Competency Based Authorisation and Training Plan for ... · qualifications are in line with those on their application form. ... Line Managers (Food Control) should use the Core Competency

COMPETENCY ASSESSMENT AND AUTHORISATION GUIDANCE FOR FOOD SAFETY ENVIRONMENTAL HEALTH OFFICERS

CONTENTS

Recommended Timeframe Introduction Appointment Induction of Newly Appointed Staff Initial Authorisation

o Initial Authorisation Assessment o Granting of Initial Authorisation

Intermediate Authorisation o Intermediate Authorisation Assessment o Granting of Intermediate Authorisation

Part A: Full Authorisation o Part A: Full Authorisation Assessment o Granting Part A: Full Authorisation

Part B: Full Authorisation o Part B: Full Authorisation Assessment o Granting Part B: Full Authorisation

Part C: Additional Full Authorisation for Port Health Officers o Part C: Additional Full Authorisation for Port Health Officers Assessment o Granting Part C: Additional Full Authorisation for Port Health Officers

Table of Qualification Requirements for Interventions List of Annexes

RECOMMENDED TIMEFRAME

Appointment

(In the first week) Induction (In the first month) Initial Authorisation (2nd and 3rd month) Intermediate Authorisation (From 3rd month to 2 years) Part A: Full Authorisation (2 years plus) Part B: Full Authorisation Part C: Full Authorisation (Port Health)

NIFLG Issue 1 September 2011

INTRODUCTION This document aims to provide guidance on the assessment and authorisation of Environmental Health Officers* working in Food Safety. This is necessary to permit competency based authorisation. (Also see draft CIEH document: Competence Framework for Practitioners in Food Inspection Safety and Standards CIEH Draft Document and LBRO - Professional Competency leaflet. Officers may require different periods of induction depending on their previous experience. Officers moving to another food post should be able to provide their new manager with a copy of their authorisation and competency documentation from their previous employer. Where officers are already experienced in food safety, and there is evidence of previous authorisation and competency, the induction and authorisation process may be fast tracked at the discretion of the Line Manager (Food Control). Although the extent of revision training will vary according to the individual the minimum revision training should be 15 hours based on the principles of continuing professional development. If an officer returns to food safety duties after a break of less than 3 years the authorisation process may be fast tracked at the discretion of the Line Manager (Food Control). If there has been a break of 3 years or more the FSA Food Law Code of Practice requires officers be monitored for at least 3 months or for the duration of their revision training period, whichever is longer. While on the job experience is seen to be the most effective method of capacity building it is acknowledged that this may not always be possible within the timeframes required to obtain the different stages of authorisation. The use of desk top scenarios has therefore been incorporated into this guidance for use at the discretion of Line Managers. APPOINTMENT

In association with Human Resources staff, Directors/Managers of Environmental Health Departments/Line Managers (Food Control) should confirm that the officer’s qualifications are in line with those on their application form. Once authenticated, photocopies of the original certificates e.g. the Officer’s EHRB registration etc. should be placed on the officer’s file. INDUCTION OF NEWLY APPOINTED STAFF (Recommend 1 week) Prior to starting duties line managers should ensure that new staff are subjected to induction procedures and made familiar with Council/Group policy. Specific Food Safety induction should be delivered by the Line Manager covering the items listed in Annex 1 - Food Control Induction Check Sheet. Annex 1 and the appointment and induction section of Annex 2a - Officer’s Authorisation Form should be completed and retained on the Officer’s authorisation file.

* Similar arrangements may be put into place for Food Safety Technical Officers depending on qualifications and intended operational activities. (Annex 2c)


http://www.cieh.org/library/Membership/Regional_network/Membership_consultations/Consultation_Document_Draft.pdf

http://www.cieh.org/library/Membership/Regional_network/Membership_consultations/Consultation_Document_Draft.pdf

http://www.lbro.org.uk/lbro-projects-professional-competency.html

INITIAL AUTHORISATION (Recommend 1 month)

Line Managers (Food Control) should use the Core Competency Training Plan (Annex 3) to ensure all Officers achieve the necessary experience to enable them to receive Initial authorisation. This will include powers under the Food Safety (NI) Order 1991 and the Food Hygiene Regulations (NI) 2006, joint interventions with fully authorised Officers of risk categories broadly compliant C to E for Food Hygiene and category C for Food Standards, Food Hygiene Rating Scheme Brand Standard and associated Council procedures, Alternative Enforcement Strategies**, training on detention, seizure, regulation 25 certificates, and voluntary surrender procedures, the food standards manual, animal by-products and co-products, informal sampling and use of database.

Initial Authorisation Assessment Following completion of the initial authorisation training contained in Annex 3 the Line Manager (Food Control) shall assess competence through accompanied visits and using an internal monitoring form. (Annexes 4a - 4c) Assessment will also include the actual drafting of detention and seizure notices, Regulation 25 certificates and voluntary surrender notices and assessment of food labels. If necessary this could be assessed using a desktop scenarios where the Officer is required to draft appropriate notices with appropriate enforcement action and reasons. (Annexes 5 - 9). Evidence of this should be recorded in the appropriate section of Annex 3.

Following the satisfactory completion of the above requirements, the initial authorisation sections on the Officer’s Authorisation Form (Annex 2a) and the Officer’s Specified Legislation Form (Annex 2b) should be completed and kept on the Officer’s file.

Granting of Initial Authorisation

INTERMEDIATE AUTHORISATION (Recommend 2 - 3 Months)

Line Managers (Food Control) should use the Core Competency Training Plan (Annex 3) to ensure all Officers achieve the necessary experience to enable them to receive intermediate authorisation. This will include joint interventions of risk categories A, B and non broadly compliant category C for Food Hygiene and categories A and B for Food Standards with fully authorised Officers; dealing with new premises, ID procedures, HACCP, food incidents/alerts, food complaints, formal sampling, use of improvement and hygiene improvement notices, and legal considerations.

** Officers undertaking alternative enforcement strategies are not required to meet the qualification requirements set out in the Food Law Code of Practice but they should however be appropriately authorised. Any visits by such unqualified, but appropriately authorised, officers undertaken as part of an alternative strategy, must be confined to information collection and reporting back. The overall management of AES must remain in the hands of a food law enforcement officer qualified in accordance with the CoP, and decisions to take other enforcement action and/or intervene further must also be made by such an officer.


Intermediate Authorisation Assessment Following completion of the Intermediate training contained in Annex 3 the Line Manager (Food Control) shall assess competence through accompanied visits and using an internal monitoring form. (Annexes 4a - 4c) This assessment should also include the actual drafting and use of hygiene improvement notices. If necessary this could be assessed using a desktop scenario where the Officer is required to draft an appropriate notice with appropriate enforcement action and reasons (Annexes 10a -10c). Evidence of this should be recorded in the appropriate section of Annex 3. Granting of Intermediate Authorisation Following the satisfactory completion of the above requirements, the intermediate authorisation section on the Officer’s Authorisation Form (Annex 2a) and the relevant parts of the Intermediate / Full Authorisation Section of the Officer’s Specified Legislation Form (Annex 2b) should be completed and kept on Officer’s file.

