceed 12. These limits can be lower if so
determined by national or local legislation or a collective bargaining
agreement. The certificate holder must record the working hours per worker.
(Ref. ILO Convention 1 on Hours of Work)
Overtime work must at all times be voluntary and paid according to legal or
sector standards. In case overtime work is needed, workers shall be notified
timely. Workers shall be entitled at least one day off every seven-day period.
Workers shall have all entitlements and protection in national law and practice
with respect to maternity. Workers taking maternity leave shall be entitled to
return to their employment on the same terms and conditions that applied to
them prior to taking leave and they shall not be subject to any discrimination,
loss of seniority or deductions of wages.
83
C/P
17 27 30
30
13/25
Action Plan
Deadline
Further description
comments are needed
when not fulfilled and
non-applicable.
M&E questions
Fulfilled
Non-applicable
YEAR 4
YEAR 3
YEAR 2
YEAR 1
CONTROL POINT
Level of
inspection
Comments
Questions
Note that pesticide and fertilizer handling is covered in the first chapter and that waste and pollution prevention is
addressed in other points throughout the code
3.A SOIL
3.A.1 The producer uses techniques to prevent soil erosion.
During the first five years after (re)planting, the producer prevents erosion
through leaving - or planting - shade trees during land preparation and by
planting other plants (food crops, fruit trees, cover crops, etc.).
84
3.B.1 The producer protects water sources against contamination and pollution and uses water prudently.
86
87
88
The producers and certificate holder protect and conserve all water streams
and sources (incl. ground water) on and around the farms from contamination
and pollution. Manure, fertilizers and agrochemicals are handled and stored in
a way that prevents contamination.
The producers allow a strip of native vegetation (at least 5m wide) to grow
along water streams and sources to control erosion, filter out agrochemicals
and protect the wildlife habitat.
The producers do not use crop protection products:
- within 5 meters from any water stream or body up to 3 meters wide
(including seasonal streams and creeks);
- within 10 meters from any water stream or body over 3 meters wide (e.g.
rivers and lakes);
- within 15 meters from springs.
C/P
C/P
90
14/25
Answers
91
92
The certificate holder trains the producers to use the most efficient and
commercially practical water delivery system to ensure the best utilization of
water resources. The certificate holder can show the efficiency of his irrigation
system(s) in terms of average volumes of water used per MT of cocoa
produced.
The certificate holder should each year assess the risk of phytosanitary,
chemical or physical pollution or contamination of irrigation water sources. In
case of contamination or pollution, he should undertake preventive or
corrective actions. These are documented.
94
96
97
98
Cocoa production does not take place in protected areas, including officially
proposed protected areas. Cocoa production does not take place in the
immediate vicinity (2km) of these areas if this is not allowed in the official
management plan for the area.
If producer farms are in the immediate vicinity (2km) of a protected area or
biological corridor, the certificate holder is in contact with the park authorities.
The objective is that the farming practices do not jeopardize the park and that
human-wildlife conflicts are managed appropriately.
If producer farms are in the immediate vicinity (2km) of a protected area, the
certificate holder monitors encroachment. Recent encroachment is reversed
through community awareness raising and/or reported to the authorities.
C/P
P/E
3.C.3 The certificate holder and producers protect forests, endangered species and natural habitat and
strengthen biodiversity.
99
100
101
102
103
104
P/E
P/E
C/P
C/P
C/P
15/25
105
106
107
108
C/P
C
C
C
14 20
20
16/25
Comments
Action Plan
Further description
comments are needed
when not fulfilled and
non-applicable.
109
110
111
112
113
114
115
C
C
C
116
117
17/25
Deadline
M&E questions
Fulfilled
Non-applicable
YEAR 4
YEAR 3
YEAR 2
CONTROL POINT
YEAR 1
Level of
inspection
Questions
Answers
118
119
120
Same as [116], but for environmental impacts, including waste and pollution.
(Can be linked to conservation plan mentioned in [106])
121
Same as [117], but for environmental impacts, including waste and pollution.
(Can be linked to conservation plan mentioned in [106])
122
123
124
126
127
128
11 11
13
18/25
Action Plan
Deadline
Further description
comments are needed
when not fulfilled and
non-applicable.
