Handling Supporting Documents (Canada) – OCIA

Handling Supporting Documents
Operation #*
Operation Name*
Date*
MM slash DD slash YYYY
If electronic versions are unavailable please submit hardcopies of any supporting documents, please mail them to the address on the invoice. Failure to submit required supporting documents may lead to delays in the review.
Organic Product List
List of products produced, sorted by trade names, if longer than OSP module H2.0, Section B2 can accommodate. This list should indicate additions, deletions, and changes from last year’s list
Drop files here or

Max. file size: 1 GB.
Private Label Documentation
If your operation applies private labels for other entities, and OCIA’s name will be indicated, please provide the application documents. Initial application: Private Label Licensing Application, Private Label Licensing Annual Application, Private Label Registrant Forms for each brand, as well as draft labels and formulations. Annual Renewal: Private Label Licensing Annual Application, and Private Label Registrant Forms that have changed.
Drop files here or

Max. file size: 1 GB.
Supplier List
Supplier list with names of suppliers, ingredient(s)/processing aid(s), certification agency of suppliers, organic programs they are certified for. This list should indicate additions, deletions, and changes from last year’s list. Providing organic certificates or formulations is not a replacement for this list.
Drop files here or

Max. file size: 1 GB.
Formulations
Organic Product Ingredients (OPI) sheets (or equivalent) for each product requested for certification (if new or changed).
Drop files here or

Max. file size: 1 GB.
Organic Product Labels
Labels for finished product to be sold as organic (if new or changed). If providing revised labels for current products, please provide the Modified Label Affidavit form.
Drop files here or

Max. file size: 1 GB.
New Product Submission
For any new product being requested for certification, please supply the label, Organic Product Ingredient sheet, Additional Processed Product/Production Line/Program Affidavit, and flow chart (if it involves a new process). For new products made under private labels, the applicable private label documents must be provided.
Drop files here or

Max. file size: 1 GB.
Secondary Ingredient Documentation
Information of secondary and non-agricultural ingredients (labels, MSDS, spec sheets) if not previously submitted (if applicable)
Drop files here or

Max. file size: 1 GB.
Documentation for other materials
Substances such as boiler additives, defoamers, packaging flushing agents, cleansers, or pesticides as applicable (labels, MSDS, etc.) if adding or changing inputs or if their documentation is updated
Drop files here or

Max. file size: 1 GB.
Product flow chart
Flow chart (including Organic Control Points), if changed
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Max. file size: 1 GB.
Facility map
Map of complete facility (if you take physical possession of product), if changed
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Max. file size: 1 GB.
Warehouse Documentation
Documentation for warehouses, such as organic certificates, agreements, or off-site storage affidavits
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Max. file size: 1 GB.
Water - Provide a list of ingredients of boiler additives (attach label information and/or MSDS), if applicable.
Drop files here or

Max. file size: 1 GB.
Pest Management - Attach a facility map showing the location of traps.
Drop files here or

Max. file size: 1 GB.
Pest Management - Attach copies of the SOP and/or GMP pertinent sections.
If written Pest Control Management Practices is part of Standard Operation Procedures (SOP) or Good Management Practices (GMP).
Drop files here or

Max. file size: 1 GB.
Attach a complete written description or schematic product flow chart that shows the movement of all organic products, from incoming/receiving through production to outgoing/shipping. Indicate where ingredients are added and/or processing aids are used. All equipment and storage areas must be identified.
Drop files here or

Max. file size: 1 GB.
Please attach any other supporting documents you wish to submit:
Example: Clean Truck Affidavits, Adjoining Land Use Affidavits, Buffer Strip Records.
Drop files here or

Max. file size: 1 GB.
This field is hidden when viewing the form
Check all that apply*
- I/We manage a processing, brokering, warehouse, handling, or repacking operation.
- I/We manage a processing, warehouse, handling, or repacking operation.
- I/We manage a processing, handling, or repacking operation.
- I/We purchase organic ingredients, process organic products, or repack organic products using processing aids or packaging aids.
- I/We manage a brokering/trading operation.