PART A: FULL AUTHORISATION (Recommend 3 Months - 2 Years)

(Officers working in food safety must maintain the requirement of 10 hours per annum of food related CPD). Line Managers (Food Control) should use the Core Competency Training Plan (Annex 3) to ensure all Officers achieve the necessary experience to enable them to receive Part A: full authorisation. This will include service of Emergency Prohibition and Hygiene Emergency Prohibition Notices, training on Intermediate Inland Enforcement of Imported Food and use of POAO Notices and inspection of specialist or complex processes. PART A: Full Authorisation Assessment Following completion of the training contained in Annex 3 the Line Manager (Food Control) shall assess competence. This assessment should include the actual drafting and use of hygiene emergency prohibition notices. If necessary this could be assessed using a desktop scenario where the Officer is required to draft an appropriate notice with appropriate enforcement action and reasons (Annexes 11a -11c). Evidence of this should be recorded in the appropriate section of Annex 3. Granting of PART A: Full Authorisation Following the satisfactory completion of the above requirements, the Part A: full authorisation section on the Officer’s Authorisation Form (Annex 2a) and relevant parts of the Intermediate / Full Authorisation Section of the Officer’s Specified Legislation Form (Annex 2b) should be completed and kept on the Officer’s file. Authorisation of Officers requires to be reviewed as new legislation is made or as legislation is revoked or amended. Associated Annexes will also require to be amended to reflect legislative changes Competency should be reviewed on an on-going basis in accordance with the Council/Group’s own Internal Monitoring Policy.


PART B: FULL AUTHORISATION (Recommend 2 Years +) (Officers working in food safety must maintain the requirement of 10 hours per annum of food related CPD). Line Managers (Food Control) should use the Core Competency Training Plan (Annex 3) to ensure all Officers achieve the necessary experience to enable them to receive Part B full authorisation. This will include relevant legislation, Food Law Code of Practice, NIFLG Guidance and Proforma, joint inspections of approved premises with fully authorised Officers and including use of Detention and Remedial Action Notices. PART B: Full Authorisation Assessment Following completion of the training contained in Annex 3 the Line Manager (Food Control) shall assess competence. Line Managers (Food Control) shall assess competence through accompanied visits to approved premises using an internal monitoring form (Annexes 12a & 12b). Assessment should include the actual drafting and use of remedial action and detention notices. If necessary this could be assessed using a desktop scenario where the Officer is required to draft an appropriate notice with appropriate enforcement action and reasons (Annexes 13a - 13c). Evidence of this should be recorded in the appropriate section of Annex 3. Granting of PART B: Full Authorisation Following the satisfactory completion of the above requirements, the Part B: Full Authorisation section on the Officer’s Authorisation Form (Annex 2a) and relevant parts of the Intermediate / Full Authorisation Section of the Officer’s Specified Legislation Form (Annex 2b) should be completed and kept on the Officer’s file. Authorisation of Officers requires to be reviewed as new legislation is made or as legislation is revoked or amended. Associated Annexes will also require to be amended to reflect legislative changes. Competency should be reviewed on an on-going basis in accordance with the Council/Group’s own Internal Monitoring Policy. PORT HEALTH PART C: ADDITIONAL FULL AUTHORISATION FOR PORT HEALTH OFFICERS (Recommend 2 Years +) (Officers working in Port Health must maintain the requirement of 10 hours per annum of food related CPD). Line Managers (Food Control / Port Health) should use the Core Competency Training Plan (Annex 3) to ensure all Port Health Officers achieve the necessary experience to enable them to receive Part C: Additional Full Authorisation for Port Health Officers. This will include imported food induction training on legislation and code of practice, guidance and work instructions, accompanying experienced officers and supervised examinations of imported food.


PART C: Additional Full Authorisation for Port Health Officers Assessment Following completion of the training contained in Annex 3 the Line Manager (Food Control / Port Health) shall assess competence. This should include supervised imported food examination. Evidence of this should be recorded in the appropriate section of Annex 3. Granting of PART C: Additional Full Authorisation for Port Health Officers Following the satisfactory completion of the above requirements, the Part C: Additional Full Authorisation for Port Health Officers section on the Officer’s Authorisation Form (Annex 2a) and the relevant parts of the Intermediate / Full Authorisation Section of the Officer’s Specified Legislation Form (Annex 2b) should be completed and kept on Officer’s file. Authorisation of Officers requires to be reviewed as new legislation is made or as legislation is revoked or amended. Associated Annexes will also require to be amended to reflect legislative changes. Competency should be reviewed on an on-going basis in accordance with the Council/Group’s own Internal Monitoring Policy. QUALIFICATION REQUIREMENTS FOR INTERVENTIONS In assessing who can carry out which type of intervention to undertake at a food establishment, a district council must have regard to the following qualification requirements. Intervention Type Qualification level required to carry out the

action Inspections and audits An appropriately qualified officer with experience

in food law enforcement, in accordance with Section 1.2.9 of Food Law Code of Practice

Verification and Surveillance An appropriately qualified officer with experience in food law enforcement - in accordance with Section 1.2.9 of the Food Law Code of Practice

Sampling visits

An officer appointed in accordance with Section 1.2.7 (and, where appropriate, Section 1.2.9) of the Food Law Code of Practice

Advice and education An officer authorised in accordance with Section 1.2.10 of the Food Law Code of Practice

Information/intelligence Gathering An officer authorised in accordance with Section 1.2.10 of the Food Law Code of Practice



List of Annexes 1 Food Control Induction Check Sheet 2a Officer’s Authorisation Form 2b Officer’s Specified Legislation Form 2c Officer’s Authorisation Form – Technical Officer 3 Food Control Core Competency Training Plan 4a Internal Monitoring Accompanied Inspection Report Food Hygiene and Food Standards 4b Inspection Quality Audit Report 4c Post Food Hygiene/Standards Intervention Letters/Paperwork Monitoring Form 5a Scenario – Detention - Food Safety Order 5b Checklist for Detention of Food- Food Safety Order 6a Scenario - Seizure 6b Checklist for Seizure of Food 7a Scenario – Regulation 25 Certificate 7b Checklist for Regulation 25 Certificate 8a Scenario – Voluntary Surrender 8b Checklist for Voluntary Surrender 9 Scenario – Food Standards 10a Scenarios – Hygiene Improvement Notice 10b Monitoring Hygiene Improvement Notice/Improvement Notice Checklist 10c Improvement Notice/Hygiene Improvement Notice Monitoring Form 11a Scenario – Hygiene Emergency Prohibition Notice 11b Emergency Prohibition Notice/Hygiene Emergency Prohibition Notice Monitoring Form 11c Emergency Prohibition/Hygiene Emergency Prohibition Monitoring Form 12a Approved premises Files Internal Monitoring Form 12b Approved Establishment File Review Record 13a Scenario – RAN & Detention Notices - Food Hygiene Regulations 13b Checklist for Remedial Action Notice 13c Checklist for Food Hygiene Regulations Detention Notice

Annex 1

Food Control Induction Check Sheet*

Officer’s Name: Job Title: Induction Date(s): Inducting Officer: Officer to sign that they have been provided with, and understood information as listed below: Item Covered Tick on

completion Food Service Plan & Business Plan Enforcement Policies – Food Standards & Food Safety or Generic if appropriate; Revisit policy.

