Sampling Systems Handbook and Approval Guide

1. General information

1.1 Purpose

The Sampling Systems Handbook and Approval Guide (Sampling Handbook) outline the policies and procedures of the Canadian Grain Commission (CGC) for automatic mechanical sampling systems used for inward receipt, and outward discharge of grain at licensed grain handling facilities. It includes the requirements for the installation, examination, testing, approval, and ongoing monitoring and oversight of these systems. It also includes information on Canadian Grain Commission approved methods of sampling for the Accredited Container Sampling Program (ACSP) and the Certified Container Sampling Program (CCSP). A section on manual sampling is also included, which may be used at the discretion of the Canadian Grain Commission when a lot of grain cannot be sampled by mechanical means.

A licensed grain handling facility mandated or requesting Canadian Grain Commission inspection services must install Canadian Grain Commission-approved automatic sampling equipment to sample grain in the facility.

This Sampling Handbook is intended for use by Canadian Grain Commission staff, producers, and members of the grain trade, and supersedes any previous Canadian Grain Commission sampling directives. It contains the following chapters:

Chapter 1: General Information
Describes the purpose of the document, the authority and responsibilities of interested parties, and relevant definitions as they apply to this Sampling Handbook.

Chapter 2: Automatic Sampling Systems for Licensed Grain Handling Facilities
Describes equipment, verification processes, security, maintenance, and the monitoring and oversight of automatic sampling systems.

Chapter 3: Conditionally Approved Automatic Sampling Systems for Specific Canadian Grain Commission Programs
Describes the equipment and programs to which these sampling systems may be approved.

Chapter 4: Canadian Grain Commission Approved Manual Sampling Methods
Describes various manual sampling methods used for static and flowing grain.

Chapter 5: Canadian Grain Commission Approved Sample Dividing Equipment
Describes the equipment and procedures used to divide grain samples into smaller representative portions.

1.2 Authority

This Sampling Handbook has been prepared under the authority of the Canada Grain Act and the Canada Grain Regulations.

1.3 Responsibilities

The Canadian Grain Commission inspects, approves and oversees the operation of all automatic sampling systems at licensed grain handling facilities used to draw official samples for cargo destined for export. In addition, the Canadian Grain Commission’s responsibilities include an oversight role for sampling systems used for receipt of grain at licensed terminal elevators. All systems will be subject to regular monitoring and oversight protocols established by the Canadian Grain Commission. The protocols for automatic sampling systems used to collect these samples will be determined upon the sampling systems’ installation location and use within each licensed grain handling facility.

The operator of the licensed grain handling facility that owns, leases, or operates the automatic sampling system is responsible to:

  1. Provide a written request for Canadian Grain Commission approval of a sampling system.
  2. Install all equipment subject to Canadian Grain Commission approval as prescribed by the manufacturer.
  3. Cooperate with the Canadian Grain Commission for the examination and testing of sampling systems.
  4. Provide all necessary repairs, maintenance, and environmental considerations specified by the Canadian Grain Commission and the manufacturer.
  5. Provide written notification to the Canadian Grain Commission of any ongoing problems that may be occurring with any approved sampling systems.
  6. Keep maintenance logs specific to Canadian Grain Commission approved sampling systems and make them available for review by Canadian Grain Commission staff when requested.
  7. Provide written notification to the Canadian Grain Commission if alterations to the system are planned,  including any physical changes to equipment or facility that may alter the grain flow to, through, or leaving the sampling system.
  8. Provide written notification to the Canadian Grain Commission if the sampling system will no longer be used to obtain official samples.

All sampling systems used to draw samples representing consignments for receipt and discharge at licensed grain handling facilities must be operated in accordance with the Sampling Systems Handbook and Approval Guide.

1.4 Glossary of terms

This section describes common terms and descriptions used in sampling grain in Canada.

Alteration
Modifications or changes made to the sampling system after the system was last tested by the Canadian Grain Commission. This would include but not limited to; changes to sampler position, parts, speed, wiring, dust collection, etc. and also include changes to the grain handling system that may affect the sampling system, such as an increase in grain flow, change in belt speed, and use of new shipping bins.
Approval
The written approval issued by the Canadian Grain Commission to licensed grain handling facilities to operate new automatic sampling systems within their facilities. These sampling systems have been evaluated and found to meet the requirements as described in this Sampling Handbook.
Auxiliary controls
Device that duplicates or bypasses the operating controls or interrupts the exclusive Canadian Grain Commission use of the sampling device.
Commodities
Grain, grain products, or screenings found in a licensed grain handling facility.
Composite sample
A sample which is comprised of the total number of primary samples taken from a lot of grain. It is formed by combining and mixing all primary samples together from one specific lot of grain.
Lockout control
Device used to disconnect the main power supply to all the sampling equipment and bring the entire sampling system to a zero energy state.
Official sample
A sample taken from a parcel of grain by a person authorized by the Commission to take the sample or by any sampling device authorized by the Commission.
Operating controls
Controls used by Canadian Grain Commission personnel for the normal operation of the sampling system. These would include on/off control panel switches, timers, sampler indicator lights, and pneumatic sample delivery system indicator lights.
Primary sample
A portion of sample taken from a lot of grain during one single sampling action.
Primary sampler
Main sample collector installed at an inward or outward inspection sampling point in a licensed grain handling facility.
Sample divider
The mechanical or gravitational divider used to reduce the size of the sample obtained by the primary sampler.
Sampling action
The act of capturing  grain from the lot; e.g. by one single entry and withdrawal of the double sleeve trier, or one scooping action of grain flowing on a belt, or one single pass of an automatic cross stream sampler.
Suspension
A written confirmation by the Canadian Grain Commission withdrawing the use of a sampler and/or delivery system. A formal suspension may not be required if the sampler and/or delivery system problems are corrected within a specified timeframe, evaluated and tested if necessary by the Canadian Grain Commission.