Administrative procedures and requirements concerning the

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ȱ

Standard Operating Procedure (SOP)

document ID DIL-APL-005 version 005 date 21. 06. 2018 author B. Speiser

Administrative procedures and

requirements concerning the

Dutch input list

Administrative procedures and requirements concerning the Dutch input list. Version 005.

Table of Contents

1.Introductionȱ..............................................................................................................ȱ1

1.1AboutȱtheȱDutchȱInputȱlistȱ...............................................................................ȱ1

1.2Aboutȱtheȱprojectȱpartnersȱandȱtheirȱcollaborationȱ......................................ȱ1

1.3Documentȱhistoryȱ..............................................................................................ȱ2

1.4Contactsȱandȱfurtherȱinformationȱforȱfarmersȱ...............................................ȱ2

1.5Contacts,ȱfurtherȱinformationȱandȱdownloadȱofȱdocumentsȱforȱ

companiesȱ.........................................................................................................ȱ2

2.Overviewȱof

ȱtheȱapplicationȱprocessȱ....................................................................ȱ3

3.Relationshipȱwithȱcompaniesȱ................................................................................ȱ4

3.1Differenceȱbetweenȱdistributorsȱandȱotherȱcompaniesȱ................................ȱ4

3.2GeneralȱBusinessȱContractȱ...............................................................................ȱ5

3.3Registrationȱofȱcompaniesȱ(onlyȱforȱdistributors)ȱ.........................................ȱ5

3.4Secrecyȱundertakingȱ(forȱallȱcompanies)ȱ........................................................ȱ5

4.Productȱapplicationȱandȱevaluationȱ......................................................................ȱ6

4.1Generalȱguidanceȱonȱapplicationȱ....................................................................ȱ6

4.2Outcomeȱofȱtheȱevaluationȱprocessȱ.................................................................ȱ7

4.3Possibilityȱforȱmakingȱaȱcomplaintȱinȱcaseȱofȱproductȱrejectionȱ.................ȱ7

4.4ProductsȱrequiringȱaȱdecisionȱbyȱSkalȱ............................................................ȱ7

4.5ProductȱreȬevaluationsȱdueȱtoȱalteredȱevaluationȱcriteriaȱ...........................ȱ8

4.6Qualityȱassurance

ȱ..............................................................................................ȱ8

4.7Howȱtoȱproceedȱwhenȱproductȱcharacteristicsȱchangeȱ................................ȱ8

5.Validityȱofȱevaluationȱandȱdurationȱofȱlistingȱ...................................................ȱ9

5.1Timelinesȱ............................................................................................................ȱ9

5.2Validityȱofȱtheȱevaluationȱ.................................................................................ȱ9

5.3Durationȱofȱtheȱfirstȱlistingȱ...............................................................................ȱ9

5.4Detailsȱofȱlistingȱ................................................................................................10

5.5ReȬconfirmationȱofȱ

theȱlistingȱ.........................................................................10

5.6DeȬlistingȱrequestedȱbyȱtheȱcompanyȱ............................................................10

5.7Transitionalȱperiodȱ(graceȱperiod)ȱforȱorganicȱfarmersȱ..............................11

6.Feesȱ............................................................................................................................11

6.1Evaluationȱ/ȱreȬevaluationȱfeeȱ.........................................................................11

6.2Listingȱfeeȱ..........................................................................................................11

6.3Noȱfeesȱchargedȱ................................................................................................12

ȱ 1 Administrative procedures and requirements concerning the Dutch input list. Version 005.