Food Safety Legislation (FSO 91, FHR 06, EC 852, 853,854, EC 178/02, GHR 04)

Food Law Code of Practice & Practice Guidance Officer’s equipment and legislation (see reverse) Sampling Plans & Procedures for Chemical and Micro Sampling Food Control Documented Procedures e.g.ISO Appropriate proforma: inspection proforma hygiene & standards & other associated forms

Reporting formats, use of standard phrases, advisory enclosures Relevant Performance Indicators Assigned Areas (geographical or other) Authorisation Procedure Internal Monitoring Procedures Maintenance of Training Records FSA Guidance on Risk Scoring & FHRS Brand Standard LACORS Guidance on Article 5 EC 852 Compliance LACORS Guidance on Food Inspections- November 2010 IT/database requirements as relevant Other relevant guidance e.g. database updating, industry guides, etc (specify)

*This should be completed in conjunction with any existing corporate induction records. Officer’s signature: Inducting Officer(s) & Position:


Annex 1


Officer’s equipment: Carrying case Torch (and spare battery) PACE notebook Blue plasters Calibrated thermometer / probe (and spare battery) Probe wipes White coat Hats / hairnets Digital / disposable camera (and spare battery) Disposable towels Latex gloves Safety shoes / safety wellington boots Mobile phone and charger Officer’s legislation: Food Safety (NI) Order 1991 Food Hygiene Regulations (NI) 2006 General Food Regulations (NI) 2004 EC Regulation 852/2004 and EC Regulation 853/2004 (as appropriate) Regulation 25 Certificates Detention (2 types) and Seizure Forms* Hygiene Emergency Prohibition Forms* RANs* Carbon paper *only if authorised

Annex 2a


Officer’s Authorisation Form

In recognition of his / her experience and competence ……………………………. District Environmental Health Officer is authorised by _________________________________ DISTRICT COUNCIL to enforce the provisions of: The Food Safety (Northern Ireland) Order 1991 and any Orders or Regulations made there under or relating to the foregoing or having effect by virtue of the European Communities Act 1972 as set out below:

Experience in Practical

Enforcement Work Date Achieved Signed

Supervising Officer Authorised Powers Date

Authorised Signed

Authorising Officer

Appointment and Induction Has received induction training (see Annex 1)

Appointed by Council (…………..). Induction (Annex 1) completed (……………)

N/A N/A

Initial Authorisation Officer has been allocated a district or group of premises and Officer has received training as per Annex 3 and has been assessed and deemed competent to inspect premises in Food Hygiene categories broadly compliant C, D, and E and Food Standards risk category C and has been deemed competent to serve Regulation 25 Certificates.

Initial Authorisation Granted (…………..).

Food Safety (NI) Order 1991 Article 8 - Inspection & Seizure Article 29 - Power to take Samples Article 30 - Submission of Samples Article 33 - Power of Entry, Search, Examination of Records etc Food Hygiene Regulations (NI) 2006 Regulation 12 - Power to take Samples Regulation 13 - Submission of Samples Regulation 14 - Power of Entry, Search, Examination of Records etc

Annex 2a


Regulation 25 - To issue a Regulation 25 Certificate

Experience in Practical Enforcement Work

Date Achieved Signed Supervising Officer

Authorised Powers Date Authorised

Signed Authorising

Officer Intermediate Authorisation Officer has received training as per Annex 3 and has been assessed and deemed competent to inspect premises in Food Hygiene risk categories A & B and non broadly compliant C and Food Standards risk categories A & B and has been deemed competent to serve improvement and hygiene improvement notices.

Intermediate Authorisation granted (……………).

Food Safety (NI) Order 1991 Article 9 - Power to Serve Improvement Notices Food Hygiene Regulations (NI) 2006 Regulation 6 - Power to Serve Hygiene Improvement Notices

PART A: Full Authorisation Officer has at least 2 years experience in enforcement of a wide range of food control work. Officer has received training as per Annex 3 and has been trained and deemed competent in the use of emergency prohibition and hygiene emergency prohibition notices.

Part A: Full Authorisation granted (……………).

Food Safety (NI) Order 1991 Article 11 - Service of Emergency Prohibition Notices Food Hygiene Regulations (NI) 2006 Regulation 8 -Service of Hygiene Emergency Prohibition Notices

Annex 2a


Experience in Practical Enforcement Work

Date Achieved Signed Supervising Officer

Authorised Powers Date Authorised

Signed Authorising

Officer PART B: Full Authorisation Officer has at least 2 years experience in enforcement of the full range of food control work and has been trained and deemed competent to inspect approved premises and serve Detention Notices and Remedial Action Notices. Officer has been trained in intermediate imported food and deemed competent to be authorised for Regulations listed opposite under OFFC Regs.

Part B: Full Authorisation granted (……………).

Food Hygiene Regulations (NI) 2006 Regulation 9 - Remedial Action Notices and Detention Notices The Official Feed & Food Control Regulations (NI) 2009 (as amended) Regulation 17 & 37 – Powers of Entry Regulation 28 – Checks on Products Regulation 30 – Detention, Destruction etc. Regulation 31 – Notices pursuant to Articles 18 and 19 of EC Regulation 882/2004 Regulation 35 – Procurement of Samples Regulation 36 – Analysis of Samples

PORT HEALTH ONLY PART C: Additional Full Authorisation for Port Health Officers Officer has at least 2 years experience in enforcement of the full range of food control work and has been trained and deemed competent to be authorised for Imported food examinations at Port Health.

PORT HEALTH ONLY Part C: Additional Full Authorisation for Port Health Officers granted (……………).

PORT HEALTH ONLY The Official Feed & Food Control Regulations (NI) 2009 (as amended) Regulation 17 & 37 – Powers of Entry Regulation 28 – Checks on Products Regulation 30 – Detention, Destruction etc. Regulation 31 – Notices pursuant to Articles 18 and 19 of EC Regulation 882/2004 Regulation 35 – Procurement of Samples Regulation 36 – Analysis of Samples

Annex 2a


Officer’s Specified Legislation Form

In recognition of his / her experience and competence ___________________________________ (officer name) is authorised by ______________ _______Council to enforce the provisions of the European Communities Act 1972 and the under- noted Regulations:-

Regulations Date Authorised

Signed (Authorising Officer)

Authorising Officer’s Designation

INITIAL AUTHORISATION General Food Regulations (NI) 2004 (as amended)

Animal By Products Regulations (NI) 2003 (as amended)

The Beef & Veal Labelling Regulations (NI) 2009

INTERMEDIATE / FULL AUTHORISATION Food (Jelly Confectionery) (Emergency Control) Regulations (NI) 2002 (as amended)

The Organic Products (Import from Third Country) Regulations 2003

Food (Chilli, Chilli Products, Curcuma and Palm Oil) (Emergency Control) Regulations (NI) 2005

*Products of Animal Origin (Third Country Imports) Regulations (NI) 2007 (as amended)

The Specified Products from China (Restrictions on First Placing on the Market Regulations) NI 2008

Annex 2a


The Plastic Kitchen Ware (Conditions on Imports From China) Regulations (NI) 2011

*Products of Animal Origin (Import and Export) Regulations (NI) 1998 (as amended)

* To be revoked later in 2011 by Trade in Animals & Related Products Regulations (NI) 2011 (currently in draft)

Annex 2c

ber 2011 NIFLG Issue 1 Septem

Officer’s Authorisation Form – Technical Officer

In recognition of his / her experience and competence, <Named Officer> Technical Officer is authorised by <Named Council> to enforce the provisions of: The Food Safety (Northern Ireland) Order 1991 and any Orders or Regulations made there under or relating to the foregoing or having effect by virtue of the European Communities Act 1972 as set out below:

Experience in Practical

Enforcement Work Date Achieved Signed Supervising

Officer Authorised Powers Date

Authorised Signed

Authorising Officer

1 Appointment and Induction Has received induction training including informal microbiological sampling informal chemical sampling. Has accompanied & been supervised by an experienced Officer with regard to microbiological & chemical sampling activities in all risk category premises.

