Template for the Development of PGS Manual of Operations

TABLE OF CONTENTS
CONTENTS PAGE
Background/History
Policy
Principles/Key Elements
Definition of Terms
Structure and Organization
Procedures
Procedure for application for membership
Procedure for creation and maintenance of committees
Procedure for maintaining the competence of members directly involved on
certification
Procedure for selecting the specific peer reviewers for every application for
certification
Procedure for learning and development program
Procedure for handling application for certification, Peer review, certification
decision, granting and issuance of POC
Procedure for the conduct of annual monitoring of certified farmer members
Procedure for renewal of certification
Procedure for imposing sanctions: written warning, suspension, or revocation
Procedure for handling and assisting non-compliant farmer-members
Procedure for handling complaints and appeals
Procedure for the traceability system and regular product flow monitoring
Procedure for reporting to BAFS
Procedure for info dissemination to all stakeholders for changes affecting
PGS group
Procedure for the conduct of regular assembly of the PGS Groups
Procedure for promotion activities
Procedure for managing records
Procedure for the use of the PGS group’s logo and the Philippine PGS Guaranteed
Organic Mark
References
Exhibits / Appendices / Forms

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1 Background/History

Table 1. Background/History of (PGS GROUP/ORGANIZATION).

Year Background/History of the PGS Group
2008
2009
2010
2011
2012
2013
2014
2015
2018
2019
2020
2021
Note: Can be in tabular or paragraph form.

2 Policy

2.1. Policy Scope

2.1.1 This Manual of Operations covers all farmer-members of the PGS Group of
(PGS GROUP/ORGANIZATION) applying for certification for organic
agriculture, and the committees involved in the operation of the group.
2.1.2 Members of the PGS Group of (PGS GROUP/ORGANIZATION) are farmer
practitioners from different parts of (Municipality/Province)
2.1.3 Products are consolidated by the (PGS GROUP/ORGANIZATION) and are sold
within (Municipality/Province) and nearby provinces.

2.2 Policy on Conflict of Interests

2.2.1 This Operations Manual ensures that each member of PGS Group of (PGS
GROUP/ORGANIZATION) has no neutral and free from any conflict of
interest as regards to the exercise of the assignment gives to them. The PGS
Group of (PGS GROUP/ORGANIZATION) conducting PGS activities such as:
review of applications, performs onsite inspection, review of certification
documents, evaluates qualification, make recommendations and decisions
shall be oriented under the Declaration of No Conflict of Interest.
2.2.2 All workers who will be involved in the activity of the PGS referring to Peer
Review and other functions for organic farm development, documentation,
and transaction shall have no direct participation in connection with the

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financial and contracting transaction with the parties that trades, contracts
and deliver, cultivate and harvests the organic product. Further, he or she
does not enter into arrangement to share, profit and to benefit from the
transaction.
2.2.3 All PGS personnel are only tasked to assist, improve, and offer the
knowledge and skills in maintaining and complying with the requirement
for organic certification by the designated certifying body of the proponent,
body or association.
2.2.4 No PGS personnel should have involvement in any marketing activities such
as purchase, delivery and contracting traders and farmers for the organic
project where he/she be paid with interest or a share percentage to avoid
conflict of interest.
2.2.5 Peer Review is not allowed to inspect their own farms, farms of his/her
immediate neighbors, friends and relatives up to 3 rd degree of
consanguinity. Thus, will not act as peer review on the farm he/she
performed inspection to avoid conflict of interest, and maintain the honesty
of the PGS activities.
2.2.6 The concerned internal inspectors and other PGS personnel further
commits that it shall report any violations or indication of violation against
this policy to the respective officers of this association.

3 Principles

3.1 The PGS Group of (PGS GROUP/ORGANIZATION) shall be the mechanism by which
farmer-members shall be certified as engaged in organic agriculture and as
producers of organic agriculture products. The participatory organic certification
from the PGS Group of (PGS GROUP/ORGANIZATION), organized in accordance with
this Act, shall be promoted and accepted. The products certified through the PGS
Group of (PGS GROUP/ORGANIZATION) shall be traded only in the domestic
market, unless covered by an international certification or a mutual recognition
agreement.

3.2 The PGS Group of (PGS GROUP/ORGANIZATION) shall embody and embrace the
following key elements:

3.2.1 Shared vision. All stakeholders shall have the shared vision in ensuring the
integrity of the organic produce and products through compliance with the
Internal Standards and relevant regulations.

3.2.2 Participation. All primary stakeholders shall actively engage in the

establishment and operation of the PGS Group of (PGS
GROUP/ORGANIZATION) embodying the principle of collective

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responsibility to ensure organic integrity. This collective responsibility is

reflected through:

3.2.2.1 shared ownership of the PGS Group of (PGS GROUP/ORGANIZATION)

by engaging in all steps, starting with the development process;
3.2.2.2 shared understanding of how the system works; and
3.2.2.3 direct communication between and among all stakeholders.

Active engagement of primary stakeholders helps shape the integrity-based

approach in the development of trust. The involvement and participation of
supplier groups and support sectors may be dependent on their interest
and/or responsibility.

3.2.3 Transparency. The principle of transparency encompasses the openness of

the system, involvement of relevant stakeholders, and accessibility of all
information. The transparency of the system shall be demonstrated through:

3.2.3.1 involvement of all stakeholders in the development of internal

Standards and documented procedures;
3.2.3.2 conduct of activities to ensure in-depth understanding of how the
PGS Group of (PGS GROUP/ORGANIZATION) works; and
3.2.3.3 establishment of policies and procedures for documentation,
dissemination, and accessibility of information to all relevant
stakeholders.

3.2.4 Trust. The PGS Group of (PGS GROUP/ORGANIZATION) shall have policies
and procedures that will demonstrate trust and build confidence in all its
stakeholders. Building of trust shall be demonstrated through:

3.2.4.1 documented self-review of the farmer based on the frequency set

in the procedures of the PGS Group of (PGS
GROUP/ORGANIZATION), understanding standards,
recordkeeping, and documented self-declaration;
3.2.4.2 accomplished membership agreement between the stakeholders
and the PGS Group of (PGS GROUP/ORGANIZATION); and
3.2.4.3 documented peer review process within the PGS Group of (PGS
GROUP/ORGANIZATION).

3.2.5 Horizontality. The PGS Group of (PGS GROUP/ORGANIZATION) shall have

policies and procedures to ensure that all of its relevant stakeholders,
regardless of gender, have equal rights, responsibility and accountability in
maintaining the integrity, quality and safety of organic produce and products.
The level of accountability of a stakeholder depends on the level of review
process they are involved in.

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3.2.6 Learning Process. The PGS Group (PGS GROUP/ORGANIZATION) shall have
regular capability building activities to ensure that primary stakeholders
fully understand the internal standards and procedures, thereby maintaining
the integrity of organic produce and product and enhancing the credibility of
the PGS Group of (PGS GROUP/ORGANIZATION). The PGS Group of (PGS
GROUP/ORGANIZATION) shall ensure that its capability building activities
are:

3.2.5.1 documented and records of its conduct are maintained;

3.2.5.2 led by competent resource person(s);
3.2.5.3 regularly participated by all primary stakeholders;
3.2.5.4 accessible to other stakeholders such as support sectors and
supplier groups; and
3.2.5.5 regularly assessed to ensure continual improvement of the
activities.

3.3 Further, the (PGS GROUP/ORGANIZATION) shall adopt the following features and
characteristics:

3.3.1 Existence of organic agriculture norms conceived by the organic

agriculture stakeholders, norms that are appropriate to smallholder
agriculture;
3.3.2 Grassroots organization: the participatory certification should be
perceived as a result of a social dynamic, based on the active
participation of all stakeholders;
3.3.3 Existence of principles and values that enhance the livelihoods and well-
being of farming families and promote organic agriculture;
3.3.4 Documented management systems and procedures;
3.3.5 Provision of mechanisms to verify farmer’s compliance to established
norms;
3.3.6 Provision of mechanisms for supporting farmers to produce organic
products and be certified as organic farmers, which shall include field
advisors, newsletters, farm visits, websites, among others;
3.3.7 Existence of a bottom-line document, such as a farmer’s pledge, that shall
state his/her agreement to the established norms;
3.3.8 Introduction or use of seals or labels providing evidence of organic
status; and
3.3.9 Existence of a clear and previously defined set of recommendations and
measures against farmers who fail to comply with standard.

4 Definition of Terms

As used in this Manual of Operations, the following terms shall be understood to have
the meaning correspondingly provided below:

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4.1 Administrative Noncompliance refers to an act (action or omission) that violates the
groups’ policies and procedures.

4.2 Appeal refers to a written request by a farmer member, candidate or certified

farmer member for reconsideration of an adverse decision made by the PGS group
related to her/his desired certification status. Adverse decisions include, but not
limited to, refusal to accept an application, refusal to proceed with the peer review,
changes in certification scope, decisions to deny, suspend or revoke certification,
and any other action that impedes the attainment of certification.

4.3 Capability building activities refer to activities for learning and development that
will enhance the skills and knowledge of a person. These include activities, such as
but not limited to training, formal and informal meetings, peer reviews or group
discussions, and evaluations of the PGS initiative and its processes.

4.4 Certification refers to a procedure by which a government agency or an accredited

organic certifying body (OCB)/core PGS group provides written or equivalent
assurance that farms, or production and processing systems, conform to organic
standards.

4.5 Complaint refers to a written expression of dissatisfaction by any person or

organization to the competent authority and/or accredited PGS group relating to its
activities and operations.

4.6 Core PGS group refers to the basic grouping unit in the PGS with at least 5 farmers
whose farms may have a combination of crops and livestock (per item (y) of Rule 3.1
of the Implementing Rules and Regulations of the amended Organic Agriculture Act
of 2010) production certified organic by BAFS within the municipality, city or
province. It may add to its membership farmers from other sectors in agriculture,
NGOs, people’s organizations, buyers of organic agriculture products, suppliers of
organic inputs, among others, who all live or operate within the province and
regularly interact with the concerned PGS group.