1. Introduction

Thisȱdocumentȱprovidesȱguidanceȱforȱcompaniesȱ(forȱdetails,ȱseeȱsectionȱ3.1)ȱonȱtheȱ

administrativeȱaspectsȱofȱregisteringȱproductsȱinȱtheȱDutchȱinputȱlist.ȱItȱwillȱbeȱupdatedȱ

ifȱnecessary.ȱPleaseȱreferȱalwaysȱtoȱtheȱmostȱrecentȱversion,ȱwhichȱcanȱbeȱfoundȱonȱtheȱ

websiteȱhttps://dutchinputlist.fibl.org.ȱTheȱlatestȱversionȱwhichȱisȱavailable

ȱonȱtheȱ

websiteȱisȱtheȱonlyȱvalidȱversion.ȱ

1.1 About the Dutch Input list

TheȱDutchȱinputȱlistȱisȱaȱpublicȱlistȱofȱ'inputs'ȱwhichȱmayȱbeȱusedȱbyȱcertifiedȱorganicȱ

farmersȱinȱtheȱNetherlands.ȱForȱtheȱtimeȱbeing,ȱtheȱscopeȱofȱ'inputs'ȱisȱlimitedȱtoȱ

fertilisersȱandȱsoilȱimproversȱandȱtoȱplantȱprotectionȱproducts;ȱexpansionsȱofȱtheȱscopeȱ

mightȱbeȱpossibleȱinȱtheȱfuture. ȱTheȱfirstȱissueȱofȱtheȱDutchȱinputȱlistȱwasȱpublishedȱinȱ

2016.ȱ

DutchȱorganicȱfarmersȱmayȱuseȱproductsȱfromȱtheȱDutchȱinputȱlist.ȱIfȱtheyȱuseȱaȱ

productȱnotȱlistedȱthere,ȱtheyȱhaveȱtoȱproveȱduringȱinspectionȱthatȱtheȱuseȱofȱtheȱ

productȱisȱallowed,ȱothȬerwiseȱitȱwillȱbeȱ treatedȱbyȱSkalȱasȱaȱnonȬconformity.ȱForȱ

provingȱtheȱcomplianceȱofȱnonȬlistedȱinputs,ȱfarmersȱshouldȱconsultȱtheȱdocumentȱ

Evaluationȱcriteria.ȱ

1.2 About the project partners and their collaboration

TheȱDutchȱinputȱlistȱisȱproducedȱinȱcollaborationȱbyȱSkalȱandȱFiBL.ȱSkalȱisȱanȱ

accreditedȱcontrolȱauthorityȱofȱorganicȱoperatorsȱinȱtheȱNetherlands,ȱwhileȱFiBLȱisȱaȱ

privateȱresearchȱinstituteȱbasedȱinȱSwitzerland.ȱ

TheȱcollaborationȱforȱtheȱDutchȱinputȱlistȱisȱorganizedȱinȱtheȱfollowingȱway:ȱFiBLȱ

receivesȱtechnicalȱinformation ȱonȱproductsȱfromȱcompaniesȱ(seeȱ3.1),ȱcarriesȱoutȱaȱ

technicalȱevaluationȱandȱpreparesȱaȱrecommendationȱforȱSkal.ȱSkalȱtakesȱtheȱfinalȱ

decisionȱonȱinclusionȱofȱtheȱproductȱinȱtheȱDutchȱinputȱlist.ȱSkalȱisȱassistedȱbyȱanȱ

advisoryȱboard,ȱwhichȱsupportsȱSkalȱwithȱspecificȱtechnicalȱknowledge.ȱ 2 Administrative procedures and requirements concerning the Dutch input list. Version 005.

1.3 Document history

Version date author(s) description

001 08. 07. 2016 B. Speiser First version of the document published.

002 22. 12. 2016 B. Speiser Amendments in chapter 3.1 and 3.3 (non-distributor

companies), 3.4 (sending of secrecy undertakings),

5.5 (form of listing).

003 09. 02. 2017 B. Speiser Amendment in chapter 3.1 (non-distributor

companies).

004 04. 08. 2017 B. Speiser Amendment in chapter 5.1 (timelines).

