An Organic System Plan (OSP) is, simply put, a document that describes all aspects of your operation that are required to verify compliance with organic standards. This includes your operation name, location, facilities, products, and production practices. It can seem daunting to make one from scratch – luckily, QCS’s application for organic certification is a fillable Organic System Plan. So, by filling out our application, you are completing an OSP. This document will eliminate the guesswork and guide you through the organic standards, step-by-step! 

Completing the OSP will take some time and may seem overwhelming. If you have questions about how to fill out your OSP at any time in your application process, you can schedule a free information session with our Client Care Specialist.

You can view and download our OSPs in our Document Library. Choose the OSP that is relevant to your operation. Your options are:

• Organic Grower Plan
• Organic Livestock Plan
• Organic Handler/Processor Plan
• Simple Organic Handler Plan (broker, trader, importer, or exporter)
• Organic Restaurant-Handler Plan
• Organic Retail Plan
• Organic Aquaculture Plan
• Organic Apiculture Plan
• Organic Wild Crop Plan

We strive to offer the best timeline for new clients and recommend planning accordingly based on your operational needs. Our standard timeline for certification is 3–4 months. This timeline considers all of our existing clients’ needs, as well as our current administrative capacity for new clients.

Upon the approval of a completed Expedited Service Request, we do offer expedited certification for an additional cost. The expedited timelines are for either 30–40 working days or 15–20 working days. 

We are proud to offer competitive rates for our certification services. The annual cost for certification breaks down into two parts: certification fees and inspection cost.

Certification fees are based on the annual gross sales of organic products for your operation (for new operations, we will accept a projection for your first year if you do not have actual sales yet). Inspection costs are based on the relative simplicity to complexity of your operation. Essentially, this equates to the amount of time the inspector will spend on the inspection.

Upon submitting your application, you will submit your certification fee as well as a deposit towards inspection (plus any additional fees such as on-farm processing, international verifications, expedited service fees, etc).  Any additional inspection fees will be charged after the inspection is complete.

You can find our fee schedules in our Document Library.

You’ll need to submit a completed Fee Payment Form and pay certification fees at the time you submit your application. The fee payment forms, listed below, are interactive check-list versions of the fee structures that allow you to calculate your certification fee total. Fees may be paid online or by mail.

How to Make an Online Payment:

• make payments at www.qcsinfo.org/payment 
• first-time applicants: type “NEW” along with your business name in the “Invoice Number(s)” field on our online payment webpage.

How to Pay by Mail:

• please make checks made payable to Quality Certification Services
• mail checks to 5700 SW 34^th Street, Suite 349, Gainesville, FL 32608 USA.

Fee Payment Forms:

You can find the following fee payment forms in our Document Library.

• Grower/Livestock Options 1 & 4 (Standard Producer or University/Research)
• Grower/Livestock Option 2 (Multi-Unit Umbrella)
• Grower/Livestock Option 3 (Dairy)
• Handler/Processor Options 1 & 3 (Basic Handler or Contract Processor)
• Simple Handler
• Retail/Restaurant
• Aquaculture

For Growers: Your land is eligible for crop certification if there have been no prohibited substances applied within the last 36 contiguous months. You must be able to provide records proving that no prohibited substances applied in that period. This is covered in OGP 3C: Previous Land Use Affirmation. If you have not had management of the land for any part of the previous 36 months, the previous land manager will need to fill out OGP 3C for the portion of time they had management of the land. 

For Livestock Meat/Dairy/Eggs: For dairy and beef cattle that are not currently certified, the herd is eligible for a one-time transition period of 12 months. You can find the specifics of transitioning a herd here. For calves, if the mother has been under organic management practices for the last third of gestation, the calf is eligible for organic certification upon birth. The calf must be managed organically from birth onwards. For poultry, chicks must be under organic management starting 24 hours after hatching. For eggs, they must come from certified birds. In addition to getting your herd or flock certified, the land of your operation must also be certified organic. The same rules for grower certification eligibility apply to fields used for organic livestock production.  

For Processors: For multi-ingredient products, a good rule to follow is “organic input equals organic output.” All single ingredients must come from certified organic operations; you must retain copies of the organic certificates from each supplier. For a multi-ingredient product, at least 95% of the ingredients (excluding water and salt) must be certified organic for the final product to be considered organic.  