4.7 Domestic market refers to market reach of PGS guaranteed products, which denotes
national or regional borders or locality (e.g., provincial, municipal or barangay
level), wherein farmers may directly link with consumers or indirectly through an
intermediary. PGS groups are locally relevant and shall promote food self-sufficiency
within the community.

4.8 Impartiality refers to the presence of objectivity. Objectivity is understood to mean

that conflicts of interest do not exist or are resolved so as not to adversely influence
the activities of the body. Other terms that are useful in conveying the element of
impartiality are independence, freedom from conflicts of interest, freedom from
bias, freedom from prejudice, neutrality, fairness, open-mindedness, even-
handedness, detachment and balance.

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4.9 Internal Standard refers to a document approved by consensus by the PGS group,
which can be repeatedly used to provide rules, guidelines, or characteristics of a
product, process, or production method fit for their purpose.

4.10 Noncompliance refers to the non-fulfillment or failure to meet a requirement of

applicable PNS relevant to organic agriculture and other regulatory requirements.

4.11 Organic Certifying Body (OCB) refers to a legal entity accredited by a government
agency to perform inspection and certification activities. It is responsible for
verifying that a product sold or labeled as ‘organic’ is produced, processed,
prepared, or handled according to relevant guidelines.

4.12 Participatory Guarantee System (PGS) refers to a locally focused quality assurance
system which is developed and practiced by people actually engaged in organic
agriculture. It is built on a foundation of trust, social network, and knowledge
exchange. It is used to certify producers and farmers as actual and active
practitioners of organic agriculture.

4.13 Participatory Organic Certificate (POC) refers to a documentary proof that a core
PGS group or a farmer member of the accredited PGS group is compliant with the
requirements, standards and norms of organic farming/agriculture. It shall be
issued by a government agency or by an authorized OCB, after the conduct of an
investigation and certification activity on the application for certification by the core
PGS group. It shall have a validity of three (3) years.

4.14 Peer review refers to a process where farmer members assess the compliance of
production practices of their peers to the internal standards and procedures set by
the PGS group; also refers to farm inspection.

4.15 PGS group refers to a legal association or cooperative of registered farmer members
and other stakeholders in a Participatory Guarantee System.

4.16 Sanctions refers to a penalty imposed by a core PGS group for the noncompliances of
its farmer-members with the PNS relevant to organic agriculture.

4.17 Self-review refers to a process by which a farmer member assesses his own farming
practices using the internal standards and procedures set by the PGS group.

4.18 Stakeholders refers to the collective term for all involved in the establishment,
operation, and maintenance of a Participatory Guarantee System. It includes the
following:

4.18.1.1 Primary stakeholders refer to farmers, processors, traders, and

consumers with the highest level of involvement in the PGS activities.
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4.18.1.2 Supplier groups refer to the groups that supply inputs, machineries,
equipment, and packaging materials.
4.18.1.3 Support sectors refer to the academic and research institutions,
government agencies (LGAs/LGUs/NGAs), financial institutions, NGOs,
and people’s organizations (POs) sectors that offer technical and/or
financial support.

4.19 Suspension refers to the temporary invalidation of the POC due to violation(s) or
non-compliance(s) found during monitoring through peer review or validated
reports (e.g. report from the monitoring of BAFS). Suspension shall be elevated to
Revocation if not resolved by the farmer-member.

4.20 Revocation refers to the complete withdrawal of the POC due to violation(s) or non-
compliance(s) found during monitoring through peer review or validated reports
(e.g. report from the monitoring of BAFS). Revocation of POC shall be elevated to
denial for certification as a consequence of not resolving the violations(s).

4.21 Written Warning refers to a warning issued by the accredited OCB reiterating the
violation(s) or non-compliance(s) found during monitoring through peer review or
validated reports (e.g. report from the monitoring of BAFS). A written warning shall
be elevated to Suspension if not acted upon by the farmer-member.

5 Structure and Organization

5.1. Organizational Structure and Committees

Management
Committee

Secretary &
Records

Appeals &
Peer Review Certification Election
Complaints
Committee Committee Commitee
Committee

Figure 1. Organizational Structure of (PGS GROUP/ORGANIZATION)

Table 1. Committees of (PGS GROUP/ORGANIZATION).

Committees Chairman and Members
Management Committee Chairperson:
Vice Chairperson:
Secretary & Records:
Member/s:
1.
2.

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Peer Review Committee Chairperson:

Member/s:
1.
2.
3.
4.
Certification Committee Chairperson:
Vice Chairperson:
Member/s:
Appeals and Complaints Chairperson:
Committee Vice Chairperson:
Member:
Election Committee Chairperson:
Member/s:
1.
2.

5.2 Roles and Responsibilities

5.2.1 PGS Group. The PGS Group of (PGS GROUP/ORGANIZATION) shall constitute
five (5) committees namely: management committee, peer review
committee, certification committee, appeals and complaints committee, and
election committee. Additional committees may be created as needs arise.

5.2.1.1 Management Committee

The following shall be the functions of the committee:

5.2.1.1.1 spearhead the development of its Manual of Operations;

5.2.1.1.2 ensure full compliance on the Operations Manual and
Internal Standards requirements covering the farms,
including post-harvest and trading, marketing/trading
both in-house and out-sourced, as well as maintenance of
the documentation system;
5.2.1.1.3 determine the composition of the Committee;
5.2.1.1.4 responsible for the general management of group
activities;
5.2.1.1.5 spearhead in the planning and conduct of trainings and
other activities for the members;
5.2.1.1.6 conduct orientation to members and other stakeholders;
5.2.1.1.7 spearhead the implementation of capacity building
activities of the organization including but not limited to
trainings, participation to seminars and workshops, and
the likes;

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5.2.3.1.8 accept application for membership

5.2.3.1.9 review and evaluate application forms based on the basic
requirements set by the group;
5.2.3.1.10 assist farmer-applicant with non-compliances based on
the evaluated and submitted documents;
5.2.3.1.11 provide technical assistance to all farmer members (i.e
crop production, pest management, post-production
handling, etc.);
5.2.3.1.12 organize, manage and coordinate the activities leading to
peer review;
5.2.3.1.13 direct and coordinate with peer review committee to plan
inspection activities on designated areas and discuss the
scheduling of physical inspection of farmer applicants;
5.2.3.1.14 accept and screen applications for certification
5.2.3.1.15 ensure that all applicant is qualified and has complied all
basic documentary requirement;
5.2.3.1.16 endorse applications to the Peer Review Committee;
5.2.3.1.17 issue Participatory Organic Certificate (POC) upon receipt
of the Certification Review Report with approved status
from the Certification Review Committee;
5.2.3.1.18 monitor documents and records of the farmer-members,
and the flow of processes and products; and
5.2.3.1.19 provide notifications regarding PGS-related information
to all farmer-members through formal and informal
means.

5.2.3.2 Secretary & Records

The following shall be the functions of the committee:
5.2.3.2.1 accept application for membership;
5.2.3.2.2 check and evaluate completeness of submitted
documents base on the basic requirements;
5.2.3.2.3 accept application for organic certification;
5.2.3.2.4 ensure the completeness of the submitted documents by
the farmer applicants for organic certification;
5.2.3.2.5 prepare agenda and minutes of the meetings
(Management Committee and General Assembly);
5.2.3.2.6 maintain the effective recording and management
5.2.3.2.7 keep the records and documents of the PGS Group

5.2.3.3 Peer-Review Committee

The following shall be the functions of the committee:

5.2.3.3.1 carry out the inspection and monitoring of farmer

members;
5.2.3.3.2 recommend decisions to the Certification Committee;

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5.2.3.3.3 Conducts interview and effective internal inspection and

verification in the farm; and
5.2.3.3.4 Submit reports directly to Management Committee.

5.2.3.4 Certification Committee.

The following shall be the functions of the committee:

5.2.3.4.1 check the completeness of peer review outputs,

5.2.3.4.2 assess the severity of non-compliance (NC);
5.2.3.4.3 define corrections and corrective actions, and validate
recommendations submitted by the Peer Review
Committee;
5.2.3.4.4 issue certification decisions and recommend to the
Management Committee the issuance of the POC; and
5.2.3.4.5 enforce sanctions for NC, as necessary.

5.2.3.5 Appeals and Complaints Committee.

The following shall be the functions of the committee:

5.2.3.5.1 receive, evaluate, and make decisions on appeals and

complaints, and be accountable for safeguarding the
impartiality with respect to the appeals and complaints;
and
5.2.3.5.2 provide recommendations to the appropriate committee
for further deliberations and decisions.

5.2.3.6 Election Committee.

The following shall be the functions of the committee:

5.2.3.6.1 Formulate election rules and guidelines and recommend

to the General/Representative Assembly for approval;
5.2.3.6.2 Recommend necessary amendments to the election rules
and guidelines, in coordination with the Board of
Directors, for the General/Representatives Assembly's
approval;
5.2.3.6.3 Implement election rules and guidelines duly approved by
the General/Representative Assembly;
5.2.3.6.4 Supervise the conduct, manner and proceedings of
election and other election- related activities and act on
the changes thereto;
5.2.3.6.5 Canvass and certify the results of the election;
5.2.3.6.6 Proclaim the winning candidates and make an
appointment letter;

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5.2.3.6.7 Decide election and other election-related cases except

those involving the Election Committee or its members;
and
5.2.3.6.8 Perform such other functions as prescribed in the By-laws
or authorized by the General/Representative Assembly.