As verified by EHM/PEHO (FC)

The Food Hygiene Regulations (NI) 2006 Regulation 12 - Power to take Samples Regulation 13 - Submission of Samples Regulation 14 - Power of Entry, Search, Examination of Records etc Food Safety (NI) Order 1991 Article 29 - Power to take Samples Article 30 - Submission of Samples Article 33 - Power of Entry, Search, Examination of Records etc

2 Interim Authorisation on Achieving Higher Certificate in Food Premises Inspection / Higher Certificate in Food Control Has received training and has accompanied and supervised by an experienced Officer in a full range of premises.

As verified by EHM

N/A N/A

3 Has been allocated a district or group of premises in Food Hygiene risk categories C, D and E

As verified by EHM

Food Safety (NI) Order 1991 Article 33 - Power of Entry, Search, Examination of Records etc The Food Hygiene Regulations (NI) 2006 Regulation 14 - Power of Entry, Search, Examination of Records etc

4 After period of at least 3 months Officers has been assessed and deemed competent to inspect

Annex 2c


premises in Food Hygiene risk categories A & B. Officer allocated premises in Food Hygiene risk categories A & B

5 Officer has also been trained, assessed and deemed competent in the use improvement notices.

As verified by EHM

Food Safety (NI) Order 1991 Article 9 - Power to Serve Improvement Notices The Food Hygiene Regulations (NI) 2006 Regulation 6 - Power to Serve Hygiene Improvement Notices

6

After achieving Food Standards Endorsement Officer has been trained, assessed and deemed competent to inspect premises for Food Standards risk category B and C. Officer has been allocated premises in Food Standards risk category B and C

As verified by EHM

7

After period of at least 3 months Officer has been trained, assessed and deemed competent to inspect premises for Food Standards risk category A. Officer allocated premises in Food Standards category A

As verified by EHM

8 After achieving Food Inspection Endorsement * Officer has been trained, assessed and deemed competent to inspect foods and to seize & detain food Officer has been trained assessed and deemed competent to carry out formal microbiological and chemical sampling activities.**

As verified by EHM

Food Safety (NI) Order 1991 Article 8 – Inspection & Seizure

* This section may require confirmation from FSA regarding new qualifications as not currently listed in CoP; also may require confirmation regarding authorisation regarding formal sampling. **Formal chemical and microbiological sampling may be carried out once trained and deemed competent providing officer has Higher Certificate in Food Control with both Food Standards Endorsement and Food Inspection Endorsement

Annex 3


FOOD CONTROL CORE COMPETENCY TRAINING PLAN (Completion of some of this training may contribute to CPD)

Officer’s Name: Requirements Comments Duration / Completion

Date

Signed (Line Manager)

Induction Complete items on Food Control Induction Check Sheet (Annex 1).

Initial Authorisation Training (minimum) Powers

Make Officers aware of their powers included in the Food Safety Order and Food Hygiene Regulations including Entry, Inspection, Detention/Seizure and Sampling.

Joint Food Hygiene (broadly compliant C to E) and Standards (C) interventions with currently fully authorised Officer (inc. paper work).

Aim to include a wide variety of business types e.g. catering, retail, butchers, bakeries, etc. Food Hygiene Rating Scheme -Brand Standard and associated Council Procedures

Accompanied monitoring intervention for Food Hygiene (broadly compliant C-E) and Standards (C) interventions.

Use Internal Monitoring Proforma (Annexes 4a - 4c)

Alternative Enforcement Knowledge and if possible use of various AES.

Detention and Seizure including Regulation 25 Certificates and Voluntary Surrender of Food

Complete desk top scenarios where Officer is required to draft appropriate notices and justify reasons for use (attach evidence).( Annexes 5 - 8)

Food Standards Knowledge of nature and types of food business in their area, relevant food standards and marketing legislation, Food Law CoP, Practice Guidance, FSA Food Standards Manual and other guidance, Industry CoPs, complete Food Labelling and Beef Labelling courses at first available opportunity – consider cascade training. (Annex 9)

Annex 3



Date


Initial Authorisation Training (minimum) Continued Animal By-Products and Co-Products Knowledge of legislation and powers. Awareness

of referral to DARD.

Informal Sampling

Carry out accompanied informal chemical and microbiological sampling. Training should include associated paperwork, forms, informal sampling techniques, interpreting results including HPA Guidelines and follow-up actions. Guidance on formal v informal sampling.

Use of Database Knowledge of relevant database according to appropriate level of access.

Intermediate Authorisation Training (minimum) Joint Food Hygiene (A & B, non- broadly compliant C) and Standards (A & B) interventions with currently fully authorised Officer (including paper work).

Aim to include a wide variety of business types.

Accompanied monitoring intervention for Food Hygiene (A & B, non broadly compliant C) and Standards (A & B) interventions

Use Internal Monitoring Proforma (Annex 4a - 4c)

New Premises

Provide instruction on how to deal with new premises including review of plans taking into account any relevant guidance e.g. LGR / (LACORS) website or other e.g. ISO system.

Annex 3



Date


Intermediate Authorisation Training (minimum) Continued ID Procedures PHA protocols including proforma used, faecal

sample collection (if relevant), H&S aspects. To include at least 2 accompanied visits. Complete at least 1 supervisory visit prior to issuing letter to PHA recommending authorisation by PHA. (Refer to MOU with PHA). Complete PHA training at the first available opportunity.

HACCP: Officers should understand -the concepts of hazard and risk, -potential for and significance of cross contamination, -flexibility provided in legislation for documented FSMS, -variety of compliance types including pre-requisites only, generic templates, bespoke systems, Officers should be able to verify the HACCP systems and assess: -quality of hazard identification, -critical controls, -appropriate monitoring, -corrective actions, -verification procedures HACCP continued over page

Assess HACCP competency as part of Food Hygiene accompanied monitoring intervention with reference to Annex 2 of the Food Law Code of Practice. When available officers should receive specific HACCP Training e.g. HACCP Assessment for Officers. In absence of a specific course consider cascade training. An awareness and understanding of current FSA guidance e.g. E coli Guidance.

Annex 3



Date


Intermediate Authorisation Training (minimum) Continued HACCP: continued Officers should be able to identify : -specific needs for improved food safety management -methods to improve risk control Use and Promotion to businesses of Safe Catering Packs, Butchers Pack, SFBB.

Food Incidents / Alerts Internal procedures and guidance including reporting of incidents to FSA and action upon receipt of alerts from FSA, all associated paper work and actions to be taken.

Food Complaints

NIFLG Procedure and other guidance e.g. LACORS / LGR.

Formal Sampling Carry out accompanied formal chemical and microbiological sampling. Training should include associated paperwork, forms, formal sampling techniques, interpreting results including HPA Guidelines and follow-up actions. Guidance on formal v informal sampling.

Improvement Notices and Hygiene Improvement Notices

Complete desk top scenario where Officer is required to draft appropriate notices and justify reasons for use (attach evidence). (Annexes 10a – 10c)

Annex 3



Date


Intermediate Authorisation Training (minimum) Continued Legal Considerations Refer again to food hygiene and standards

enforcement policies, range of enforcement options available including simple cautions. Preparation of files and where relevant use of decision making aids.

Part A: Full Authorisation Training (minimum)

Minimum 2 years food control experience

Complete 10 hours per annum CPD (see Individual Officer Training Records)

Emergency Prohibition & Hygiene Emergency Procedures

Procedures, guidance and paperwork Consider completion of desk top scenario where Officer is required to draft appropriate notices and justify reasons for use (attach evidence).(Annexes 11a - 11c)

Intermediate Inland Enforcement of Imported Food Use of relevant POAO Notices

Complete FSA Intermediate Imported Food Training at first available opportunity or receive cascade training. Consider on-line training if available.