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CONFIRM SUBMISSION

Thank you for submitting your organic certification application! OCIA looks forward to working with you.

For applicants who are new or currently under suspension, please see the end of the page for some important notes.

An estimate for your 2025 certification and inspection fees was sent with the login information. Please promptly send payment to the address on the invoice. If you are a new applicant, OCIA will not review your file until payment is received.

If you are submitting hardcopies of any supporting documents, please mail them to the address on the invoice. Failure to submit required supporting documents may lead to delays in the review.

Once a complete file is received, OCIA will complete a pre-inspection review. During this process, OCIA will contact you if additional information is needed. Please respond to any communication from OCIA in a timely manner.

Please contact OCIA International if you have any questions.

New applicants: Please be reminded that as a new applicant, your operation currently cannot label or sell product as organic. If organic certification is granted, an organic certificate will be issued and product can then be sold as organic.

For farm operations, the inspector must see your crop in the field, so check-strips must be left in all fields requested for certification if any harvest occurs prior to inspection. For hay fields, any hay harvested prior to inspection cannot be certified as organic.

For suspended operations: Please be aware that no product can be sold as “organic” while suspended and previous product is no longer “organic.” For farm operations, any crops currently in storage are no longer organic and must be sold conventionally. Only crops harvested after reinstatement, if it is granted, may be sold as “organic.” Any crops harvested from fields prior to reinstatement must be sold conventionally.

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CONFIRMAR LA SOLICITUD

¡Gracias por enviar su solicitud de certificación orgánica! OCIA espera trabajar con usted. Para los solicitantes que son nuevos o están actualmente suspendidos, consulte el final de la página para conocer información importante.

Se le envió un estimado de los honorarios de certificación e inspección 2025 con la información de inicio de sesión. Envíe puntualmente el pago a la dirección que figura en la factura. Si usted es un nuevo solicitante, OCIA no revisará su expediente hasta que se reciba el pago.

Si envía copias impresas de cualquier documento de respaldo, envíelas por correo a la dirección que figura en la factura. Se podrá producir demoras en la revisión si no se envían los documentos de respaldo necesarios,.

Una vez que se recibe un expediente completo, OCIA llevará a cabo una revisión de preinspección. Durante este proceso, OCIA se comunicará con usted si necesita información adicional. Responda a cualquier comunicación de OCIA de manera oportuna.

Póngase en contacto con OCIA International si tiene alguna pregunta.

Para los solicitantes nuevos: recuerde que, como solicitante nuevo, su operación actualmente no puede etiquetar o vender productos como orgánicos. Si se otorga la certificación orgánica, se emitirá un certificado orgánico y el producto se podrá vender como orgánico.

Para las operaciones agrícolas, el inspector debe ver su cultivo en el campo, por lo que si se produce alguna cosecha antes de la inspección, se deben dejar franjas o surcos de verificación en todos los campos solicitados para la certificación. Para los campos de heno, cualquier heno cosechado antes de la inspección no puede certificarse como orgánico.

Para operaciones suspendidas: tenga en cuenta que ningún producto puede venderse como "orgánico" mientras está suspendido y que el producto anterior ya no es "orgánico". Para las operaciones agrícolas, cualquier cultivo actualmente almacenado ya no es orgánico y debe venderse de manera convencional. Solo los cultivos cosechados después del restablecimiento, si se otorga, pueden venderse como "orgánicos". Cualquier cultivo cosechado de los campos antes de la reinstalación debe venderse de manera convencional ".

Submission Successful

Thank you for submitting your organic certification application! OCIA looks forward to working with you.

Envío exitoso

¡Gracias por enviar su solicitud de certificación orgánica! OCIA espera trabajar con usted.

Confirm Renewal Submission

Please make sure to save all your previous year entries for your records before proceeding. By clicking “Yes, I would like to Proceed”.

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Confirmar envío de renovación

Asegúrese de guardar todas las entradas del año previo para sus registros antes de continuar. Al hacer clic en "Sí, me gustaría continuar", algunas entradas se restablecerán para el envío de su renovación.

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Please update Certification Application

Please make sure to update your Certfication Application before proceeding with the renewal updates.