5.2.3.7 Farmer-members.

Group members of (PGS GROUP/ORGANIZATION) shall:

5.2.3.7.1 strictly observe the rules and regulations of the group;

5.2.3.7.2 actively participate in all group activities, training
workshops and study tours;
5.2.3.7.4 commit to ensure integrity of organic agriculture and sell
quality products to the production group as per
commitment (if any);
5.2.3.7.5 contribute enough funds and group fees in time in
accordance with agreed regulations (if any);
5.2.3.7.6 mobilize and encourage other members of the group to
apply techniques compatible with the internal standard
and share experiences to help each other;
5.2.3.7.7 comply with the internal standard decided by the (PGS
GROUP/ORGANIZATION);
5.2.3.7.8 Adhere to traceability systems;
5.2.3.7.9 Record and store information related to production and
consumption;
5.2.3.7.10 Agree to let the internal inspectors perform the
inspection work; and
5.2.3.7.11 Make corrections to address noncompliance (if any)
following peer review results.

5.2.3.8 Non-Farmer-members.

Group members of (PGS GROUP/ORGANIZATION) shall:

5.2.3.8.1 strictly observe the rules and regulations of the group;

5.2.3.8.2 actively participate in all group activities, training
workshops and study tours;
5.2.3.8.3 contribute enough funds and group fees in time in
accordance with agreed regulations (if any);
5.2.3.8.4 comply with the rules and regulation by the (PGS
GROUP/ORGANIZATION);

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6 Procedures

6.1 Procedure for application for membership

6.1.1 Qualification for membership. Membership to the group is open to all

organic agriculture stakeholders including practitioners, NGOs, people’s
organizations, buyers of organic products, suppliers of organic inputs,
processors who all live and operate within the Municipality and have a good
standing. The farmer-applicants must be utilizing not more than five (5)
hectares of land for the single purpose or, of a combination of, agricultural
crop production, including rice and corn, aquaculture, and poultry/livestock
raising.

6.1.2 Membership Requirements. To be a member of the group, the applicant

shall participate to training or orientation on the Manual of Operations,
Internal Standards on Organic Agriculture, manual of operations, and policies
and procedures.

6.1.3 Procedure for membership. The following are the step-by-step procedure
to be undertaken by an applicant to become a member of the group including
the timeline and the concerned PGS Committee for this procedure:

6.1.3.1 The farmer-applicant shall submit the following documentary

requirements to the Management Committee:

6.1.3.1.1 Signed Application form (For couples, 1 applicant from

any of them will do.);
6.1.3.1.2 Declaration of Conflict of Interests;
6.1.3.1.3 Signed Membership Agreement
6.1.3.1.4 RSBSA Registration; and
6.1.3.1.5 Certificates of training related to organic agriculture
6.1.3.2 The non-farmer applicants from other stakeholder shall submit
the following documentary requirements to the Management
Committee.
6.1.3.2.1 Application form; and
6.1.3.2.2 Certificates of training related to organic agriculture.
6.1.3.3 The Management Committee shall evaluate the application
package within ____ working days.
6.1.3.4 The Management Committee shall approve the application and
assign a farm code for the farmer-member.
6.1.3.5 The Management Committee through its Secretary shall notify the
farmer applicant of the approval of his/her membership and the
assigned farm code with the attached membership agreement
form, farmer’s pledge, and list of fees through formal and informal
means within____ working days.

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6.1.3.6 The farmer-member shall submit the accomplished membership

Agreement Form and Farmers’ Pledge to the Management
Committee.
6.1.3.7 The applicants shall pay the following fees to the treasurer of the
(PGS GROUP/ORGANIZATION):
6.1.3.7.1 Membership fee: (e.g. Php100.00) – farmer & non-
farmer
Php40.00 - ID/Certificate
Php60.00 - Administrative Cost
6.1.3.7.2 Inspection Fee: (e.g. Php_____ and breakdown)
6.1.3.7.3 Initial share capital: (e.g. Php ____ and breakdown)
6.1.3.8 The Management Committee shall keep a record file for each
member.

6.1.4 Termination of membership. Termination of membership is caused by

physical death, physical incapacitation and voluntary withdrawal through a
written document to be submitted to the Management Committee. The
Management Committee shall update its record of members.

6.2 Procedure for creation and maintenance of committees

6.2.1 Creation of committees. (The PGS GROUP/ORGANIZATION) shall the create

committees and selection its members that will ensure impartiality and
balanced representation in each level of the PGS group structure.

6..2.1.1 At the minimum, the (PGS GROUP/ORGANIZATION) shall have five

(5) committees: Management Committee, Peer Review Committee,
Certification Committee, Appeals and Complaints Committee, and
Election Committee.

6.2.1.1.1 Management Committee. The committee shall

comprise of the Chairperson, Vice Chairperson,
Secretary or Records Officer and at least two members.

6.2.1.1.2 Peer-Review Committee. The committee shall

comprise of the chairperson and at least four (4)
members. Members of this committee must not be
members of the certification committee and appeals
committee. The peer reviewers must be farm owners
implementing organic farming system.

6.2.1.1.3 Certification Committee. The committee shall

comprise of the Chairperson, Vice Chairperson and one
member. This committee shall be composed of at least

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three (3) competent representatives from stakeholders

that are not involved in the peer review and appeals
process.

6.2.1.1.4 Appeals and Complaints Committee. The committee

shall comprise of the Chairperson, Vice Chairperson and
one member. This committee shall be composed of at
least three (3) competent representatives from
stakeholders that are not involved in the peer review
and certification process. No conflict of interest among
the members of this committee must be ensured.

6.2.1.1.5 Election Committee. The committee shall comprise of

the chairperson and at least two (2) members. Members
of this committee must not be members of other
committees.

The (PGS GROUP/ORGANIZATION) may create

committees other than the above-stated as needs arise.

6.2.1.2 Qualifications of committee members. To ensure competence,

the committee members shall comply with the resource
requirements supported by evidence such as but not limited to
certificates, diploma, trophy, medal, photos, etc.

6.2.1.2.1 Qualifications of management committee members.

To ensure competence of the committee members, they
shall have the following minimum qualifications:
6.2.1.2.1.1 attended Training on Organic Agriculture
Production Technology and/or related
Organic Agriculture Courses/activities
(Certificate of Training);
6.2.1.2.1.2 attended PGS orientation (Certificate of
Attendance/Participation); and
6.2.1.2.1.3 has proven capability to lead/manage a
group (i.e., leadership positions in other
associations/groups) (Appointment
Letter, Special Order).

6.2.1.2.2 Qualifications of peer reviewers. To ensure

competence of the peer reviewers, they shall have the
following minimum qualifications:
6.2.1.2.2.1 must have undergone two (2) Trainings
on Internal Standards or similar course
(Certificate of Training);

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6.2.1.2.2.2 participated as observer in at least 1 peer

review of the accredited core PGS group
or inspection by BAFS (Certificate of
Training/Competency Certificate); and
6.2.1.2.2.3 farm owner implementing organic
farming system (Organic Certification).

6.2.1.2.3 Qualifications of certification officers. To ensure

competence of the certification officers, they shall have
the following minimum qualifications:
6.2.1.2.3.1 attended training on PGS (Certificate of
Training); and
6.2.1.2.3.2 knowledgeable in the process of PGS
certification.

6.2.1.2.4 Qualifications of appeals and complaints committee

members. To ensure competence of the committee
members, they shall have the following minimum
qualifications:
6.2.1.2.4.1 with experience on handling complaints
and mediation processes (Certificate of
Training/Performance and Evaluation
Report); and
6.2.1.2.4.2 must have a knowledge on the group’s
operation, procedures and internal
standards (Certificate of Training).

6.2.1.2.5 Qualifications of election committee members. To

ensure competence of the committee members, they
shall have the following minimum qualifications:
6.2.1.2.5.1 Knowledgeable on the position handle
6.2.1.2.5.2 must have a knowledge on the group’s
operation, procedures and internal
standards (Certificate of Training).
6.2.1.2.5.3 No conflict of interest

6.2.2 Selection of committee members. The PGS GROUP/ORGANIZATION shall

select committee members from the pool of its farmer-members by election
during the general assembly. Committee members shall serve for ___ years.

6.2.2.1 Election of the committee members

6.2.2.1.1 The members of the different committees shall be

elected by secret ballot by members entitled to vote
during the Annual Regular General Assembly meeting or

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Special General Assembly meeting called for the

purpose.
6.2.2.1.6 To be elected, a candidate must receive a majority of
affirmative votes from the members voting in the
election. Ballots should be cast marked with the name of
an announced candidate.
6.2.2.1.7 A candidate can withdraw at any time from subsequent
votes.
6.2.2.1.8. In the case there are more than two candidates running
and none receive a majority of affirmative votes in a
vote, the vote is rerun with only the candidates
receiving the two highest vote counts eligible. (This may
result in more than two candidates being eligible.) The
vote is retaken in the case of a tie (either for first or
second place on the result). The presiding officer uses a
coin toss to choose which candidate is to remain eligible
if the tie persists after the second vote.

6.2.2.2 Appointment of the committee members

6.2.2.2.1 The Election Committee shall appoint the elected

Chairpersons, Vice Chairpersons, and members of the
committees created for the operation of the PGS for
organic production.
6.2.2.1.2. The Election Committee shall issue an appointment
letter and notify the appointed officers.
6.2.2.1.3 Oath-taking of officers will be conducted during the
general assembly of the (PGS GROUP/ORGANIZATION).

6.2.2.3 Reelection of committee members

6.2.2.2.1 A committee member may be reelected in the same

position in the committee or in another position of a
different committee.
6.2.2.1.2. Similar processes as per Clauses 6.2.2.1 and 6.2.2.3 will
be followed.

6.3 Procedure for maintaining the competence of members directly involved on

certification

6.3.1 The Management Committee shall ensure maintenance of competence of

members who are directly involved in the participatory certification process
by regular participation in training related to their position/designation.
6.3.2 The Management Committee shall develop a learning and development
program specifying the schedule of training/capability building activities,
target participants, training materials/presentations, etc.