Inspection of Specialist or Complex Processes

Training to undertake inspections of specialist or complex manufacturing processes e.g. canning, aseptic packing or thermal processing of low-acid foods; the manufacture of cook-chill, RTE food which may be consumed without further preparation other than re-heating; manufacture of meat, fish, egg or dairy product; vacuum packaging.

Annex 3



Date


Part B: Full Authorisation Training (minimum)

Approved Premises Carry out accompanied monitoring intervention Use of Food Hygiene Regulation Detention Notices and Remedial Action Notices

Legislation, Food Law COP, Practice Guidance, NIFLG guidance and proforma, joint inspections, premises file review. Recommend completion of Advance Diploma in Food Law Practice (if available) Use Internal Monitoring Proforma (see examples in Annexes 12a & 12b) Consider completion desk top scenario where Officer is required to draft appropriate notices and justify reasons for use (attach evidence). (Annexes 13a – 13c)

Annex 3



Date


PORT HEALTH ONLY Part C: Additional Full Authorisation for Port Health Officers Training (minimum) Imported Food Examinations at Port Health

Imported Food induction training on legislation, CoP, guidance and work instructions. 4 week period of accompanying fully authorised Port Health Officer. Assess competency through supervised examinations of imported food.

Annex 4a


Internal Monitoring Accompanied Inspection Report Food Hygiene and Food Standards

Intervention Officer:

Monitoring Officer:

Name & Address of Business:

Date of Intervention:

Type of Premises: Current Risk Category: Intervention Type: (FH/FS’s)

Inspection Planning Done

(Y/N) Comments File review completed prior to visit? (Letters, complaints, samples if applicable)

Was appointment made?( in accordance with Policy FC/POL/003)

Preliminary Interview Done

(Y/N)Comments

Did Officer make appropriate introductions & ID shown if necessary?

Did preliminary discussion with proprietor /manager/ relevant person include purpose of visit and reason if partial /audit and confirm activities on /off site?

Did the officer confirm registration details? Were relevant documents e.g. HACCP, involves, training, etc examined?

Physical Inspection

Annex 4a


Done

(Y/N)Comments

Appropriate inspection equipment including protective clothing available/used?

Has relevant intervention proforma been used and followed?

Adequate records of findings recorded on proforma?

Closing Meeting (with manager/proprietor/ relevant person) Done

(Y/N)Comments

Where intervention findings discussed?

Where contraventions of legislation discussed?

Was agreement obtained on solutions, options and timescales?

Was likely follow up action explained?

Was Annex 6 form completed & signed?

Overall Technique

(Y/N)Comments

Appropriate questions asked?

Accurate responses given by Officer to any questions?

General approach & attitude satisfactory?

Annex 4a


Post Inspection Administration Done

(Y/N)Comments

Adequate justification for risk rating given?

Intervention checklist completed satisfactorily?

Risk Rating change countersigned?

Annex 6 completed satisfactorily and copy in file

Is proposed follow-up action appropriate to standards found at the premises?

Any corrective action necessary / discussion with Intervention Officer: Other Comments: Signed Monitoring Officer Signature: Date: Signed Intervention Officer Signature: Date:

Annex 4b


Inspection Quality Audit Report Inspecting Officer:

Monitoring Officer:

Name & Address of Premises:

Type of Premises: Date of Inspection: Original Risk Rating:

Officer Authorisation Document & Card Verified: Officer Equipment & Legislation: Carrying Case Torch Pace Notebook Blue Plasters Calibrated Thermometer & probes Probe Wipes White Coat Hats/Hairnets Digital/Disposable Camera Disposable Towels Latex Gloves

Food Safety Order (NI) 1991 Food Hygiene Regs (NI) 2006 General Food Regs (NI) 2004 (as amended) EC Reg 178/2002 EC Reg 852/2004; 853/2004 (as appropriate) Detention and Seizure Forms* Hygiene Emergency Prohibition Forms* Carbon Paper * only if authorised

Part 1 – Inspection Planning Done

(Y/N) Comments Existing records examined prior to visit? Previous inspection rating (last three inspections)

Food premises registration upto date and on file

Current up to date sketch plan Complaints since last inspection

Documented food safety management system compliance

Previous inspection outcomes

Date due for inspection

Annex 4b


Part 2 – Preliminary Interview Done

(Y/N) Comments

What introductions were made? Full self-introduction made & introduced any accompanying officer

Authority to enter shown (unless already known to business)

Purpose of visit explained

Preliminary discussion with the proprietor/manager. Did the officer confirm below:

Confirm details of ownership, management and staff

Identify all related activities, parts of premises used, and the scope and scale of the business

Identify the customer base of the business

Assessment of proprietors’ understanding of the hazards and necessary controls

Discuss any food safety management system in place

Assess training, instruction and supervision received by the staff

Examine relevant documents

Make adequate records of findings on Correct Inspection Proforma If necessary additional notes attached to inspection proforma

Part 3 – Physical Inspection Done

(Y/N) Comments

Equipment/protective clothing used?

Appropriate inspection equipment available/used

Scope of inspection.

Identify the main hazards

Check on adequacy of controls and monitoring at CCPs and

Annex 4b


documentation – looking for evidence (show, how etc) Check that training, instruction or supervision adequate

Identify significant contraventions

Establish if business compliant with Article 5

Correctly assess whether or not food samples needed to be taken

Make adequate records of findings on Inspection proforma

Part 4 – Standards Issues Establish the scope of the business and determine the relevant standards issues that arise?

Look at the labelling, advertising or promotion of food (including claims etc)?

Look at the quality/other systems on site used to ensure the standard of the food?

Correctly assess whether or not food samples needed to be taken

Make adequate records of findings on appropriate Standards Inspection proforma

Part 5 – Closing Meeting Done

(Y/N) Comments

Closing meeting with manager/proprietor. Did the officer:

Discuss inspection findings with appropriate person

Discuss any hazards not covered by the business’s management systems

Discuss any failure to implement

Annex 4b


controls or monitoring at CCPs Discuss any other contraventions of legislation

Clearly identify and differentiate contraventions and recommendations

Discuss and agree solutions, options and timescales

Discuss proposed follow up action by officer

Annexe 6 Report of Inspection completed (& signed)

Part 6 – Overall Inspection Technique Done

(Y/N) Comments

Appropriate questions asked of management

Response to questions & follow-up

Appropriate questioning of staff

General approach & attitude

Part 7 – Post Inspection Administration Done

(Y/N) Comments

Correct determination of inspection rating (Hygiene & Standards)

Report / Letter clear as to what is required, why & by when

Correctly differentiates between legal and recommendations

Accuracy – relevant legislation

Relevant Enclosures (inc customer satisfaction)

Report /Letter Identifies whether or not revisit necessary

Data entry accurate Any necessary issues red flagged for next visit

Annex 4b


Review of Monitoring Visit General Comments: Any corrective action necessary / Discussion with Inspecting Officer Monitoring Officer Signature: Date: Inspecting Officer Signature: Date: Manager Signature: Date:

Annex 4c


Post Food Hygiene/Standards Intervention Letters/Paperwork Monitoring Form

Intervention Officer: Monitoring Officer: Name/Address of Premises: Planned Date of Intervention: Date of Intervention:

Section 1- Post Intervention

Letters/Intervention Record

Y N N/A Comments




Annex 6 completed satisfactorily and copy in file

Section 2 – Follow up Action

Y N N/A Comments

Copy of letter in file?

Does letter include timescale for required action?

Requirements (with legal references) and recommendations clearly differentiated?

Was action taken by Officer appropriate to standards at the premises?