005 21. 06. 2018 B. Speiser Amendments in chapter 3.4 (secrecy undertaking), 6

(publication of tariff)

1.4 Contacts and further information for farmers

DutchȱorganicȱfarmersȱshouldȱcontactȱSkalȱforȱallȱenquiries.ȱEnquiriesȱcanȱbeȱmadeȱinȱ

Dutch.ȱContact:ȱSkalȱBiocontrole,ȱPostbusȱ384,ȱ8000ȱAJȱZwolle,ȱTheȱNetherlandsȱ

www.skal.nl/biologischeȬteeltȬvanȬgewassen/voorwaardenȬteelt/inputsȱ

1.5 Contacts, further information and download of

documents for companies

AllȱcompaniesȱshouldȱcontactȱFiBLȱforȱenquiries.ȱEnquiriesȱhaveȱtoȱbeȱmadeȱinȱEnglish.ȱ

Contact:ȱForschungsinstitutȱfürȱbiologischenȱLandbauȱFiBL,ȱAckerstrasseȱ113ȱ/ȱPostfach,ȱ

5070ȱFrick,ȱSwitzerlandȱ

https://dutchinputlist.fibl.orgȱ 3 Administrative procedures and requirements concerning the Dutch input list. Version 005.

2. Overview of the application process

Theȱtableȱbelowȱprovidesȱaȱshortȱoverviewȱofȱtheȱapplicationȱprocess.ȱMoreȱdetailedȱ

explanationsȱareȱgivenȱinȱtheȱsubsequentȱchapters.ȱ

Steps to the first listing Details

Step 1 The company (see 3.1) registers with FiBL and enters a secrecy undertaking.

See section 3

Step 2 The company submits information on a product. See section 4.1 Step 3 FiBL prepares a technical recommendation and discusses the product with Skal.

See section 4.2

Step 3 A If step 3 shows that the product raises issues which are not adequately addressed by the existing guidance, Skal will take a decision. It may consult the advisory board before taking such a decision. When a new decision has been taken, FiBL will update the evaluation criteria document.

See section 4.4

Step 4 Skal takes a decision about inclusion in the Dutch input list. In case of acceptance, the product is included in the Dutch input list.

See section 4.2

Step 4 A In case of rejection, the company can make a complaint. In this case, the product is re-evaluated as described in step 3.

See section 4.3

Step 5 FiBL invoices the evaluation fee to the company. See section 6

Prolongation of the listing Details

Step 6 Once per year, FiBL asks the company to confirm the listing for the following calendar year. If confirmed, FiBL will prolong the listing and invoice the listing fee to the company.

See section 5.4

Step 7 After 5 years, FiBL will ask the company to supply the full product information anew. If the information is unchanged, FiBL prolongs the listing.

See section 5.2

Step 7 A If a relevant aspect of the product has changed, FiBL prepares a new technical recommendation (see step 3).

See section 4.7

ȱ 4 Administrative procedures and requirements concerning the Dutch input list. Version 005.

3. Relationship with companies

3.1 Difference between distributors and other companies

BecauseȱtheȱDutchȱinputȱlistȱisȱproducedȱforȱorganicȱfarmers,ȱtheȱdatabaseȱaimsȱatȱ

showingȱforȱeachȱregisteredȱproductȱwhereȱitȱcanȱbeȱpurchasedȱbyȱtheȱendȬusersȱ

(farmers,ȱgardenersȱetc.).ȱSuchȱcompaniesȱareȱcalledȱ'distributors'ȱinȱthisȱguideline.ȱ

DistributorsȱareȱrequiredȱtoȱregisterȱatȱFiBL,ȱsoȱthatȱtheyȱcanȱbe

ȱincludedȱinȱtheȱ

database.ȱByȱcontrast,ȱcompaniesȱwhichȱdoȱnotȱthemselvesȱsellȱinputsȱtoȱendȬusersȱ

(manufacturers,ȱauthorisedȱrepresentativesȱorȱimporters)ȱmayȱinȱgeneralȱnotȱregisterȱasȱ

distributors.ȱExceptionsȱareȱpossibleȱforȱcompaniesȱwhichȱholdȱCtgbȱregistrations.ȱInȱ

otherȱsimilarȱcases,ȱFiBLȱmayȱgrantȱanȱexceptionȱonȱaȱcaseȬbyȬ caseȱbase,ȱifȱtheȱcompanyȱ

canȱdemonstrateȱaȱcloseȱconnectionȱtoȱtheȱDutchȱinputsȱmarketȱ(forȱexample,ȱifȱonlyȱtheȱ

