Sampling systems handbook and approval guide

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2. Responsibilities, approvals and authorizations

2.1 Responsibilities

To accomplish the intention of section 30 (b) of the Canada Grain Act and section 6 of the Canada Grain Regulations, the CGC must retain operational control or have access to the operational control of automatic samplers and the authority to accept or reject the use of those devices. As proprietors of the sampling systems, elevator facilities must be aware of their responsibilities to obtain and maintain CGC approval of sampling systems.

2.2 Responsibilities of the facility management

The operator of the facility that owns, leases, or operates the automatic sampler is responsible to:

• Provide a written letter of request for the approval of a sampling system
• Using form I-110, Request for Sampler Authorization, provide all information needed for approval, including, grain flow, construction, design, and manufacturer's specifications
• Install all equipment subject to CGC approval as prescribed by the manufacturer
• Cooperate with CGC for the examination and testing of sampling systems
• Provide all necessary repairs, maintenance, and environmental considerations specified by the CGC and the manufacturer
• Provide written details to the CGC if:
  • Alterations to the system are planned
  • Physical changes to equipment or facility that may alter the grain flow to, through, or leaving the sampling system are planned
  • The sampling system will no longer be used to obtain official samples

2.3 Responsibilities of the CGC inspector in charge or the service centre operations supervisor

The CGC inspector in charge at a terminal elevator or the service centre operations supervisor must ensure and maintain the integrity of the automatic samplers within their area of responsibility. The inspector in charge, service centre operations supervisor, or designated employee of the CGC is responsible to:

• Conduct or provide supervision and assistance for initial authorization and approval, including completing form I-109, Drop Sample Check
• Conduct or provide supervision and assistance for supplemental re-verifications
• Conduct condition and efficiency checks, and complete and distribute form I-108, Sampler Condition and Efficiency Check
• Initiate and record sampler system monitoring using the I-5 form, Automatic Sampler Checklist
• In conjunction with the CGC regional office, suspend or reinstate the use of an automatic sampler for official inspections, when applicable
• Provide periodic information to the regional office regarding the condition and status of automatic samplers used for official inspections

2.4 Responsibilities of the CGC regional office

The CGC regional office must provide a senior inspector to ensure that the automatic samplers within the region are obtaining representative samples. A CGC regional office senior inspector, (together with the elevator management, the CGC inspector in charge, or the service centre operations supervisor, as warranted), is responsible to:

• Approve automatic sampler installations or alterations to automatic samplers by:
  • Reviewing installation drawings
  • Examining proposed installation sites
  • Providing CGC input on sampler location and design to facility management
  • Performing approval verifications and examinations on new or altered samplers
• Initiate or perform periodic or supplemental examinations of official samplers, associated equipment, and sites
• Review completed forms I-108, Sampler Condition and Efficiency Check and I-109, Drop Sample Check submitted by the CGC inspector in charge or the service centre operations supervisor
• Periodically review sampler systems monitoring at elevator facilities or CGC service centres
• Collaborate with the CGC inspector in charge or service centre operations supervisor with suspensions and reinstatements of automatic samplers for official inspections
• Maintain copies and records of:
  • Sampler installations and site drawings
  • Correspondence with facility management regarding automatic samplers
  • Condition and efficiency reports and drop sample check reports (I-108 and I-109)
  • All data regarding approval testing, supplemental testing, and periodic testing of automatic samplers

2.5 Responsibilities of the office of the chief grain inspector

The chief grain inspector or designate, together with the CGC regional office, are responsible to:

• Evaluate and grant or deny approval of automatic sampling systems
• Provide technical support and/or supervision during initial or supplemental sampler approval verifications

The chief grain inspector or designate is responsible to:

• Maintain and update the requirements of the CGC sampling handbook
• Maintain an updated national database of all automatic sampling systems used for collecting official samples
• Provide statistical analysis of automatic sampling systems as required

2.6 Requesting information from the CGC

When preparing to install or modify an automatic sampler used to obtain an official sample, elevator facility management should contact the CGC chief grain inspector or regional office for information and assistance. The chief grain inspector or CGC regional office will provide the requested information to the elevator facility management and the appropriate CGC affiliates.

2.7 Requesting approval from the CGC

Facility management must request approval in writing from the chief grain inspector or CGC regional office for a proposed new automatic sampling system or for modifications to an existing sampling system. In the request, include the following:

• A copy of the manufacturer's installation drawing
• A complete description of the model and type of sampling equipment (using form I-110)
• A representative grain flow drawing or schematic of the intended location

The schematic must show as much detail of the proposed sampling system as possible, including whatever of the following are applicable:

• Scales, scale hoppers, and surge bins
• Dump pits, elevating legs, conveyors, cleaning, and shipping bins
• Loading or receiving spouts and belts
• Official CGC inspection office or sample collection location

The regional office and the inspector in charge or service centre operations supervisor must keep each other informed about the status of installation and the progress of the authorization and approval for the sampling system.

Figures 2.4 and 2.5 are examples of proposed sampling schematics.

Figure 2.4 Proposed sampling schematic (primary elevator)

Figure 2.5 Proposed sampling schematic (terminal elevator)

2.8 CGC authorization and official approval

This section describes the process for obtaining authorization and official approval from the CGC.

1. When the CGC receives a request to approve a sampler, the CGC promptly examines the proposed sampling system and site schematic to determine whether it conforms with the basic requirements for installing and operating the automatic sampling system. The CGC reviews any perceived problem areas and discusses them with the facility management.
2. The CGC informs the requesting facility or their contractors in writing that the proposed system has been authorized in principle.
3. After the sampling system is installed, the CGC regional office, inspector in charge, service centre operations supervisor, or designate examines the system to determine whether it complies with requirements. If it does not comply, the examiner notifies the facility management, who resolve the non-conformance issues.
4. The elevator facility gives access to the CGC regional office, inspector in charge, service centre operations supervisor, or designate, and helps them to conduct any dynamic or visual verifications of the sampling system.
5. Once the system is approved for use, the CGC regional office issues written approval to the facility management and to any other interested parties. The approval states that the sampler must be installed, serviced, operated, and maintained in a manner conforming to the CGC requirements and manufacturer's specifications.

2.9 Suspension of CGC approval

The inspector in charge or service centre operations supervisor has the authority to temporarily suspend CGC approval (stop accepting official samples from an automatic sampling system) when circumstances warrant such action. When repeated attempts to get the facility to correct infractions in a timely manner have failed, a final decision to permanently suspend approval may be made. This decision must be made jointly by the inspector in charge (or the service centre operations supervisor) and the CGC regional office. In cases where suspension is warranted, the CGC regional office forwards a written notice of suspension to the facility management and the chief grain inspector.

Infractions leading to suspension may include sampling systems that are

• Out of repair
• Found to have applied CGC security seals or locks missing without adequate explanations
• Found with unsatisfactory components or alterations
• Not maintained according to requirements or specifications
• Altered without CGC authorization
• Not examined and re-verified when due
• Inaccurate or unrepresentative

The CGC does not intend to restrict the facility's access to a sampling system. In cases where technicians have accessed a sampler without prior notification to the CGC, a verbal confirmation to the inspector in charge, service centre operations supervisor, or designate that modifications have been performed will suffice. The CGC will then examine the sampling system and replace any removed or destroyed seals.

A sampling system that has been suspended from official use will be returned to service once all necessary repairs or alterations are completed satisfactorily. Following an examination by the inspector in charge, service centre operations supervisor, or designate, the CGC will forward confirmation of reinstatement of the sampling system to the facility management.

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