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6.3.3 The Management Committee shall provide training at least once a year to its
members as guided by the learning and development program.
6.3.4 The Management Committee shall establish policies (i.e. attendance to
training /activities regularly, regular review of the manual of operations,
internal standards, policies and procedures) to ensure that the management,
peer reviewers, certification officers, and appeals and complaint committee
members are competent in performing their assigned roles and
responsibilities; and
6.3.5 The Management Committee shall conduct performance evaluation of
committee members every year. A performance evaluation form shall be
devised for the said purpose.
6.3.6. The Management Committee shall conduct annual assessment of committee
members through an examination to evaluate their understanding of the
internal standards and the manual of operations. An evaluator shall also be
assigned by the Management Committee to observe a peer-reviewer in the
conduct of peer reviews.
6.3.7 Based on the assessment, the Management Committee shall review the
training program and incorporate capability building activities needed for
the committee members involved in the certification.
6.3.7 Training and evaluation records, and other training related materials shall be
maintained by the Management Committee.

6.4 Procedure for learning and development program

6.4.1 The Management Committee shall develop the PGS group’s Learning and
Development (L&D) Program which encourages learning among
stakeholders. At the minimum, the L&D Program includes the frequency,
learning materials, and activities.
6.4.2 A training plan shall also be developed based on the L&D program. The
training plan provides the details of each capability building activities such as
the objective, schedule, resource person, required attendees, and learning
materials.
6.4.3 The Management Committee shall organize or outsource capability building
activities. These activities shall be conducted at least once a year and based
on the L&D Program. These activities include but are not limited to the
following:
6.4.3.1.1 internal standards, participatory certification process, manual of
operations for the peer reviewers and certification officers; and
6.4.3.1.2 internal standards, current applicable PNS, policies, procedures,
relevant regulations, and new technologies for members and
stakeholders.
6.4.4 The Management Committee shall ensure that resource persons both internal
or external to the group are competent through attendance to various
training or courses. Case profile of resource persons with updated curriculum
vitae and training certificates shall be kept managed by the Management
Committee.

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6.4.5 The Management Committee shall develop learning materials which contain
the internal standards, certification process, policies, procedures, relevant
regulations, and new technologies, applicable to the group. These learning
materials will be developed into manuals, modules, protocols, and production
guides.
6.4.6 The Management Committee shall utilize activity feedback form and survey
form to collate suggestions and recommendations from members and other
stakeholders to further improve the L&D Program. These recommendations
can be collected during the end of activities, regular assemblies, and audits by
BAFS.
6.4.7 The Management Committee shall convene for a meeting to assess the
feedback and survey forms, and review and improve the L&D program.

6.5 Procedure for selecting the specific peer reviewers for every application for
certification

6.5.1 Upon receipt of complete application requirements from the Management

Committee, the peer review committee shall convene to discuss the
application package.
6.5.2 The Chairperson of the peer review committee shall select at least three (3)
committee members to conduct peer-review of farm.
6.5.3 The selected members shall agree to the instruction and ensure that there is
no conflict of interest. The “No conflict of Interest” form shall be signed by all
Peer Reviewer to ensure that there is no conflict of interest.
6.5.4 A peer reviewer shall inhibit themselves during the review of their own farm
and if conflict of interest is foreseen.
6.5.5 The conduct of peer review shall be based on Internal Standards and Manual
of Operations.

6.6 Procedure for handling application for certification, peer review, certification
decision, granting and issuance of POC

6.6.1 Application process and initial review of application

6.6.1.1 The farmer-member shall submit to the Management Committee

the accomplished application form with the following
documentary requirements and fees:
6.6.1.2 Signed farmer's pledge;
6.6.1.3 Farm map and profile including practices;
6.6.1.4 Accomplished Self-review form as per Annex ___; and
6.6.1.5 Certification fee of PhP ________ which include travel
expenses:
fuel/fare_______%
vehicle maintenance_______%
meals & snacks________%,
inspection fee________%,

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office supplies _________%

and other administrative costs___________%.
6.6.1.2 The Management Committee shall review the completeness and
veracity of the submitted documents within ____working days
upon receipt of complete application documents from the farmer-
member.
6.6.1.3 If the application adheres to the basic requirements, the
Management Committee shall endorse to the peer review
committee the approved application including all submitted
documents within ___ working days after complete review of the
documents.

6.6.2 Peer review process

6.6.1.1 The Peer Review Committee shall receive application package

from the Management Committee.
6.6.1.2 The Peer Review Committee shall convene to initially evaluate as
a team the application documents endorsed by the Management
committee team and agree on the schedule for peer review
processes.
6.6.1.3 The Peer Review Committee shall select the peer reviewers.
Selection of peer reviewers shall be based on the scope of their
certification or experience or attended trainings. The meeting
shall be documented.
6.6.1.4 The Peer Review Committee shall prepare a peer-review plan
detailing the composition of the peer reviewers and peer-review
schedule.
6.6.1.5 The Peer Review Committee shall conduct inspection and
validation of claims based on submitted documents. The following
activities include:
6.6.1.6 The Peer Review Committee shall shall notify the applicant of the
schedule of peer review at least _____ working days prior to its
actual conduct. The applicant(s) shall sign the conforme to
confirm the peer review plan, which includes the schedule and
itinerary as a sign of agreement authorizing the peer reviewers to
enter their premises.
6.6.1.7 The Peer Reviewers shall conduct the peer review as scheduled.
The activities are as follows:
6.6.1.7.1 conduct an opening meeting;
6.6.1.7.2 conduct site visits to facilities, fields, and storage units,
which may also include visits to non-organic
production units to assess the production, processing
and handling system, and identify areas of risk to
organic integrity; and identification of location
coordinates of inspected farms;

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6.6.1.7.3 in cases where a risk is observed, laboratory analysis

shall be required. Laboratory analysis (water, soil, NPK
content etc.) shall be shouldered by the farmer
concern, if found necessary;
6.6.1.7.4 Review of records and accounts in order to verify flow
of goods (e.g. production/sales reconciliation on farms,
input/output reconciliation and the traceability in
processing and handling facilities);
6.6.1.7.4.1 The Committee may request for
additional records or evidence to valid
information during on-site visit; and
6.6.1.7.5 Conduct a closing meeting with the farmer applicant
where all compliances and non-compliances shall be
enumerated to the farmer applicant. In cases of
presence of noncompliances, a timeline for
implementation of correction and corrective action
plan should be agreed by the peer reviewer and the
farmer applicant. The following are the
noncompliances and the timeline.
6.6.1.7.5.1 Major Noncompliances shall be fully
addressed, and compliance
demonstrated within a period up to 3
months; and
6.6.1.7.5.2 Minor Noncompliances shall be fully
addressed, and compliance
demonstrated within a period up to 12
months.
6.6.1.8 After Peer Review, the Committee shall present and explain their
findings to the farmer applicant. Both the Committee and the
farmer shall affix their signatures to the inspection report for
confirmation.
6.6.1.9 The Peer Review Committee shall submit their recommendation
using the committee review form to the Certification Committee
within _____ working days.

6.6.2 Certification review process

6.6.2.1 The Certification Committee shall convene to review the results of

the peer review, laboratory analysis, if there is any, and other
evidence of compliance.
6.6.2.1.1 Application will be denied due to possible
inconsistencies or non-compliance indicated in the
Peer Review Report. Applicant shall resubmit
application once inconsistencies or noncompliances
have been addressed.
6.6.2.1.2 Applicant shall follow processes as per Clauses _______

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6.6.2.2 The Certification Committee shall issue its certification decision

based on the results of the review to the Management Committee
within ____ working days.

6.6.3 Granting and maintaining certification process

6.6.3.1 Upon full compliance of all certification requirements, the

Management Committee shall issue the Participatory Organic
Certificate (POC) based on the decision of the Certification
Committee to the farmer member valid for three (3) years from
the date of issuance.
6.6.3.2 The Management Committee shall issue the POC (Annex __) to the
farmer-member within ____ working days.
6.6.3.3 The POC shall contain the following information:
6.6.3.3.1 name of farmer member;
6.6.3.3.2 name of farm;
6.6.3.3.3 farm address;
6.6.3.3.4 farm code;
6.6.3.3.5 farm size;
6.6.3.3.6 scope of certification;
6.6.3.3.7 list of commodities and annual estimated volume per
commodity;
6.6.3.3.8 PGS group’s logo;
6.6.3.3.9 Philippine PGS Guaranteed Organic mark; and
6.6.3.3.10 Validity of certificate.

6.6.3.4 The Management Committee shall not issue POC to farmer members under the
in-conversion period
6.6.3.5 The Management Committee shall not issue POC to organic farmer members
who have not availed certification.

6.7 Procedure for the conduct of annual monitoring of certified farmer members

6.7.1 The Management Committee shall develop a monitoring plan which

indicates the schedule of monitoring of each certified farmer-member, and a
mechanism in assigning personnel to carry out the monitoring within the
validity of the POC.
6.7.2 The Management Committee shall conduct annual monitoring of certified
farmer member every anniversary of the inspection.
6.7.3 The Management Committee must ensure no conflict of interest in assigning
Peer Review Committee members to conduct monitoring of farmer-
member.
6.7.4 The Peer Review Committee shall notify the applicant of the schedule of
monitoring at least _____ working days prior to its actual conduct.

6.8 Procedure for renewal of certification

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6.8.1 The Management Committee shall notify the certified farmer-members to

apply for renewal of POC through formal and informal means
__(months)_________ before expiration of validity.
6.8.2 Application for renewal shall follow the procedure for handling application
for certification, peer review, certification decision, granting and issuance of
POC.
6.8.3 Applications for renewal received by the Management Committee at least
______working days prior to the expiration of POC shall be acted upon. If the
Management Committee fails to issue a POC prior to the expiration, the
validity of the POC shall be deemed extended to _______ working days. If the
applicant fails to comply within the prescribed time shall result in the denial
of their renewal for POC.
6.8.4 Applications for renewal received by the Management Committee less than
_____working days prior to the expiration of the POC and those with expired
POC shall be treated as a new application and shall undergo the entire
application process starting from the submission of documentary
requirements.
6.8.5 The following criteria shall be considered when formulating decision on
whether to grant or deny renewal of POC:
6.8.5.1 results of peer reviews, closure of major noncompliance, and
acceptable correction and correction action plan for minor
noncompliance; and
6.8.5.2 results of monitoring of peer reviewers; and
6.8.5.3 results of surveillance of BAFS.