If within scope Admin regarding FHRS, time scales, etc completed in accordance with internal FHRS consistency framework?

Revisit completed?

Annex 4c



Y N N/A Comments

Decision on revisit complies with Policy? (FC/POL/003)

Section 3 – Database/File Copies

Y N N/A Comments

Has follow up action/ next planned intervention been entered on database?

Has any completed revisits been recorded in the file and on the database?

If within scope website checked for accuracy of FH rating?

Other Comments/Corrective Action/Discussed with Intervention Officer Signed Monitoring Officer: Date: Signed Intervention Officer: Date:

Annex 5a

Scenario – Detention – Food Safety (NI) Order 1991 Following a tip off from a sacked employee you visit Yang’s International Foods, 64 Ormeau Road, Belfast, BT7 2EB on Friday 8th July 2011. The employee alleges he was sacked for refusing to change the dates on boxes of frozen chicken from Brazil. On arrival at Yang’s you ask to see all of their frozen chicken and everything seems to be in order. However, as you approach your car to leave you notice a locked, stand alone freezer unit at the rear of the main building. Inside this stand alone freezer you find 59 cardboard boxes of frozen cooked chicken breast from Brazil. Each 10kg box contains 4 individual bags of chicken. One box has been opened and only contains 3 bags of chicken. The other 58 boxes are intact. The outer cardboard packaging states Brasil BR 576; L9050; Production 08/08/09; Best Before 08/02/11. It is clear that the dates on some of the boxes have been changed. The best before date of 08/02/11 has been changed to 25/12/2012. The manager claims he has written permission, from the manufacturer in Brazil, to alter the date. This documentation is apparently with the invoice which is with his accountant. He claims he will be able to provide you with a copy of the written authorisation on Monday 11th July 2011. What immediate action should you take? Draft the appropriate notice(s).


Annex 5b


Checklist for Detention of Food Food Safety (NI) Order 1991 (as amended) – Article 8

Detention Notice Ref. No: _____________________________________________ Premises Name & Address: _____________________________________________

_____________________________________________________________________

Item Initials of EHO

Detention Notice signed by a correctly authorised officer.

Signed by the officer who detained food.

Served on Owner/Manager/Person in Charge of food.

Details of periodic monitoring recorded (if appropriate).

Food/drink suitably labelled and adequately secured to prevent tampering.

Food kept/moved into secure location.

Determine if food complies with FSR within 21 days (timescale).

Withdrawal of detention notice served on Owner/Manager/Person in Charge of food (if appropriate).

Owner/Manager/Person in Charge full name on notice.

Comments: __________________________________________________________

____________________________________________________________________

Signed ______________________________ (EHO) Date:____________________

Monitoring Officer: ________________________ Date: ____________________

Annex 6a

Scenario – Seizure During a routine intervention at Ali’s Place (an ethnic retailer), 164 North Street, Belfast, BT1 1NL on 10th August 2011 you observe an unrefrigerated van arriving to make a delivery to the shop. The van catches your attention because liquid is dripping out from under the back doors. The delivery consists of turkey mid wings, cow snouts, gizzards, yellow croaker, frozen smoked cooked hen, cat fish and tilapia. You determine that the van is being driven by Ali himself and that he set off from Manchester in the unrefrigerated van the day before. Blood and other liquids have pooled in the bottom of the van and the frozen products have all defrosted. You ask for everything to be removed from the van and you document the following: Turkey mid wings – Brand Ronsard F 56500 Bignon; 2 x 5kg carton; Origin France, FR 56.017.01; Batch 8 453. Cow snouts – Brand Irish Casing Company Limited; 2 x 13 kg carton; Origin Ireland, Ireland 311 EC; Batch 0001. Gizzards – Brand Sun Valley Foods, Hereford, England; 1 x 18kg carton; Origin UK; EC 4014. Yellow Croaker – Brand Sensa; 1 x 7kg carton; Origin Argentina; 2168. Frozen smoked cooked hen – Brand Ronsard; 2 x 8kg cartons; Origin France, FR 5601701 CE; Batch 08473. Cat fish – packed for Milegate Ltd; 2 x 8kg cartons; Origin Thailand; EEC No. 1173. Tilapia – imported by Milegate Limited; 2 x 15kg cartons; Origin Panama; CEE66P Lot No. 93UK08. This food business operator has a history of poor compliance with food safety legislation. What action should you take? Draft the appropriate notice(s).


Annex 6b


Checklist for Seizure of Food Food Safety (NI) Order 1991(as amended) – Article 8

Notices i.e. Notice of Intention to Seize Food and Condemnation Warning Notice Ref. No’s: ___________________________________________________________ Premises Name & Address: ______________________________________________

_____________________________________________________________________


Signed by a correctly authorised officer.

Signed by the officer who seized the food.

Served on Owner/Manager/Person in Charge of food/other relevant parties.

Full name of Owner/Manager/Person in Charge/Other relevant parties on Notices.

Description/Quantity/ID Marks details completed on Notice.

Food Condemnation Order signed by Lay Magistrate/JP who inspected the food.

Names of persons to where FCWN was copied detailed in Notice.

EHO witnessed destruction/disposal/disfigurement of food.

Comments:___________________________________________________________

_____________________________________________________________________

Signed ______________________________ (EHO) Date:____________________


Annex 7a

Scenario – Regulation 25, The Food Hygiene Regulations (NI) 2006 During a routine inspection of Charlie’s Meats, a high street butcher operating from 10 New Street, Armagh, you discover an unstamped pig carcase. The butcher who also runs the business cannot prove that it was supplied from an approved slaughter plant. What action should you take? Draft the appropriate notice(s). What follow up action is also required in this case when the appropriate notice has been issued?


Annex 7b


Monitoring REGULATION 25 CERTIFICATE Checklist

Food Hygiene Regulations (NI) 2006 – Regulation 25 Notice Ref. No: _______________________________________________ Premises Name and Address: _______________________________________ ________________________________________________________________ Item Confirmed (tick or comments)

Signed by correctly authorised officer

Signed by officer witnessing contravention

Served on FBO

FBO’s full name on Notice

Foods concerned accurately stated

Reason for contravention specified

Wording clear & easily understood

Notes given regarding implications of notice

Comments: ________________________________________________________________

__________________________________________________________________________

Signed ______________________________ (EHO) Date:____________________


Annex 8a

Scenario – Voluntary Surrender On 15th August 2011 you are carrying out a routine intervention at Top Class Restaurant, 24 Shaftesbury Square, Belfast, BT2 7DB. You find that one of the fridges has a badly worn and damaged seal and the Head Chef tells you it has been like that for weeks. You check the temperatures of the products in this fridge and the monkfish (2.5kg) is at 12.2oC, the scallops (2kg) and brill (700g) are at 12.9oC. When you check the next fridge you find chicken livers (1kg) with a use by date of 14th August 2011. The manager is apologetic and willing to co-operate with you in any way he can. What action would you take? Draft the appropriate notice(s).


Annex 8b


Checklist for Voluntary Surrender of Food Food Safety (NI) Order 1991 (as amended)

Vol. Surrender Notice Ref. No: ___________________________________________ Premises Name & Address: _____________________________________________ _____________________________________________________________________


Signed by a correctly authorised officer.

Signed by officer who undertook the Voluntary Surrender of food.

Served on owner/manager/person in charge of food.

Proprietor’s/Manager’s full name on Notice.

Reason for Voluntary Surrender of Food specified.

Signed by Proprietor/Manager.

Method of disposal detailed in Notice.

Evidence of method of disposal kept with notice.

Disposal supervised by EHO.

