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Sampling systems handbook and approval guide
1. General provisions
1.1 Purpose
This Sampling Systems Handbook and Approval Guide outlines the policies and procedures of the Canadian Grain Commission for automatic mechanical sampling systems used for official sampling purposes, including the requirements for approval, installation, examination, testing, and security. It also includes a discussion of manual sampling, which may be used at the discretion of the CGC when a lot of grain cannot be sampled by mechanical means.
A grain handling facility mandated or requesting CGC inspection services must install CGC-approved automatic sampling equipment to sample grain in the facility.
Throughout this manual the terms official sample and unofficial sample are used. Official samples are defined as those drawn under the direct control or continuous supervision of a designated grain inspector of the CGC. All other samples are considered unofficial, and grades or analyses apply only to the sample and not to the grain it is said to represent.
This manual is intended for use by CGC inspectors and by members of the grain trade, and supersedes any previous CGC sampling directives. It contains the following chapters:
Chapter 1, General — Explains the purpose of the manual, gives the authority under which it was prepared, and provides explanations of terms used throughout the manual.
Chapter 2, Responsibilities, approvals, and authorizations — Describes the responsibilities of the various functions within the CGC and of the facility management, and describes the approval process.
Chapter 3, CGC sampler examinations — Describes when examinations are required and what the examinations cover.
Chapter 4, Types of sampling systems — Describes the requirements for sampling systems used for official sampling, and describes different types of samplers
Chapter 5, Sampling systems: general requirements — Describes the general requirements for sampling systems.
Chapter 6, Sampling systems: installation and use — Describes the requirements for installation and location of sampling equipment, and the requirements for handling the samples.
Chapter 7, Drop sample check — Describes how a drop sample check is conducted.
Chapter 8, Manual samplings — Explains when manual sampling is permitted, and describes the sampling devices that may be used.
Chapter 9, Analysis and certification.
1.2 Requirements for sampling systems
Automatic sampling systems used to collect official samples for CGC official inspection purposes must meet the requirements given in this manual.
Automatic sampling systems are designed to draw official samples of various types of commodities for a variety of applications and in various locations. Sampling systems are generally composed of one or more automatic devices that may be driven pneumatically, hydraulically, or electrically.
In order for an automatic sampling system to be acceptable for official CGC sampling, the facility must meet the following requirements:
- Install CGC approved samplers and major components of a sampling system
- Obtain CGC approval for the sampling system
- Maintain the sampling system, including conducting repairs and alterations in accordance with the manufacturer's specifications and in full view of the CGC
- Submit the system to CGC examination and testing at periodic intervals and after any modifications
- When obtaining official samples, operate the system in accordance with the manufacturer's instructions and CGC specifications
1.3 Authority
This manual has been prepared under the authority of sections 30 and 56 of the Canada Grain Act and of section 6 of the Canada Grain Regulations (cited below). Section 30 provides CGC Industry Services access to the operational control of automatic sampling systems when they are used to obtain official samples.
30. Subject to the regulations, an inspector
a) shall, on application for inspection and in order of receipt of application for inspection, make an official inspection of grain at any place where provision for inspection has been made; and
b) on making an official inspection of grain shall take an official sample of the grain in the manner prescribed and retain the sample for fifteen days or such longer periods of time as may be prescribed.
56. (1) The operator of a licensed grain elevator of any type shall install therein such equipment, provide such facilities and maintain the equipment and structure of the elevator in such a condition as may be prescribed in respect of elevators of that type or required by order of the Commission in respect of that elevator to ensure, as may be applicable, the efficient and accurate weighing, sampling, inspection, grading, drying, cleaning and accommodation of all grain, grain products and screenings received into or discharged from the elevator.
Section 6 Canada Grain Regulations
6. (1) Official samples may be taken,
a) subject to subsection (2), by a means of a mechanical sampler; or
b) in a location where the physical structure prohibits the installation of a mechanical sampler, by manual sampling.
(2) No official samples shall be taken by means of a mechanical sampler unless the mechanical sampler is
a) of a type approved by the Commission; and
b) installed, tested and maintained by the licensee under the direction of an inspector
1.4 Types of official sample
Official samples for grade and dockage assessment can be one of the types listed in the following table. The length of time the sample information is kept on file varies with the type of official sample.
| Sample type | Sample size | Period kept on file |
|---|---|---|
| Terminal or transfer elevator inward carlot or truck-lot sample | Approx. one kilogram | 20 days |
| Terminal, transfer, process, or primary elevator outward carlot or truck-lot sample | Approx. one kilogram | 60 days |
| Terminal, transfer, or process elevator vessel sample | Approx. six kilograms | Not less than six months |
| Official samples of bulk or bagged grain | Approx. one kilogram, representing a container or carlot of bulk or bagged grain | Not less than six months |
| Terminal, transfer, process, or primary elevator weighover sample | Approx. one kilogram, representing a bin transfer | 90 days |
1.5 Types of unofficial sample
Unofficial samples can be one of the types listed in the following table.
| Sample type | Sample size | Comments |
|---|---|---|
| Harvest Survey samples | Approx. 200-300 grams | Sample is manually drawn by producers or by private grain companies from producer deliveries, and used by the Grain Research Laboratory to provide analytical data on the quality of the new crop. |
| Unofficial submitted samples | Minimum 750 grams | Sample is drawn by a party other than the CGC and submitted to the CGC for quality assessment. |
| Guaranteed representative samples | Minimum 750 grams | Sample is drawn by a party other than the CGC and submitted to the CGC for quality assessment. The person requesting the assessment guarantees in writing that the sample is representative of the lot being sampled. |
1.6 Definitions
The following terms are used throughout the manual with the meanings defined below.
Alteration
Modifications or changes made to the sampling system after the system was last tested―These include changes to sampler position, parts, speed, wiring, dust collection, etc. They 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 to use new mechanical samplers — The approval is obtained by the CGC regional office in consultation with the chief grain inspector. The final CGC approval indicates that the sampling system has been proven for integrity and that the delivery system has been proven for repeatability.
Cancellation
The permanent withdrawal of sampler approval — In order for a cancelled approval to be reinstated, the facility must submit a new approval request, and the sampling system must undergo all necessary examinations and tests.
Commodities
The grain, grain products, or screenings found in a licensed elevator.
Operating controls
Controls used by CGC personnel for the normal operation of the sampling system―Operating controls include on/off control panel switches, timers, indicator lights, sample return, and pneumatic sample delivery.
Auxiliary controls
A device that duplicates or bypasses the operating controls or interrupts the exclusive CGC use of the sampling device.
Lockout control
The device used to disconnect the main power supply and bring the sampler to a zero energy state.
Primary sampler
The main sample collector installed at an inward or outward inspection sampling point in a licensed elevator.
Sample divider
The mechanical or gravitational divider used to reduce the size of the sample obtained by the primary sampler.
Suspension
A temporary withdrawal of sampler approval — The suspension is written confirmation by the CGC withdrawing the use of a sampler. A formal suspension may not be required if sampler problems are corrected immediately or before the sampler is used officially.
