Sampling systems handbook and approval guide

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3. CGC sampler examinations

This chapter discusses when examination of a sampling unit is required.

3.1 Initial approval examination

Before being put into service for obtaining official samples, any new or modified sampling units must be examined by CGC Industry Services.

Before requesting CGC approval, the facility should compare belt samples or spout samples (manually obtained using standard manual dipping methods or an acceptable alternative) with the mechanically obtained sample from the same lot, in order to prove likeness and quality preservation through the system.

Before granting approval, CGC Industry Services examines the sampling system using wheat and canola (if the requested approval is unconditional), or using an appropriate grain of choice (if the requested approval is conditional). The examination consists of a condition and efficiency check, a drop sample check, and an operational verification. It includes all items listed on form I-108, Sampler Condition and Efficiency Check, form I-109, Drop Sample Check, and any other items that 3.1 Initial approval examination Industry Services considers to be necessary. Sampling systems must comply with the examination requirements in order to be approved.

• Condition and Efficiency Check – In a condition and efficiency check, the sampling system is checked for all the items on form I-108.
• Drop Sample Check – In a drop sample check, three samples of known quality and quantity per grain group are introduced into the delivery system as close to the primary sampler as possible, and the samples are collected and analyzed for quantity and quality.
• Operational Verification – Operational verification consists of a visual and operational confirmation that the sampling systems operates as generally described and delivers a sample conforming to the requirements of this manual (Section 7.2). The verification may also include a comparison to manually obtained samples or to samples obtained by another automatic sampler to ensure the sample resembles the properties of the grain being sampled.

3.2 Periodic drop sample check and operational verification

The Regional CGC Office performs periodic drop sample checks and operational verification in the following circumstances:

• The facility has made major repairs to the sampling or sample delivery systems. If sampler or divider parts were replaced with the equivalent manufacturer components, or the replaced parts do not affect how the sample is obtained (for example, the drive motor or dust seal), then only a condition and efficiency check may be required.
• A sampling system has been relocated or the sample delivery system has been upgraded, changed, or modified.
• A sampling system has been shut down for longer than one year.
• CGC Industry Services personnel have sufficient evidence indicating that the sampling system is of questionable accuracy. Examples of such evidence include: noticeable variations between the quality of the grain and the sample, significant differences between samples of the same lot of grain drawn at the same time by different means of sampling, significant variations in the quantity of sample for the same lot sizes, or inexplicable variations between the inward and outward quality of the same lot of grain.

3.3 Scheduled condition and efficiency checks

Note: In addition to the scheduled checks discussed in this section, a condition and efficiency check is required whenever a drop sample check is performed (Section 3.4).

Terminal and transfer elevators

At terminal and transfer elevators, the CGC inspector in charge conducts or supervises the condition and efficiency check on all sampling systems used for official sampling. These checks are required on a 3 month basis. For facilities that operate on a seasonal basis, the sampling system is checked when the system is brought into official use and then rechecked at 3 month intervals until the facility closes.

The inspector in charge:

• Using form I-108, completes (or reviews) the condition and efficiency report
• Retains a copy onsite
• Sends copies to the elevator facility management and the CGC regional office

The CGC regional office:

• Reviews the condition and efficiency reports
• Uses the information in the reports to make recommendations to the CGC inspector in charge and the facility management
• Sends a yearly sampler report of all systems in the region to the chief grain inspector
• Provides the Chief Inspector with sampler reports as required

Primary elevators

At primary elevators, the service centre operations supervisor or designate conducts the condition and efficiency check on all sampling systems used for official sampling. These checks are required once per year. For sampling systems at facilities that request inspection service intermittently, the condition and efficiency check is conducted at the discretion of the service centre operations supervisor when service is requested and as warranted.

The service centre operations supervisor:

• Using form I-108, completes (or reviews) the condition and efficiency report
• Retains a copy onsite
• Sends a copy to the elevator facility management and the CGC regional office

The CGC regional office:

• Reviews the condition and efficiency reports
• Uses the information in the reports to make recommendations to the service centre operations supervisor and the facility management

3.4 Scheduled drop sample testing

Responsibility for performing these tests is the same as for the scheduled condition and efficiency checks (Section 3.3).

Terminal and transfer elevators

At terminal and transfer elevators, a drop sample check on all sampling systems used for official sampling must be conducted at intervals equal to the weighover period of the facility or 36 months (whichever is less), and whenever required by the CGC.

Primary and process elevators

At primary or process elevators, a drop sample check on all sampling systems used for official sampling must be conducted at least once every 36 months or as required by the CGC.

3.5 Sampler system monitoring

Where an automatic sampling system is used to collect and deliver samples for official inspections, the CGC staff on site will visually monitor the sampling system. During this monitoring, a visual of the check samplers, dividers, and delivery systems will be made for leaks, diversions, and general operation. At sites where CGC staff is permanently located, checks will be recorded in a CGC facility sampler log. At all other locations, a record of the check is to be included with the official inspection documentation submitted to the service centre or regional office.

3.6 Lockout procedures

When testing or monitoring of any sampling system requires a CGC employee to access or get close to any moving parts of a sampling system, the facility must to provide industrial lockout procedures (for example, 29 CFR 1910.147 Control of Hazardous Energy Sources). Lockouts must be performed in full view of CGC staff and tagged until the inspection procedures are completed.

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