6.9 Procedure for imposing sanctions: written warning, suspension, or revocation

8.8.1 Sanctions and Penalties. The following measures shall be invoked by Peer
Review Committee based on the noncompliances with the internal standards
and the manual of operations committed by farmer-members:

6.9.1.1 Written warning. This sanction shall be issued by Peer Review

Committee to farmer-members found to have non-compliances
during monitoring through peer review or validated reports.
6.9.1.2 Suspension. This sanction shall be issued by the Peer Review
Committee to farmer-members as a temporary invalidation of the
POC due non-compliance(s) found during monitoring through
peer review or validated reports (e.g. report from the monitoring
of BAFS).
6.9.1.3 Revocation. This sanction shall be issued by the Peer Review
Committee to farmer-members as a complete withdrawal of the
POC due non-compliance(s) found during monitoring through
peer review or validated reports (e.g. report from the monitoring
of BAFS).

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6.9.2 The Peer Review Committee shall refer to the Participatory Guarantee
System Catalogue of Sanctions for the Noncompliances with the Philippine
National Standards Relevant to Organic Agriculture as basis in the imposition
of sanctions to farmer-members.
6.9.3 Breach of membership agreement may serve as administrative
noncompliance and can be imposed with sanction by the Peer Review
Committee.
6.9.4 The Peer Review Committee shall endorse the findings and recommended
sanctions to the Certification Committee.
6.9.5 The Certification Committee shall assess the severity of the noncompliances
and decide on the sanctions to be imposed to the farmer-member.
6.9.5.1 For written warnings, the Chairperson of the Certification
Commmittee shall issue a notification to the farmer-member
through formal or informal means.
6.9.5.2 For suspension and revocation, the Certification Committee shall
endorse the decision to the Management Committee. The
Management Committee shall notify the farmer-member through
formal or informal means.
6.9.6 The Management Committee shall specify the conditions and requirements
for discontinuation of use and return of certification documents, and any
other action if the certification is suspended or revoked.

6.10 Procedure for handling complaints and appeals

6.10.1 Complaints and appeals against the procedure and operation of the group
shall be filed by the complainant or appellant to the Appeals Committee.
6.10.2 Appeals and Complaints should be done in writing and properly addressed to
management.
6.10.3 The Appeals Committee shall acknowledge the receipt of the complaint or
appeal within ____ working days following it receipt.
6.10.4 The received complaint or appeal shall be acted upon by the Appeals
Committee within ___working days.
6.10.5 The Appeals Committee shall summon witnesses that will be able to shed
light on the complaint.
6.10.6 The Appeals Committee shall communicate in formal writing the decision of
the appeals committee to the complainant or the appellant.
6.10.7 The Appeals Committee shall record and track complaints and appeals, as
well as actions undertaken to resolve them.
6.10.8 Complaints beyond the certification activities and operations of the PGS
group shall be handled by the management committee.
6.10.9 Complaints, including actions taken, will be tracked, and recorded by the
Secretary of the Management Committee.

6.11 Procedure for handling and assisting non-compliant farmer-members

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6.11.1 The Management Committee shall form a pool of mentors with the main task
of mentoring and coaching farmer-members.
6.11.2 The identified mentors must have experience on certification process, be a
certificate holder of Organic Agriculture Production and other related
trainings/courses, be knowledgeable on internal standards and manual of
operations; and have a farm that has been previously or is currently certified.
6.11.3 The Secretary of the Management Committee shall keep a case file of all
identified mentors.
6.11.4 The Management Committee shall identify and assign the mentor to provide
technical assistance to non-compliant farmers-members.

6.12 Procedure for the conduct of regular assembly of the PGS Groups

6.12.1 The PGS Group shall participate in the conduct of the (PGS
GROUP/ORGANIZATION)’s regular assembly meeting and general assembly
meeting. All proceedings and business(es) undertaken at the General Assembly, if
within the powers or authority of the PGS Group, there being a quorum, shall be
valid.

Members are required to attend the meetings for the purpose of exercising all the
rights and performing all the obligations pertaining to them, as provided by the PGS’
Manual of Operations.
6.12.1.1 Regular Assembly Meeting. The PGS Group shall hold its regular
monthly meeting every ____________ of the month.
6.12.1.2 General Assembly Meeting. The General Assembly shall hold its
annual regular meeting every ________________of the year at the
principal office of the PGS Group or at any place as may be
determined by the Management Committee.
6.12.2 The Management Committee shall ensure that all members of the group
have attended the general assembly through advance notification to
members by formal or informal means, and monitoring of attendance
sheets.
6.12.3 The Management Committee will spearhead the meetings. As far as
practicable, the order of business of a Regular General Assembly meeting
shall be:
a. Call to Order;
b. Proof of due notice;
c. Roll Call;
d. Reading, consideration and approval of the minutes of the previous
meeting;
e. Presentation and approval of the reports of the Management Committee,
other committees, and all other required reports;
f. Unfinished business; and
g. Updates and other ways to improve the group

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h. Election of committee members

i. Announcements; and
j. Adjournment
6.12.4 Members who failed to attend the said assembly without further notice and
have no justifiable reason is subject for sanction under administrative case.

6.13 Procedure for promotion activities

6.13.1 The Management Committee shall implement promotion programs for

organic agriculture such as market day, field day, and social media
promotions.
6.13.2 The promotion program shall include the name of the promotional activity,
schedule, target location and platform, and budgetary and manpower
requirement.
6.13.3 The Management Committee shall prepare activity and sales report and
have it kept in the records of the PGS Group.

6.14 Procedure for the traceability system and regular product flow monitoring

6.14.1 Farm code and lot number system assignment

6.14.1.1 Coding system shall be established by the PGS Group. A specific

farm code shall be given to the new farmer-member.
6.14.1.2 Upon approval of membership, the group will give code number to
all members.
6.14.1.3 Code number is given indicating the first letter of alphabet of the
first name and the assigned number of the member reckoned from
the last member’s number. (Ex. Aries Cofero code number is A-
21)
6.14.1.4 Date of harvest of every delivery will be written at the farm
records and label of the products.
6.14.1.5 Individual farms shall have lot numbers in the area registered.
(Ex: A-21 has 2 lots, each lots shall be assigned with numbers (lot
1 and lot 2).
6.14.1.6 Farm code shall be read A-21-1. A-21 refer to the farmer code
while number 1 refers to the lot number

6.14.2 Product flow monitoring

6.14.2.1 All products will be consolidated by the group and recorded in the
system based on farm code.

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6.14.2.2 Certified organic products and non-certified products shall be

separated starting from production area to the consolidation and
marketing area.
6.14.2.3 Only the certified products are allowed for the use of the PGS logo,
while the non-certified products will be label as healthy option.

6.15 Procedure for managing records

6.15.1 Maintenance of information

6.15.1.1 The Management Committee shall ensure maintenance of the

information necessary for the verification of production, storage,
processing, purchase and sales; and other relevant
documentation to provide adequate inspection trails and
traceability of organic produce and/or products. A case file for
each farmer member shall include the following:
6.15.1.1.1 Accomplished Application Forms (Annex __)
6.15.1.1.2 Signed Farmer’s Pledges (Annex __);
6.15.1.1.3 Signed Membership agreements (Annex ___);
6.15.1.1.4 Records generated from peer review and
certification activities
6.15.1.1.4.1 accomplished self-review and peer
review form (Annex ___)
6.15.1.1.4.2 Accomplished certification decision
form; and
6.15.1.1.4.3 other documents that provide
evidence of compliance);
6.15.1.1.5 Database (Report Template in Annex __);
6.15.1.1.6 Accomplished Appeals Decision Forms and records
generated from verifying the filed appeals and
complaints; and
6.15.1.1.7 Other records deemed necessary by the group.

6.15.2 Documentation and Data Control

6.15.2.1 All pertaining activities which have impact in the system should
be documented with control numbers. National standards and
other relevant standards are considered as externally generated
documents, and changes are communicated to all concerned
Management Team and PGS personnel.
6.15.2.2 The PGS maintain the files of all members under the Group
Certification. Records of individual farmers are kept on file,
traceable and readily retrievable during inspection. Database files
are also maintained and updated. Records are kept for retention
not less than 5 years.

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6.15.2.3 Establish a Farmer’s List which serves as the summary of

registered farmers. The list is comprised of Farmer’s code, farm
profile, total area recommended for certification, date of
registration, date of internal inspection, and other relevant data.

6.16 Procedure for the use of the PGS group’s logo and the Philippine PGS
Guaranteed Organic Mark

6.16.1 The group shall give authority to its certified farmer-members to use the
official PGS group’s logo (Annex__) and the official artwork of the ‘Philippine
PGS Guaranteed Organic’ mark (Annex___) for management systems that
correspond with the scope to which the group is accredited.
6.16.2 Certified farmer-members shall use the ‘PGS Guaranteed Organic’ Mark with
the Accreditation Number in conjunction with PGS group’s logo.
6.16.3 The ‘Philippine PGS Guaranteed Organic’ mark shall only be used on:
6.16.3.1 PGS certified products, including primary packaging or adhesive
tape; and
6.16.3.2 Product documentation (e.g., technical specifications and
catalogue pages)
6.16.4 To avoid misinterpretation, the ‘Philippine PGS guaranteed Organic’ mark
shall appear only on organic certificates and on the label of all PGS certified
produce and products.
6.16.5 The group shall monitor the proper use of logo by its certified farmer-
members and impose sanctions to those who found to be noncompliant.
6.16.6 Improper use of logo of the PGS group and Philippine Organic Guaranteed
Organic by the member is subject to suspension and maximum of expulsion
to the PGS group.
6.16.7 Use of logo of the PGS group and Philippine Organic Guaranteed Organic by a
non-member is subject for complaint in barangay and penalty of
Php____________.