As stated in 7 CFR 205.501(a)(11)(iv) as part of QCS’s obligation as a certifying body under the National Organic Program (NOP), we cannot offer consulting services. A good way to think about this is that we can tell you the “what,” but not the “how.” For example, we can tell you the regulations and rules about labels; we cannot tell you exactly how your labels should look for your specific products.

If you would like help with how to implement regulations specific to your operation, you have the option to work with an organic consultant. Organic consultants are not certification bodies, so they can offer you specific advice for your operation. You are not required to work with a consultant to get organic certification. It is yet another resource that is available to you as you work towards or continue certification. 

QCS maintains a list of organic consultants that you can view here.

No, QCS representatives are not allowed to consult and/or advise farmers on how to structure their Organic Grower Plan or provide any personalized information/recommendations on how to remain in compliance with USDA Regulations. QCS is only able to inform a farmer if their proposed plan is in compliance with the organic regulations.

Yes. Our Organic Grower Plan includes a portion that covers different types of soilless growing methods. 

You can find our Organic Grower Plan in our Document Library.

There are currently no guidelines in the National Organic Program that outline rules for certifying seafood. QCS does have a Private Aquaculture Standard and Organic Aquaculture Plan. You can view and download these documents, as well as the related fee structure and fee payment form, in our Document Library.

Depending on the type of operation you have, you can qualify for various food safety schemes. Please see our aquaponic food safety page for more information. 

As per 7 CFR 205.103(a)(b) the type of recordkeeping system you use in your operation is entirely up to you. It must be clear enough to verify compliance and traceability; usable by everyone in your operation to use it daily or as needed; and accessible for planned and unannounced inspections. Records are integral to organic certification. Clarity, consistency, and accessibility are more important than any fancy system. The rule is specifically written so that recordkeeping systems can be adapted to an individual operation’s needs.  

QCS does not require an operation to use any specific record-keeping template. We do, however, offer example templates as free resources in case they’re helpful to you. View these below:

• Crop Storage Inventory
• Grazing Calendar
• Organic Feed Inventory
• Purchase Feed Log
• Organic Ration
• Swine Group Record
• Ground Feed Record
• Health Records
• Field Activity Record

You can find more resources and tip-sheets on the  NCAT-ATTRA Organic Farming website.

The NOP offers great advice here on record-keeping requirements and typical example records:

https://usda.blackboard.com/bbcswebdav/pid-13542-dt-content-rid-88126_1/courses/NOP-020/Docs/NOP2602_InstructionRecordkeeping.pdf.

The USDA also offers this extensive explanation of appropriate documentation:

https://www.ams.usda.gov/sites/default/files/media/NOP-DocumentationFormsIntro.pdf

as well as a number of record-keeping templates:

https://www.ams.usda.gov/sites/default/files/media/NOP-CropDocumentationForms.pdf.

The Ohio Ecological Food and Farm Association (OEFFA) has a great tip sheet for labeling advice:

https://certification.oeffa.org/wp-content/uploads/2020/06/Labeling-.pdf.

The NOP also offers an extensive slide show on labeling regulations and associated information:

https://www.ams.usda.gov/sites/default/files/media/OrganicLabelingTrainingModule.pdf.

Labeling Organic Products | Agricultural Marketing Service (usda.gov)

Labeling Packaged Products under the National Organic Standards

eCFR :: 7 CFR Part 205 Subpart D — Labels, Labeling, and Market Information

All of them! Please plan to send in all retail and non-retail labels for our review. We will accept your copacker labels as records, but we will not review them as that is the responsibility of the copacker’s certifier.

Labeling resources:

• 7 CFR 205.300 Subpart D – Labels, Labeling, and Market Information
• Retail and Wholesale Labeling for Farms
• Labeling Organic Products

Inspections are generally scheduled once per certification cycle. Once the Inspections Department has scheduled an inspection window, your inspector will reach out directly to finalize a day and time. All certified operations must be inspected at least once per calendar year. It is also possible that any client could have an unannounced inspection. Inspection scheduling is dependent upon many factors and as a result the timing of your inspection may be different from one year to the next.