M&E questions
Fulfilled
Non-applicable
YEAR 4
YEAR 3
YEAR 2
YEAR 1
CONTROL POINT
Level of
inspection
Comments
Questions
Traceability of cocoa
Note that this is linked to the internal control system (ICS) described in Part III.
5.A PRODUCT FLOW CONTROL
5.A.1 UTZ CERTIFIED cocoa is at all times strictly separated from other cocoa.
129
130
131
The producers and certificate holder at all times strictly separate UTZ
CERTIFIED cocoa from non UTZ CERTIFIED cocoa: in the fields and throughout
all handling and processing, up to sorted and graded cocoa, for as long as
they are the owner of the cocoa. Carry-over stock of UTZ CERTIFIED cocoa
from a previous certification year is kept separate and clearly indicated.
The certificate holder visually identifies UTZ CERTIFIED cocoa. This can be
done by signs on doors, tags or labels on bags or pallets. Identification is
preferably done with the UTZ CERTIFIED Good Inside logo.
If the certificate holder outsources any post-harvest product handling, storage
or transport, s/he verifies that the outsourced party is able to ensure
traceability, product identification and separation of UTZ CERTIFIED cocoa
from non-UTZ CERTIFIED cocoa.
C/P
A system is in place to prevent mixing with non UTZ CERTIFIED cocoa (for
P
instance making use of marking of bags, volume administration by buying
agents, quality controls, etc.)
5.A.2 The certificate holder optimizes internal administration, traceability and quality control for better
process control and to prevent mixing with non UTZ CERTIFIED cocoa.
132
133
134
OR Tick box:
[ ] N/A 1st year of
certification
[ ] Information is not
available
135
19/25
Answers
136
137
Where certified cocoa from different sources is mixed, measures are in place
to show that output matches input.
The producers physically identify their cocoa fields with permanent signs
indicating his unique name, number or code painted on walls, signposts,
stones, trees, fences, etc.
C/P
P
Comments
Action Plan
Deadline
Further description
comments are needed
when not fulfilled and
non-applicable.
M&E questions
Fulfilled
Non-applicable
YEAR 4
YEAR 3
YEAR 2
CONTROL POINT
YEAR 1
Level of
inspection
Note: If an additional control point is not applicable, it can not be counted in - or deducted from - the total number of
additional control points required for certification.
Questions
138
6.A.2 The certificate holder has a transparent and accountable management structure in place.
139
The certificate holder has a list of all its employees, including gender, date of
birth and all duties, responsibilities and salaries.
The certificate holder clearly documents all cocoa revenues and all payments
to producers for their cocoa in the national language.
140
OR Tick box:
[ ] N/A 1st year of
certification
[ ] Nothing was sold as UTZ
[ ] Information is not
available
20/25
Answers
141
OR Tick box:
[ ] N/A 1st year of
certification
[ ] Nothing was sold as UTZ
[ ] Information is not
available
The certificate holder reports to the producers about spending of the UTZ
CERTIFIED premium in a transparent way. The premium clearly benefits all
certified producers, in cash and/or in kind.
142
144
145
The certificate holder appoints a person to who producers and workers can file
questions, ideas and complaints. This person has to be known and accessible
to the producers and workers.
The certificate holder has a complaint form available for all persons that want
to file a complaint relating to issues of compliance with the UTZ CERTIFIED
Code of Conduct by the certificate holder and the producers.
The certificate holder adequately records, studies and follows up on
complaints and records the corrective actions taken. This includes complaints
from the government in case of (alleged) violations of the law.
C/P
21/25
6.B EDUCATION
6.B.1 The certificate holder stimulates the education of producers and their families.
The certificate holder organizes awareness raising meetings for producers and
their families to inform them on:
- Worst forms of child labor (incl hazardous work and trafficking);
- Child labor and the importance of education;
- HIV/AIDS, personal and wound hygiene, nutrition, pesticides and other
health issues;
- Workers rights (as specified in Part 1- section 2B);
- Equal rights and opportunities for women.
Not all issues have to be addressed in the same year. In the third year all
issues have been addressed.