6.17 Procedure for info dissemination to all stakeholders for changes affecting PGS
group

6.17.1 Updating and Amendment of the Manual of Operations

6.17.1.1 The PGS Manual of Operations shows the national and regulatory
requirements on organic agriculture and processing, such as the
PNS: 07:2016 and other relevant regulations / standards for
Organic Agriculture. Thus, any changes on any portion of the
standards, the group’s Manual of Operations shall be updated.
6.17.1.2 The Management Committee shall review and update the
Operations Manual at least once a year or whenever such
updating is necessary. Ensure that new policies and

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requirements based on Organic Standards are written in the

manual and that information remains reliable.
6.17.1.3 The manual is updated when required such as when certification
or standard changes, or procedures are no longer suitable to the
situation prior to the re-inspection of farmers.
6.17.1.4 Any changes or revisions made in the Manual of Operations shall
be reviewed by the Management Commitee. Changes should be
discussed and cascaded within the (PGS
GROUP/ORGANIZATION).
6.17.1.5 Once approved by the (PGS GROUP/ORGANIZATION), the
Secretary of the Management Committee shall disseminate all
changes affecting the farmer-members through formal or
informal means not later than 3 days.

6.17.2 Distribution of Manual of Operations

6.17.2.1 The group will inform the farmers for any changes made in the
manual through a meeting or General Assembly. The
Management Committee are responsible for distribution of the
updated guidelines, procedures and forms to every member.
6.17.2.2 The farmers should have access of the relevant parts of the
manual, descriptions of practices, and procedures that is
performed, maintained and made available in appropriate form
to the farmers. The farmer has to keep a copy of the respective
applicable sections of the manual and internal organic standards
for them to study.
6.17.2.3 It is the responsibility of the Management Committee to bring-
up-to-date the farmers of which portion of the manual and
internal organic standards have been revised and forms are
valid.
6.17.2.4 Procedure for the distribution of Manual of Operations is in
accordance to Document Control Procedure as PGS Manual of
Operations: control No. ____
6.17.2.5 Amended PGS Manual of operations will be assigned with
document control number as PGS Manual of Operations Revision
no. ___ and the year of revision.

6.18 Procedure for reporting to BAFS

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1. The Management Committee shall monitor its farmer-members and ensure

that the following details are updated and reported:
16.8.1.1 Classification of membership;
16.8.1.2 Date of membership;
16.8.1.3 POC status;
16.8.1.4 volume of production of each commodity;
16.8.1.5 sales, market reach; and
16.8.1.6 updates or changes in their organic management.
2. The Management Committee shall use the report template as per Annex __.
3. The Management Committee shall ensure timely reporting and submission of
following relevant information to BAFS not later twenty (20) working days
after any change/s:
16.8.3.1 Adverse actions against certified farmer members, including
notices of noncompliance, proposed suspension, proposed
cancellation, suspension, or denial of certification or membership;
and
16.8.3.2 Annual and/or other periodic reports of the activities undertaken.

7 References

Republic Act No. 11511: Amened Organic Agriculture Act of 2010

Department Circular No._02_ Series of 2022, Guidelines for the Operation of Participatory
Guarantee System (PGS) as Organic Certifying Bodies (OCBs)

Annex __
Classification of findings and timeline for implementation of corrections and
corrective action plan

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Classificatio Findings Possible Scenario Sanctions

n of NC

Major Clear violation of Use of Revocation of

(standards internal standards Genetically certification until
) Modified corrective action
Organisms is implemented
(GMOs) and
prohibited
substances
Examples of
GMO- BT Corn
Validated Use of PGS 1st offense-
fraudulent group’s mark or Warning and
activities seal and/or Orientation
Philippine PGS 2nd offense-
Guaranteed Suspension of
Organic mark on products at the
products not market outlet
certified 3rd offense-
Revocation of
membership
Repeated and/or Three (3) or Revocation of
multiple minor more minor membership
non- compliances non-
compliances
associated with
the same
requirement or
issue could
demonstrate a
systemic failure
Minor Poor No input record Warning and
(standards recordkeeping Orientation
) Sales, harvest etc.
records not
updated
Mismanagement of Improper waste Warning and
the field disposal Orientation
Failure to observe Use of the Warning and
BAFS rules on the “Philippine PGS Orientation
use of “Philippine Guaranteed
PGS Guaranteed Organic” mark
Organic” mark. on tarpaulins
Administra Breach of Missing Warning and

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Template for the Development of PGS Manual of Operations

tive Membership attendance to Orientation

agreement or required activity
Farmers Pledge without valid
reason
Repeated and/or Either 1 Day
multiple Office Duty or a
administrative fine of Php
non- compliances 500.00

Timeline for Implementation of Corrective Action Plan

Timelines to implement appropriate action(s) to demonstrate compliance shall

become effective after the closing meeting has been held and the Peer Review
Results have been acknowledged by the farmer member.

o Minor NCs shall be fully addressed and compliance demonstrated within a

period up to 12 months.
o Major NCs identified during peer review and other monitoring activities shall
be fully addressed and compliance demonstrated within a period up to 3
months.
o In cases where the Peer Review Committee concludes that the major NC(s)
identified creates a risk to the integrity of the certification, the member may
be required to implement action(s) to correct and demonstrate compliance
immediately or within a period of less than 3 months.
o The implementation of the actions might take more time depending on the
severity of the NC. In such cases, the corrective action plan must include any
temporary measures or controls necessary to mitigate the risk until the
permanent corrective action is implemented.
o A Major NC is automatically raised in the event of non-completion of the
approved corrective action plan.
o Major NCs identified in an initial peer review, or during a peer review
process for extension of certification scope, preclude recognition being
recommended or the scope from being extended.
o Extensions of timelines beyond 12 months for minor NCs, and 3 months for
major NCs shall be subject to the approval of the PGS group or its appropriate
committee.

Annex ___
Sample Participatory Organic Certificate

Note: This form is provided as a reference document that may be adopted or improved by the
group.

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[PGS Group’s Mark or Seal]

[PGS GROUP NAME]
[Address of the PGS Group]
[Contact Details]

[Certificate Number]

This Participatory Organic Certificate is issued to:

[NAME OF FARMER MEMBER]

[Farm Name]
[Address of the farmer and farm]
[Farmer/Producer Code]

with the following commodities (produce and products):

Scope Commodities Area (sqm)

The [PGS group name] attests to have peer reviewed the above-mentioned farmer member
and its above-mentioned commodities, and have found in accordance with the internal
standards, policies and procedures of the group.

Date of Issuance: DD Month YYYY (e.g. 24 October 2022)

[Philippine PGS
Date of Expiry: DD Month YYYY (e.g. 23 October 2025) Guaranteed
Organic Mark]
(optional)

This certificate is in force until its validity expires, provided that the above-mentioned farmer
member continues to comply with the internal standards, policies and procedures of the
group. Based on the annual monitoring that the PGS group performs, this certificate is
updated and kept into force. Terms and conditions apply. Any alterations to this certificate
will render the certificate invalid.
_____________________
Chair/President, Management Committee

Date:

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Terms and Conditions:

1. Approved status gives the farmer member the right to use the group’s mark or seal and
the ‘Philippine PGS Organic Guaranteed’ mark during the period of validity of its approved
organic certification.
2. The mark shall always accompany the logo or name of the PGS Group and its
accreditation number and may appear only on organic certificate issuances, and on all
certified products under its approved scope/s.
3. In case of disapproval the farmer member has the right to appeal to the Appeals
Committee within 2 weeks upon receipt of this decision.
4. The farmer member and their farm shall be subjected to annual monitoring of continued
compliance (peer review).
5. Renewal process may start six months prior to the expiration date.

Annex ___
Membership Application Form

Fill in actual situation on Day of Interview FARMER’S CODE: ______________________

Date of application:

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I. Classification of membership (Please check whichever is applicable)

Primary Support Sectors: Supplier Group:

Stakeholders: Academe Planting Materials
Farmer Financial
Institution Inputs
Processor NGO Machineries /
Equipment
Trader PO
Consumer Others

II. Applicant’s Information

Farmer’s Name: ____________________ Date of Birth(mm/dd/yy): _________

Address of Farmer (Sitio, Barangay): Age: ________ Gender: _______
__________________________________ Civil Status: _________
Contact Details (mobile number, if any): Highest Educational Attainment:
____________________________
Full time Farmer: [ ] Y [ ] N
If no, specify other source of income/occupation:
Approximate Annual Income from ______(based on the latest harvest): __________
Trainings attended related to organic farming:

Farm Details: (All fields including conventional plots)

Farm Location Land Area Main crops Intercrops Last use of synthetic
(sqm.) (specify) (specify) chemicals (date)

Reasons for Applying to _______

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

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I hereby declare that the information contained herein is true and correct; that I have
understood the conditions and regulations pertaining to organic vegetable production as
adopted by the ______
I agree that I will undergo the process for membership which includes attending the
orientation and relevant training. I will cooperate and fulfill my obligations including
financial, if necessary.

_______________________________ _______________________________
Farmer Applicant/ Date Management Committee
Representative
Date: _______________________ Date: _______________________

The (PGS Group Name) is committed to protect and respect your personal data.
We recognize our responsibilities and our data subject’s right under the Republic Act
No. 10173, also known as the Data Privacy Act of 2012.

PRIVACY CONSENT
By filling out this form, you have read and understood the Group’s Data Privacy
Statement and expressed your consent for (PGS Group Name) to collect, store, use,
share, process and update your personal information.

Annex ___

Membership Agreement

KNOW ALL MEN BY THESE PRESENTS:

This Agreement is made and entered into by and between:

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Template for the Development of PGS Manual of Operations

[name of member] with principal address within the municipality/city of

[name of municipality/city], hereinafter referred to as the Member.

and

The [name of PGS group] represented herein by their respective PGS Core
Group Members hereinafter referred to as the first party, “[PGS group]”.