If your operation is applying for certification for the first time, it is important to communicate to your inspector when you will begin production. For crop operations, inspectors must see at least one crop in production or a follow up inspection must be scheduled and paid for by the client.

The best place to look for the complete list is in the Code of Federal Regulations: The National List of Allowed and Prohibited Substances. This covers all inputs for all scopes that are allowed or prohibited in organic production. The Organic Material Review Institute (OMRI) is also a great resource for products that are approved for use in organic farming. Please note: always consult your certifier before you apply a new input in your operation, even if it is OMRI listed or listed as “allowed” on the National List.   

A list of approvable materials can be found here on the QCS website:

https://qcsinfo.org/download/approved-materials-list/?wpdmdl=17726.

Inputs that are reviewed and listed by reputable independent institutions may be acceptable if confirmed against the NOP National List. QCS accepts third-party material approvals for use under the USDA National Organic Program from the following material review organizations:

– California Department of Food and Agriculture (CDFA).

– Organic Material Review Institute (OMRI)

– Pennsylvania Certified Organic (PCO)

– Washington State Department of Agriculture (WSDA)

All third-party approved inputs can be found in the Intact Input database.

A master list of inputs currently recognized by QCS can be found by logging in to the QCS Client Portal. If an input is not found on this list, it still can be requested for review by the QCS Materials Team.

Inputs can have various statuses in our system. The negative statuses are “Dropped”, “Discontinued”, “Insufficient info” or “Prohibited.” These are the statuses that indicate that an input is not/no longer approved for use in organic production.

Inputs with a Dropped status are materials that have been reviewed and approved in the past, but the review is no longer valid. Inputs can be dropped if they are no longer registered with a material review organization. Having a Dropped status does not mean an input contains prohibited substances. Some dropped inputs will have a Use-By Date that is typically 18 months from the original drop date. Reviewers should notify clients of this use-by date when a material is dropped. Dropped inputs may not be added as new inputs to a client’s approved input list.

Inputs with a Discontinued status have been dropped by QCS or a material review organization because the product is no longer manufactured, or the manufacturer has gone out of business. Inputs with a Discontinued status will not have a Use-By Date. These materials may be used indefinitely by clients with the product already on their inputs list.  Discontinued inputs may not be added as new inputs to a client’s input list.

Inputs with an Insufficient Info status have been reviewed by QCS and the reviewer was not able to gather sufficient information to complete the review (manufacturer was unwilling to cooperate, manufacturer did not respond to requests for information, etc,). Both new reviews and products under re-review can be given an Insufficient Info status. Having an Insufficient Info status does not mean an input contains prohibited substances, only that we could not verify the compliance of all ingredients in the input. NEW inputs with an Insufficient Info status will not have a Use-By Date and they are not allowed for use in organic production. Reviewers may ask the client to obtain information from the manufacturer if the client is adamant about wanting to use the input. Previously approved inputs undergoing re-review with an Insufficient Info status will have an 18-month Use-By Date from the date of the status change. Insufficient Info inputs may not be added as new inputs to a client’s input list.

Inputs with a Prohibited status are either not in compliance with the NOP regulations as generally defined at §205.105 or with the EU regulations as defined at EC No 834/2007 and are therefore not allowed for use in organic production. Prohibited inputs do not have a use-by date and reviewers should alert clients to discontinue use immediately if they find a prohibited input on their Input List.

Yes, the NOP requires an organic operation to maintain up-to-date Organic Grower Plan that includes a list of each substance to be used as a production or handling input. Contacting QCS before using a new input is always encouraged. If a producer uses an input without prior approval, they are assuming the risk of applying a substance that may not be allowed in organic production.

Noncompliances are issued when a practice or input application does not comply with NOP regulations, regardless of whether or not the farmer is aware that the practice is in violation of the NOP rules. This process is designed to help us identify issues on your farm before they compromise the organic integrity of your product. We view noncompliances as an opportunity for the farm to make improvements to its organic grower plan and overall operation. When these improvements are laid out in a Corrective Action Plan, which illustrates who, what, when, and how the issue will be resolved and what preventative measures are in place to ensure the issue won’t repeat, noncompliances are then resolved by QCS. A noncompliance does not negate an operation’s organic certificate, and the operation can continue on with normal organic sales. If the operation does not resolve the noncompliance within the timeframe given by their QCS reviewer, then the compliance issue will be elevated to a proposed suspension. View our Non-Compliance Resource for more information.