Comments:___________________________________________________________

_____________________________________________________________________

Signed ______________________________ (EHO) Date:____________________


Annex 9


Annex 9


Annex 9


Annex 9

ANSWERS


Annex 9


Annex 9


Annex 10a

Scenarios - Hygiene Improvement Notice Scenario 1 Following an inspection of Betty’s Bakery, 10 Beechmount Avenue, Belfast, BT12 7NA (Bread & Pastry Shop) you have identified the following infringements: The premises does not have a suitable documented food safety management system for the activities they are carrying out and there is a lack of control over the cooking, cooling & reheating of stews, soups and the handling of sausage rolls and other meat pies. There is a lack of hot water to the kitchen sink and to the wash hand basin in the w.c. You found a build up of dirt and debris under low level shelves and behind equipment, other areas were fairly grubby. The following equipment was not clean and had food debris encrusted on it: mixer, hot cabinet, stove and oven. There were a few wall tiles cracked and chipped in the rear store. Some of these issues have been raised at previous inspections. You must determine the appropriate enforcement action to take for each of the infringements and draft appropriate notices for relevant infringements. You must be able to explain your course of action and under what circumstances notices are appropriate or not. You must be aware of how notices are recorded on the database and be able to demonstrate how you would record your drafts. You must also be able to demonstrate what admin procedures are involved and any quality checks required. Scenario 2 You have inspected Water Lily Chinese Restaurant, 253 Lisburn Road, Belfast, BT9 7EN and found the following infringements:

Lack of documented food safety management system with no controls for cooling rice or cooked chicken balls – despite several officers bringing this to their attention in the past. An incomplete analysis has taken place which does not cover all activities and critical controls. Some monitoring is missing and there are no documented records or other evidence to suggest that the FBO is implementing the correct controls

No hot water to the equipment sink in the kitchen No wash hand basin in the toilet Wall times damaged and broken bits of tile hanging off the wall above

the main food preparation area Poor cleaning, accumulations of food debris at wall to floor junctions

and under work benches; dirty equipment encrusted with food


Annex 10a


Draft the appropriate hygiene improvement notices for relevant infringements, describe how to record on database; describe what action to take for infringements not covered by HIN; include any relevant documentation

Annex 10c


Monitoring Hygiene Improvement Notice/Improvement Notice Checklist

Food Hygiene Regulations (NI) 2006 – Regulation 6 or Food Safety (NI) Order 1991 – Article 9

Notice Ref. No: ___________________________________________________ Premises Name and Address:_______________________________________ ________________________________________________________________ Item Confirmed (tick or comments)



Served on proprietor

Proprietor’s full name on Notice

Regulation contravention correctly quoted


Measures to be taken specified


Wording reflects LACORS guidance if appropriate

Clear time limit (min 14 days)

Liaison with Home Authority where appropriate

Indication of works of equivalent effect

Who to appeal to

Location of court

Time period of appeal

Comments: ________________________________________________________________

__________________________________________________________________________

Signed ______________________________ (EHO) Date:____________________


Annex 10c


Improvement Notice / Hygiene Improvement Notice Monitoring Form

Issuing Officer: Monitoring Officer: Address of Premises: Date Notice Served: Notice Reference:

SECTION A – (to be completed prior to service of notice)

Enforcement Concordat & Policy Y/N/NA Comments

Measures and timescale discussed with food business operator prior to service

Line Manager contact details provided to food business operator

Action taken in accordance with Food Safety Enforcement Policy

Hygiene Improvement Notice Content

Signing officer authorised to serve Hygiene Improvement Notices

Signing officer witnessed the contravention

Notice served on the correct person(s) (FBO/ each FBO / limited company)

Full name(s) and address on the notice

Grounds for failure to comply – basic observation specified

Matters which constitute failure to comply clearly specified with details of Regulation contravened

Measures to be taken to comply specified, clear and easily understood

Notice signed and dated

Schedule appropriate and clear (if included)

Relevant support material sent/referenced

Wording reflects procedure doc and LACORS guidance

Clear time limit specified (no less than 14 days)

Liaison with the appropriate Home Authority (where relevant)

Indication of works to the equivalent effect

Annex 10c


Appeal information included (court/period for)

SECTION B (to be completed following service & expiry)

Evidence of proper service by hand/post

Timely check on compliance

Extension requested

Any time extension granted confirmed in writing

Letter sent confirming compliance

Appropriate follow up action taken if needed

Administration & Register Of Notices

True Copy of Notice on Premises File

Details in Register of Notices

Details entered on Database

Other Comments/Corrective Action / Discussion with Investigating Officer Monitoring Officer Signature: Date: Investigating Officer Signature: Date: PEHO Signature: Date:

Annex 11a


Scenario – Hygiene Emergency Prohibition Notice On the morning of Tuesday 9th August 2011, you visit Colin’s Home Bakery, 286 Crumlin Road, Belfast, BT14 7EB for the purpose of a routine food hygiene inspection. The premises are owned solely by Mr. Colin Haigney and operates as a home bakery. During the course of the inspection you observe an infestation of rats in the premises with bags of flour contaminated with rat droppings. Rat droppings are also observed on food preparation worktops. What are your options? Determine if there is an imminent risk of injury to health. Criteria: Prohibition of premises due to serious infestation by rats resulting in actual food contamination as rat droppings were observed in food ingredients ie flour and a real risk of food contamination in that rat droppings were observed on preparation work surfaces. The options are as follows: Voluntary Closure Issue of Emergency Prohibition Notice Who should you contact? Contact EH Manager or PEHO for 2nd opinion. Inform legal services of the possibility of action being taken under Article 11 A 2nd officer for assistance **************************************************************************************** In this instance a voluntary closure is not an option as you believe there is a risk of the premises reopening without your knowledge or agreement. How do you proceed? Close the business to ensure nothing is sold to the public Carry out inspection and gather evidence Make contemporaneous notes in pace notebook Gather physical evidence using sample jars to collect food contaminated with rat droppings Take photographs of grease marks, entry points and contamination State in your notebook whether there is a risk of contamination of food and state why Formal interview with proprietor/manager Inform interviewee of your intention to serve an emergency prohibition notice, its immediate effect, ensuing legal process, the penalty effect of non compliance and compensation rights

Annex 11a


Seize and detain any unfit food. Prepare and serve EPN Signed and issued by AO to proprietor/manager Fix a copy of the notice in a conspicuous place in the food business Ensure notices are served on any partners Certify service of notice Provide schedule of works to remove imminent risk to proprietor within 48 hrs of service of EPN. **************************************************************************************** You serve the Emergency Prohibition Notice on Tuesday 9th August 2011 at 2pm. What time limits do you need to observe? Once the EPN is served your time limit for the application of an Emergency Prohibition Order is 3 days which begins at 2pm on the 9th and runs until 2pm on Friday 12th August 2011. The date for the hearing for the application of an emergency prohibition order is Friday 12th August 2011 at 10am. When do you need to serve the Notice of Intention to Seek an Emergency Prohibition Order? On Wednesday 10th August 2011. With the information provided draft an emergency prohibition notice, notice of intention to apply for an emergency prohibition order and emergency prohibition order.

Annex 11b


Emergency Prohibition Notice / Hygiene Emergency Prohibition Notice

Monitoring Form Food Safety (Northern Ireland) Order 1991 – Article 11

Food Hygiene Regulations (NI) 2006 Regulation 6

Notice reference: Date Issued: Premises: Notice Prepared By: Item Initials


Served on FBO

FBO’s full name on Notice

Health Risk Conditions witnessed accurately detailed

Notice served on person in charge/Food Business Operator and copy affixed to

property

Was application to apply for an EPO/HEPO made within 3 days

Did Notice specify- Who to appeal to, location of court, time period of appeal

Were conditions assessed to determine if health Risk Conditions still exist?