WITNESSETH:

A. That the Member of the [PGS Group] shall adhere to the roles and
responsibilities as (check whichever is applicable):

Primary Stakeholder (farmer, processor, trader, consumer) Supplier

Group

Support Sector

A.1. That as a primary stakeholder:

1. Have the highest involvement in the development and

implementation of internal standards, policies and procedures, and
conduct of information dissemination activities. Involvement of
primary stakeholders includes:

a. Make a pledge that they understand and commit to adhere to

the internal standards, and policies and procedures of the PGS
group;
b. Directly engage in the day-to-day operations of their PGS,
particularly in the peer review, certification, and monitoring of
other farms and farmers;
c. Participate in the capability building activities;
d. Provide assistance to other stakeholders;
e. Provide valuable management expertise to the group; and
f. Perform such other functions as deemed necessary by the group.

A.2. That as a Supplier Group member:

Ensure that their produce or products are compliant with the applicable current PNS and
relevant regulations;

2. Make a pledge that they understand and commit to adhere to the internal

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standards and procedures of the PGS group;

3. Participate in the capability building activities; and
4. Be involved in the PGS activities and perform other functions as
determined by the PGS group.

A.3. That as a Support Sectors member:

1. Support the operations of the PGS group through provision of technical

and/or financial assistance;
2. Make a pledge that they understand and commit to adhere to the internal
standards and procedures of the PGS group; and
3. Be involved in the PGS activities and perform other functions as
determined by the PGS group.

That the PGS group shall adhere to the following responsibilities to the Member:

1. Ensure involvement of the Member in the development of internal

standards, policies, and procedures;
2. Ensure that the Member has adequate knowledge, understanding, and
skills to implement organic agriculture according to the internal standards
set/adopted by the PGS group through various capability building activities
such as key field trainings for farmer members and residents in their
locality to promote organic agriculture;
3. Provide relevant information to all stakeholders;
4. Ensure that the Member obtains and maintains PGS certified status
according to the PGS group’s shared vision through the principles of
participation, trust, horizontality, and transparency;
5. Assist Member to maintain and regain certification status; and
6. Take appropriate action against incorrect or misleading use of certificates
and mark or seal.

II. TERMINATION CLAUSE

This Membership Agreement shall remain in effect until terminated by either or

both parties in formal writing, subject to the policies and procedures of the PGS
group.

III. EFFECTIVITY

This Membership Agreement shall take effect immediately upon signing of both parties.

In witness whereof, the parties have signed this membership agreement at this day
of _________.

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Signed by:

Management Committee Member

Representative (Signature over printed name)
(Signature over printed name)
Signed in the presence of:

Witness
(Signature over printed name)

Annex __
Farmer’s Pledge
Name:

Farmer’s
Code:
Address:

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Template for the Development of PGS Manual of Operations

I, the undersigned, accepts to become a member of the Participatory Guarantee

System (PGS Group Name). I promise to adhere to the PGS groups internal
standards, and policies and procedures. With this, I swear that:
1. Standards, policies, and procedures set by the group to acquire and
maintain organic certification status.
2. I will NOT use synthetic pesticides such as insecticides, herbicides,
fungicides, fertilizers, chemically treated or genetically modified seeds or
substances and materials not listed in the National List of Permitted
Substances for Organic Agriculture.
3. I will maintain the integrity of my organic production system, and ensure
that there shall be no commingling and contamination with uncertified
produce and products during storage, processing, transport and sale.
4. I will work with my fellow farmers and attend Regular Assemblies,
meetings and other capability building activities to expand and share my
knowledge of the standards, policies, procedures, and organic production
technologies.
5. I will advertise, label, and sell my produce and products as organic only
when they have undergone a participatory certification process and issued
with a Participatory Organic Certificate (POC).
6. I will comply with the policies on the use of the group’s logo, and the
Philippine PGS Guaranteed Organic Mark.
7. I will allow the peer reviewers, certification committee members, relevant
authorities (i.e BAFS, DA Regulatory Agencies) to access the premises of my
farm for the purposes of inspection, audit, and related procedures.
8. I will report all non-compliances to the internal standards, policies, and
procedures found on my farm (including unintentional) to the PGS group.
9. I will uphold my responsibilities and accountability as a member of the
primary stakeholders of the PGS group.
10. I will exercise my right to vote, and right to be elected in the key positions
of the PGS group.
11. I will perform the duties I agreed to be assigned to me and endeavour to
uphold them with utmost confidence and impartiality.
12. All information I have provided is correct and accurate, and I will keep my
information up to date.
13.
1

Farmer Member Management

(Signature over printed name) Committee
Representative
(Signature over printed
name)

Place

Date|Time
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 Template for the Development of PGS Manual of Operations

Annex ___
FARM HISTORY
Year _____
Main Crop Yield Intercro Yield Mixed Yield Farm Date of Purpose
ps Crops Inputs Last
Used Used

Year ____
Main Crop Yield Intercro Yield Mixed Yield Farm Date of Purpose

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 Template for the Development of PGS Manual of Operations

ps Crops Inputs Last

Used Used

Year ____
Main Crop Yield Intercrop Yield Mixed Yield Farm Date of Purpose
s Crops Inputs Last Used
Used

Year ____
Main Crop Yield Intercrop Yield Mixed Yield Farm Date of Purpose
s Crops Inputs Last Used
Used

Year ____
Main Crop Yield Intercrop Yield Mixed Yield Farm Date of Purpose
s Crops Inputs Last Used
Used

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Annex ___
LOCATION MAP
Date: _______________________
Name of Farmer: Farm Area
Farm Location: Gross Area:

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Note: Farm map should be clear and labeled.

Prepared by:

___________________
Farmer’s Name

Annex ___
FARM MAP

N
FARM MAP
Date: _______________________
Name of Farm Area
Farmer:
Farm Gross Area:
Location:
No. of Trees No. of harvest per
year:

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Note: Farm map should be clear and labeled. Boundaries and adjacent areas should be
indicated.

Prepared by:

___________________
Farmer’s Name

Page 45 of 75
 Annex _____
A. PRODUCTION PLAN

A.1 CROP AND SPECIAL PRODUCTS PRODUCTION PLAN

Crop Yea Cropping Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
r Season

Prepared by:

______________________________________________
Name of Farmer-member and Signature

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This template shows years plan of the crops to be planted. This enables you to plan ahead and prepare for the activities for each crop.

Guide in accomplishing this record template:

Column 1 (Crops) Fill in the crop and its variety

Column 2 (Year): Fill in the year the crop is planned to be grown.

Column 3 (Cropping Season): Indicate the number of times you want to grow the crops in a year.

Columns 4 to 15 (Months): Shade the particular months you plan to grow each crop.

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 Annex ____

INVENTORY OF SEEDS

Commodity: ________________________ Variety:________________________________

Date Source +/- Starting/Remaining Volume Notes

Note: + means added volume, - means subtracted volume

Prepared by:

_______________________________________________
Name of Farmer- member & Signature

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This template allows you to monitor your seed stocks for each commodity.

Guide in accomplishing this record template:

1. Each crops shall have individual seed inventory
2. In the first row,
a. column 1, indicate the date the seeds are produced or bought
b. column 2, indicate the manufacturer or source of your seeds
c. column 3 and 4, indicate the initial volume of seeds you have
d. column 5, here you can write notes or reminders
3. In the succeeding rows,
a. column 1, write the date you added to or used the seed stock
b. column 2, indicate the manufacturer or source of the seeds you added. Leave blank if you subtracted seeds from the stock
c. column 3, indicate the volume of seeds added or subtracted
d. column 4, indicate the new or remaining volume of seeds by adding or subtracting column 3 from column 4 of the previous row
e. column 5, here you can write notes or reminders on who you give the seeds to or what cropping season the seeds where used

Annex ____

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 INVENTORY OF FERTILIZATION INPUTS

Starting/Remaining
Date Source +/- Remarks
Volume

-and-

Fertilization Inputs (Vermicompost/

Raw Materials Volume (kg/l) Source Date Obtained Remarks
Concoctions)

Prepared by:
_______________________________________________
Name of Farmer- member & Signature

Page 49 of 75
This template allows you to monitor your stocks of fertilization inputs.

Guide in accomplishing record template Table 1:

1. Each fertilization input shall have individual inventory
2. In row 1,
f. column 1, indicate the date the fertilizer are produced or bought
g. column 2, indicate the manufacturer or source of the fertilizer
h. column 3 and 4, indicate the initial volume of the fertilizer
i. column 5, here you can write notes or reminders
3. In the succeeding rows,
a. column 1, write the date you added to or used the fertilizer stock
b. column 2, indicate the manufacturer or source of the fertilizer you added. Leave blank if you subtracted fertilizer from the stock
c. column 3, indicate the volume of fertilizer added or subtracted
d. column 4, indicate the new or remaining volume of fertilizer by adding or subtracting column 3 from column 4 of the previous row
e. column 5, here you can write notes or reminders on who you give the fertilizer to or what cropping season the fertilizer was used

Guide in accomplishing record template Table 2:

Column 1 (Fertilization Indicate the type of fertilizer input you have

Inputs):

Column 2 (Raw Materials): Indicate the raw materials used in making the fertilizer

Column 3 (Volume): Indicate the volume of fertilizer

Column 4 (Source): Indicate the manufacturer or where you get the fertilizer from

Column 5 (Date Obtained): Indicate the date when the fertilizer was obtained

Column 6 (Remarks): Here you can write notes or reminders

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 Annex ____

INVENTORY OF BIOCONTROL AGENTS AND PEST, DISEASE AND WEED MANAGEMENT SOLUTIONS

Date Source +/- Starting/Remaining Volume Remarks

Note: + means added volume, - means subtracted volume

-and-
Biocontrol Agents/Pest, Disease, and Weed
Raw Materials Volume (kg/l) Source Date Obtained Remarks
Management Solutions