146
OR Tick box:
[ ] N/A 1st year of
certification
[ ] Nothing was sold as UTZ
[ ] Information is not
available
If there are indicators of children not attending school, the certificate holder
takes appropriate action to stimulate school attendance. Such actions are
documented.
147
148
149
Approximately, what
percentage of group
member's households do not
have access to primary
education (e.g. too far away)?
C
What other main products do
your members grow and/or
raise on the farm? Please
mention your maximum five
most important products
grown for sale (local &
export);
_____(open text)
150
151
At central locations, the certificate holder makes sure that at least one person
is trained in first aid and has a complete first aid box (with materials before
expiry date). The producers and workers are informed who this person is and
can get free first aid. The training has taken place in the last 5 years and is
documented by a diploma or certificate.
In significant settlements without health posts, the certificate holder makes
sure that a person is trained in first aid and has a complete first aid box (with
materials before expiry date). The producers and workers are informed who
this person is and can get free first aid. The training has taken place in the
last 5 years and is documented by a diploma or certificate.
C/P
C/P
22/25
152
The certificate holder makes sure that an evacuation plan is in place so that
seriously injured or ill producers, workers and preferably also other persons in
the community can reach emergency health care as soon as possible. The
evacuation plan describes how to act in these situations and who to contact
and how.
153
The certificate holder makes sure that producers, permanent workers and
supervisors of seasonal workers understand the evacuation plan. The
certificate holder clearly and visually displays the evacuation plan at central
locations, using the predominant language of the workers and/or symbols.
Attention is paid to HIV/AIDS prevention in the accident and emergency
procedures.
11 11
12
23/25
Comments
Action Plan
Deadline
Further description
comments are needed
when not fulfilled and
non-applicable.
M&E questions
Fulfilled
Non-applicable
YEAR 4
YEAR 3
YEAR 2
CONTROL POINT
YEAR 1
Level of
inspection
Questions
Chapter 7: ICS
No specific principles; ICS is meant to show compliance of group members with the code and to allow for group
certification by an external certification body
7.A MANAGEMENT OF THE ICS, ICS STAFF
7.A.1 Within the producer group, an organizational structure is in place that manages and co-ordinates the
ICS.
The ICS structure and staff is documented including the responsible persons
for:
1. the management of the ICS (see also [109]);
2. conducting the annual inspections;
3. internal approval and sanctioning of farmers.
154
Approximate number of
workers employed by the
certificate holder (group
level) incl the ICS and
processing unit in peak
season:
1. permanent
__________________
2. seasonal/temporary
__________________
3. non applicable
_______________
155
156
All ICS staff receives one training per year. The training is documented.
7.A.2 The certificate holder has a transparent and accountable management system for its ICS.
157
158
159
The ICS staff has no conflict of interest with producers they inspect or
approve. Every internal inspector and other ICS staff has signed a conflict of
interest declaration.
All ICS records and documents requested by this Code of Conduct must be up
to date and accessible for the external inspector at a central location.
The certificate holder has an up-to-date overview map (can be a simple
drawing). The map has to include cocoa fields of the members, nurseries,
protected areas, water streams and sources, main roads and settlements.
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Total farm area of certified
group members (estimate)
(ha)
162
C/P
163
The certificate holder centrally archives the contracts with the producers.
164
The contract/agreement clearly states that the producer will follow the internal
standard and accept both internal inspections (ICS) and external (certification
body) audits and sanctions.
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Answers
167
168
New applicants for UTZ Certification are always inspected by the ICS before
they can be included in the certificate.
166
C
C/P
C
170
Internal audit findings and follow up for corrective actions are archived and
available for the external inspector.
Inspection reports include:
- an identification of the producer and production locations,
- the signature of the registered producer,
- the date of inspection,
- the inspector name,
- the evaluation result against each applicable point of this Code of Conduct,
details of non-compliance and corrective actions and
- the status of the member.
Internal inspection reports include a yield estimate per farmer. The yield
C
estimates per producer are used to estimate the total (certified and noncertified) yield estimate of the certificate holder. (see point [134])
The ICS has a system in place to follow up on how the corrective measures
172
C
imposed by the ICS have been implemented by the producer.
7.D.2 The certificate holder keeps a register of all member producers, including their certified status.
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