EPO/HEPO Issued?

Notice of Health Risk Conditions/Imminent Risk no longer exists or certificate of

continuing health risk issued

Formal action taken in accordance with Enforcement policy

Comments: Signed Inspecting Officer: Date: Monitoring Officer: Date:

Annex 11b


Annex 11c


Emergency Prohibition / Hygiene Emergency Prohibition Monitoring Form

Inspecting Officer: Monitoring Officer: Address of Premises: Date Notice Served: Notice Reference:

Section 1 – Voluntary Closure

IO

MO Comments

Decision to accept voluntary closure appropriate?

Confirmed in writing with the proprietor?

Premises visited to confirm it stayed closed?

Appropriate follow up action taken where VC was breached?

Section 2 – Emergency Prohibition Notice

Comments

Signing officer authorised to serve HEPNs?

Circumstances warrant the service of an HEPN?

HEPO application notified to the proprietor minimum 1 day before the hearing?

Appeal rights given to proprietor?

Address of local court given?

Application for HEPO made within 3 days

Monitoring visits made to the premises?

Date of last visit less than 1 day before hearing?

If proprietor applied for a lifting of the order was a response made within 14 days?

Certificate lifting the HEPO issued ASAP and within 3 days?

Notification of continuing risk to health served ASAP and where appropriate?

Annex 11c


Premises reprogrammed for 6 month inspection of HEPO being lifted?

Appropriate follow up action taken where HEPN/O was breached?

All actions taken entered on the Database?

Section 3 – Enforcement Policy

Monitoring

Satisfactory?

Comments

Service of the notice complies with the Enforcement Policy?

Details of any non conformities identified / Discussed with Inspecting Officer Monitoring Officer Signed: Date: Inspecting Officer Signed: Date: EHM Signed: Date:

Annex 12a


Approved Premises Files Internal Monitoring Form

Intervention Officer: Monitoring Officer: Name and Address of Premises: Approval Number: Type of Approval: Date of Last Intervention:

Section 1 – Post Intervention

Letters/Intervention Record

Y N N/A Comments




Annex 6 completed satisfactorily and copy in file?


Y N N/A Comments

Copy of letter in file?

Does letter include timescale for required action?

Requirements (with legal references) and recommendations clearly differentiated?

Was action taken by Officer appropriate to standards at the premises?

Revisit completed?

Decision on revisit complies with Policy? (FC/POL/003)

Annex 12a


Section 3 – Database Check

Y N N/A Comments

Has follow up action/next planned intervention been entered on database?

Has any completed revisits been recorded in the file and on database?

Section 4- File Content Y N N/A Comments Synopsis - Information on size and scale of business, type of products and quantities?

Copy of approval document on file?

Copies of letters and other correspondence in chronological order on file?

Product recall procedures (and traceability info) on file?

Information on labels on file?

Sample results (LA) and details of lab used and premises own sampling on file?

HACCP Information on file?

Cleaning schedules and cleaning product information on file?

Information on food hygiene training & staff numbers on file?

Supplier info on file?

Customer info on file?

Annex 12a


Section 4- File Content Y N N/A Comments Details of any complaints received on file?

Details of pest control arrangements on file?

Appropriate action taken to deal with any contraventions or other issues such as unsatisfactory samples?

Documentation on file verifies that premise is operating in accordance with terms of approval?

Section 5 – Changes to

Approval Y N N/A Comments

Where appropriate changes to approval notified to FSA, copied to Group and approval reissued?

Approval revoked / suspended if necessary and FSA notified, copied to Group?

Other Comments/Corrective Action discussed with Intervention Officer: Signed Intervention Officer: Date: Signed Monitoring Officer: Date:

Annex 12b


APPROVED ESTABLISHMENT FILE REVIEW RECORD

Approval Determinator/Decision for Approval

REQUIREMENT (Ref: A.11.1: Application for Approval, Part 8)

COMMENTS

Scale plan(s) of establishment indicating:- Layout, equipment; drainage layout, workflow for staff, raw, production,

waste, product line Water supply

Description of establishment HACCP system

Description of establishment and equipment maintenance arrangements.

Description of establishment, equipment and transport cleaning arrangements.

Description of waste collection and disposal arrangements.

Description of water supply.

Description of quality testing arrangements.

Description of arrangements for product testing.

Description of pest control arrangements.

Description of monitoring arrangements for staff health..

Description of staff hygiene training arrangements.

Description of arrangements for record keeping.

Annex 12b


Description of arrangements for applying the identification mark to product, packaging or wrapping.

Traceability system (including recall and withdrawal arrangements) (EC 178/2002)

Code of Practice – content for file Application form

A synopsis of the establishment (type of establishment, products produced, volume of product, type of trade, no of employees, approval no an what it is approved for.

Pre-approval inspection report

Planned programme of works to achieve approval

Approval notification document (specifying approval no, classification, special hygiene directions, any derogations, any other conditions/limitations, any arrangements acceptable to DC)

Labels (printed, reprinted and use of) and commercial documents bearing the identification mark

Letter indicating the District Council’s involvement in the planning and implementation of the establishment’s hygiene training of staff

Inspection reports on premises in chronological order

Correspondence with establishment in chronological order

Copies of notices or other formal action taken in chronological order

Annex 12b


Copy of company’s emergency withdrawal plan and traceability system including names, telephone numbers, etc, of key personnel within the company

Copy of any other documents that have been provided by, or copied at, the approved premises, including: i. HACCP documentation; ii. supplier information; iii. product list; iv. raw material, product and water test results; v. process records; vi. management and key contact names and contact details; vii. photographs and digital images; viii. product recall procedures; • results of all samples taken by the District Council; • location of any off-site facilities

Notification to FSA: Conditional Approval Extension of Conditional Approval Full Approval

ACTION POINTS:

Annex 13a

Scenario – Remedial Action and Detention Notices During the routine inspection of an approved pork processing plant on 20th June 2011 located at Unit 19, Riverside Industrial Estate, Omagh you discover what appear to be rat droppings in the curing/processing room. The droppings were actually found on ham moulds and on shelving, both the surfaces of the equipment and the shelving may come in contact with food. During follow-up investigation at this time, which now focuses on pest control at the premises including structural inspection, etc you find a total of 8 potential rat access points. You have not found any evidence that actual product has been contaminated. Open tanks of brine for curing hams are also located in this room along with some bags of salt and other items of equipment involved in the production process. What action should you take? Draft the appropriate notice(s).


Annex 13b


Monitoring REMEDIAL ACTION NOTICE Checklist




Served on FBO/Duly Authorised Person

FBO’s/Duly Authorised Person’s full name on Notice


Work required to be undertaken specified

Action required specified



Right of appeal & time period given

Location of Court given

Comments: ________________________________________________________________

__________________________________________________________________________

Signed ______________________________ (EHO) Date:____________________


Annex 13c


Monitoring DETENTION NOTICE Checklist




Served on FBO/Duly Authorised Person

FBO’s/Duly Authorised Person’s full name on Notice

Foods concerned accurately specified on Notice

Details about what is/not to happen to the food specified



Comments: ________________________________________________________________

__________________________________________________________________________

Signed ______________________________ (EHO) Date:____________________


Competency Based Authorisation and Training Plan for ... · qualifications are in line with those on their application form. ... Line Managers (Food Control) should use the Core Competency

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