Prepared by:

_______________________________________________
Name of Farmer- member & Signature

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This template allows you to monitor your stocks of biocontrol agents and pest, disease and weed management solutions.
Guide in accomplishing record template Table 1:
4. Each agent/solution shall have individual inventory
5. In row 1,
j. column 1, indicate the date the agents/solutions are produced or bought
k. column 2, indicate the manufacturer or source of the agents/solutions
l. column 3 and 4, indicate the initial volume of the agents/solutions
m. column 5, here you can write notes or reminders
6. In the succeeding rows,
a. column 1, write the date you added to or used the agents/solutions
b. column 2, indicate the manufacturer or source of the agents/solutions you added. Leave blank if you subtracted agents/solutions from the
stock
c. column 3, indicate the volume of agents/solutions added or subtracted
d. column 4, indicate the new or remaining volume of agents/solutions by adding or subtracting column 3 from column 4 of the previous row
e. column 5, here you can write notes or reminders on who you give the agents/solutions to or to what purpose do you used it for

Guide in accomplishing record template Table 2:

Column 1 (Biocontrol Agents/Pest, Disease, Indicate the type of agents/solutions you have
and Weed Management Solutions):

Column 2 (Raw Materials): Indicate the raw materials used in making the agents/solutions

Column 3 (Volume): Indicate the volume of agents/solutions

Column 4 (Source): Indicate the manufacturer or where you get the agents/solutions from

Column 5 (Date Obtained): Indicate the date when the agents/solutions were obtained

Column 6 (Remarks): Here you can write notes or reminders

Annex ____

Page 52 of 75
 INVENTORY OF STOCKS (Swine and Ruminants)

Daily Records
Remarks
Animal ID No. Species Breed Sex Source
Morbidity Mortality (Date)
(Date)

Prepared by:

_______________________________________________
Name of Farmer- member & Signature

Page 53 of 75
(Introduction)

Guide in accomplishing this record template:

Column 1 (Animal ID No.) Indicate the identification number for each animal

Column 2 (Species) Indicate the species of the animal

Column 3 (Breed) Indicate the breed of the animal

Column 4 (Sex) Indicate the sex of the animal

Column 5 (Source) Indicate the source of the animal e.g. Own farm, LGU

Column 6 (Daily Records: Indicate the date the animal contracted a certain disease
Morbidity)

Column 7 (Daily Records: Indicate the date the animal died

Mortality)

Column 8 (Remarks) Indicate the disease or the cause of death of the animal

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 Annex ____
Poultry
Daily Records Remarks
Species Breed No. of Heads
Morbidity (No.) Mortality (No.)

Prepared by:

_______________________________________________
Name of Farmer- member & Signature

Page 55 of 75
(Introduction)

Guide in accomplishing this record template:

Column 1 (Species) Indicate the species of the animal

Column 2 (Breed) Indicate the breed of the animal

Column 3 (No. of Heads) Indicate the total number of heads per breed of animal

Column 4 (Daily Records: Indicate the number of animals that had contracted a certain disease
Morbidity)

Column 5 (Daily Records: Indicate the number of animals that had died
Mortality)

Column 6 (Remarks) Indicate the disease or the cause of death of the animals

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 Annex ____

INVENTORY OF FEEDS AND FEEDING INGREDIENTS

Starting/Remaining
Date Source +/- Remarks
Volume

Note: + means added volume, - means subtracted volume

-and-

Feeds Raw Materials Volume (kg/l) Source Date Obtained Remarks

Prepared by:

_______________________________________________
Name of Farmer- member & Signature

Page 57 of 75
This template allows you to monitor the feeds.
Guide in accomplishing record template Table 1:
7. Each feed type shall have individual inventory
8. In row 1,
n. column 1, indicate the date the feeds are produced or bought
o. column 2, indicate the manufacturer or source of the feeds
p. column 3 and 4, indicate the initial volume of the feeds
q. column 5, here you can write notes or reminders
9. In the succeeding rows,
a. column 1, write the date you added to or used the feeds
b. column 2, indicate the manufacturer or source of the feeds you added. Leave blank if you subtracted feeds from the stock
c. column 3, indicate the volume of feeds added or subtracted
d. column 4, indicate the new or remaining volume of feeds by adding or subtracting column 3 from column 4 of the previous row
e. column 5, here you can write notes or reminders
Guide in accomplishing record template Table 2:
Column 1 (Biocontrol Agents/Pest, Indicate the type of feeds you have
Disease, and Weed Management
Solutions):

Column 2 (Raw Materials): Indicate the raw materials used in making the feeds

Column 3 (Volume): Indicate the volume of the feeds

Column 4 (Source): Indicate the manufacturer or where you get the feeds from

Column 5 (Date Obtained): Indicate the date when the feeds were obtained

Column 6 (Remarks): Here you can write notes or reminders

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 Annex ____

INVENTORY OF VETERINARY MEDICINES AND VACCINES

Inventory ID Medicine/Vaccine No of Units Volume Source Date Obtained Remarks

INVENTORY OF TREATMENT RECORD

Date Animal Age Purpose Manufacturer Dosage Route Date of Veterin Notes
Code/I Next arian
D Dose

Prepared by:

_______________________________________________
Name of Farmer- member & Signature

Page 59 of 75
 Annex ____

INVENTORIES OF CLEANSING AND DISINFECTING AGENTS

Cleansing and Disinfecting Agents No of Units Source Date Obtained Remark

Perla 25 SM Market July 22, 2022 see receipts

Prepared by:

_______________________________________________
Name of Farmer- member & Signature

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 Annex ____
PRODUCTION DIARY (NOTE: APPLICABLE FOR CROP AND ANIMAL PRODUCTION)

Code/Lot Area: Total Area:

Commodity: Cropping cycle:

Date Activity Remarks

Prepared by:

________________________________________________
Name of Farmer-member and Signature

Annex ____

Page 61 of 75
 HARVEST AND SALES RECORD

Code/Lot Area: Total Area:

Commodity: Cropping cycle:

Date Volume of Harvest Distribution of Harvest Remarks

(unit)

Page 62 of 75
 Annex ___
Self-Review and Peer Review Form
Note: This form is provided as a reference
document that may be adopted or improved by the
group.

Page 63 of 75
Page 64 of 75
 Annex __
Committee Review Form

Note: This form is provided as a reference document that may be adopted

or improved by the group.

ID Code: Name of farmer member:

Farm:

Farm Address:

Name of Peer Reviewer(s):

Date of Peer Review: Time:

Purpose:

New/Renewal application Monitoring

Summary of Findings:
Finding(s) Classification Corrections and Date Closed
(Major / corrective action
Minor/Adminis taken
trative)

Use additional sheets if necessary.

Remarks: (Commendable findings, Opportunities for improvement)

Page 65 of 75
 Committee Decision:
For Application (New and Renewal):

Approved

Disapproved*

For Monitoring:

Verified Continued Compliance

Verified with Non-compliance(s)

Suspended*
for _________ months.

Revoked*

Other sanction(s), if applicable:

______________________________________________________________

Reason(s) for disapproval/suspension/revocation:

*The applicant or farmer member may appeal for these decisions.

SIGNED:
_____________________
Chair, Certification Committee

Committee member(s):
Date:
Received by:

Name and Signature Date

Farmer Member

Annex ___
Appeals and Complaint Form

Note: This form is provided as a reference document that may be adopted or

improved by the group.

Page 66 of 75
Part I. Filing of Appeal/Complaint. (To be filled up by the
Complainant/Appellant.)
ID Code (if applicable): Date:

Name of Complainant/Appellant: Time:

For Appeal:
Nature of Appeal:
Denied Certification

Suspension/revocation of Certificate

Other (e.g. Peer Review Findings)

Narrative:
(Note: Attach additional justification for the
appeal or complaint, and the corresponding
evidence)

Requested action:

For Complaints:
Date and Time of Incident:

Subject of Complaint:

Summary of Complaint/Issue:

Requested Action:

Part 2. Committee Decision. (To be filled up by Appeals Committee

Representative)
Action(s) Taken:

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Committee Decision

Approved requested action

Disapproved requested action due to the following reasons:

Signed:

_____________________
Chair, Appeals Committee

Committee Member(s):

Date:

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 Annex __

Report Template

Page 69 of 75
Annex ____

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 Annex ____

Learning & Development Plan

Activity When to do Where to do Who will do (specify) Resources Needed

Lead Support What Amount Source
January - December

Page 71 of 75
 Annex ____
PGS GROUP
Address

Appointment Letter

Date: ___________

To: Appointee
Member/Chairman

From:
Chairman

Subject: APPOINTMENT OF SECRETARIAT TO THE MANAGEMENT COMMITTEE

The following members are appointed as Secretariat of Management Committee of the PGS Group This
appointment is effective from ________ to ___________.

Duties and Responsibilities:

(refer to MOO)

For your reference.

Page 72 of 75
 PGS GROUP
Address

CONFIDENTIALITY AGREEMENT

Agreement and acknowledgement between the PGS GROUP and ____________________________,

a core member of ____________

Whereas, the Peer Reviewer and observers from PGS Group agree to obtain information solely for the purpose of
peer reviewing to the farm of Mr./Ms. _______________________ on _______________ and so otherwise hold
such information confidential pursuant to the terms of this Agreement.

The undersigned agrees to hold all proprietary information or trade secrets in strict trust and confidence and agrees
that it shall be used only for the contemplated purpose above, shall not be for any purpose, or disclose to any third
party without permission from the owner or as may be required by the law.

This confidentiality agreement shall take effect even after the conduct of the activities aforecited.

Date this ___ day of ______________, 20____.

The undersigned

Signature over printed name

Role: Team Leader
Signature over printed name
Role: Member
Signature over printed name
Role: Member
Signature over printed name
Role:
Signature over printed name
Role: Observer
Signature over printed name
Role: Observer

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