A minor noncompliance is also an opportunity for the operation to improve their organic grower plan. A minor noncompliance is used for lower risk issues that must be resolved, but in a less pressing timeframe. If issued a minor noncompliance during your renewal cycle, the operation does not have to provide evidence that the minor NC was resolved until the following renewal cycle in the renewal application. If unsure of when to resolve any kind of compliance issues, please reach out to your most recent reviewer. View our Minor Non-Compliance Resource for more information.

Minor noncompliances are issued for noncompliant practices that:

• Indicate no systemic failure in OSP design or implementation and;
• Can be easily corrected without the need for a corrective action plan.

As well as minor inconsistencies or omissions in records that:

• Indicate no systemic failure in OSP design or implementation and;
• Can be easily corrected without the need for a corrective action plan.

QCS must receive a written description of actions taken to correct the minor noncompliance(s) with the annual renewal application for the following certification cycle. QCS will verify the implementation of corrective actions during the annual inspection.View our Minor Non-Compliance Resource for more information.

Noncompliances are issued for noncompliant practices that:

• Indicate no systemic failure in OSP design or implementation but;
• Are significant enough in nature or in scope to require a corrective action plan to ensure and verify compliance.

As well as inconsistencies or omissions in records that:

• Indicate no systemic failure in OSP design or implementation but;
• Are significant enough in nature or in scope to require a corrective action plan to ensure and verify compliance.

QCS must receive a corrective action plan no later than one month after the noncompliance is issued. Corrective action plans include the following information:

1. How has the noncompliance been corrected, including actions already taken?
2. How will the operation prevent recurrence of the same noncompliance in the future?
3. Supporting documentation as evidence that corrective actions have been implemented;
4. If applicable, any additional corrective actions that will be taken in the future, and the timeframe.

Alternately, an operation may rebut the noncompliance by submitting a rebuttal with evidence to support the rebuttal no later than the aforementioned date. View our Non-Compliance Resource for more information.

Your corrective action plan should describe a verifiable action that, when implemented, prevents a recurrence of the violation for which the NC was issued. The plan should provide documented evidence showing how the action(s) described will effectively prevent a recurrence, such as new training procedures for employees, new record keeping practices to track ongoing monitoring of compliance, updated manuals or checklists, etc. Please make sure your plan answers who, what, when, where, and how will this issue be resolved and prevented. This Corrective Action Template should be completed and submitted to QCS.

Certificates and Product Verification Forms are issued at the close of initial review, unless your operation has been designated to go direct to inspection. If this is the case, your updated cert docs will be issued at final review.

If there have been operational updates, such as new land or crops, that were viewed at inspection, an updated Product Verification form documenting these changes will also be issued at final review. If your wholesale company needs evidence that your operation is still certified, please request that your Client Project Coordinator send you a letter of good standing.

Your organic certificate never expires; however, certificates are valid until surrendered by the organic operation or until suspended or revoked by QCS, the State organic program’s governing official, or the USDA.

Certificates do include an anniversary date which is when application renewal materials are due.

No, but this is a goal for the coming years. While the regulation determines compliance, we as a certifier determine the best practices to help us determine if your operation has the potential to be compliant. As of now, our system is to communicate these best practices to clients individually as they arise.

Sometimes email service providers can incorrectly label correspondence from QCS as “spam.” To make sure that all correspondence is received timely, operations should mark QCS as an approved sender in their email preferences. For more details on how to add email addresses to your safe sender list, please read:

https://anyleads.com/how-to-add-email-to-safe-sender-list-gmail

Your Certification Project Coordinator (CPC) is your primary point of contact for renewal documents and invoices. Your most recent crop reviewer can provide technical assistance as needed. If you are not able to determine who your most recent reviewer was, please contact your CPC and ask them to connect you with your most recent reviewer. The reviewer changes from year to year to ensure that we have many technical reviewers assessing your organic system plan for compliance.