manufacturer'sȱnameȱisȱprintedȱonȱtheȱproductȱlabel).ȱ

Pleaseȱnoteȱthatȱcompaniesȱwhichȱareȱnotȱeligibleȱforȱregistrationȱasȱdistributorsȱmayȱ

alsoȱenterȱaȱsecrecyȱundertakingȱwithȱFiBL,ȱifȱtheyȱhave

ȱtoȱsupplyȱtechnicalȱ

informationȱonȱaȱproductȱ(forȱdetails,ȱseeȱsectionȱ3.4)ȱ

Inȱthisȱguideline,ȱdistributorsȱandȱotherȱcompaniesȱ(manufacturers,ȱauthorisedȱ

representativesȱandȱimporters)ȱareȱcollectivelyȱcalledȱ'companies'.ȱTheȱtableȱbelowȱ

providesȱaȱshortȱoverviewȱofȱtheȱrolesȱofȱdistributorsȱandȱotherȱcompanies.ȱIfȱaȱ

companyȱisȱatȱtheȱsameȱ timeȱmanufacturerȱandȱdistributor,ȱtheȱrolesȱofȱdistributorsȱ apply.ȱ distributors manufacturers, authorised representatives, importers

Register as a distributor yes no*

Shown in Dutch input list yes no*

Fees charged yes no*

Administrative correspondence with

FiBL, including annual prolongation

yes no*

Submit product application yes no*

Covered by General Business

contract yes yes Enter secrecy undertaking yes, if necessary yes, if necessary

Supply confidential data on

composition / manufacture yes, if known yes, if not known to distributor *exceptionsȱareȱdescribedȱinȱtheȱtextȱabove.ȱ 5 Administrative procedures and requirements concerning the Dutch input list. Version 005.

3.2 General Business Contract

TheȱGeneralȱBusinessȱContractȱspecifiesȱtheȱrightsȱandȱobligationsȱofȱcompaniesȱinȱ

relationȱtoȱFiBL.ȱItȱisȱavailableȱonȱtheȱwebsiteȱofȱtheȱDutchȱinputȱlistȱ(seeȱsectionȱ3.2).ȱ

Amongȱotherȱprovisions,ȱtheȱgeneralȱbusinessȱcontractȱspecifiesȱtheȱfollowing:ȱ

Forȱallȱcompanies,ȱFiBLȱisȱtheȱonlyȱcontactȱpointȱwithȱrespect

ȱtoȱtheȱDutchȱinputȱ

list.ȱ

AllȱcorrespondenceȱbetweenȱFiBLȱandȱtheȱcompaniesȱisȱdoneȱinȱEnglish,ȱandȱallȱ

documentsȱhaveȱtoȱbeȱsubmittedȱinȱEnglish.ȱ

Companiesȱareȱobligedȱtoȱgiveȱcompleteȱandȱtruthfulȱinformationȱaboutȱtheirȱ

products.ȱInȱcaseȱofȱsevereȱviolationȱofȱthisȱprinciple,ȱFiBLȱandȱSkalȱ

reserveȱtheȱ

rightȱtoȱdiscontinueȱtheȱcollaborationȱwithȱtheȱcompany,ȱandȱtoȱdeȬlistȱallȱproductsȱ

concerned.ȱ

Companiesȱareȱexpectedȱtoȱpayȱallȱevaluationȱandȱlistingȱfeesȱinȱdueȱtime.ȱInȱcaseȱ

ofȱnonȬpayment,ȱFiBLȱandȱSkalȱreserveȱtheȱrightȱtoȱdiscontinueȱtheȱcollaborationȱ

withȱtheȱcompany,ȱandȱto ȱdeȬlistȱallȱproductsȱconcerned.ȱ

UponȱregistrationȱforȱtheȱDutchȱinputȱlistȱorȱbyȱsendingȱdocumentsȱintendedȱforȱ

evaluationȱinȱtheȱcontextȱofȱtheȱDutchȱinputȱlist,ȱinputȱcompaniesȱacceptȱtheȱGeneralȱ

BusinessȱContract.ȱ

3.3 Registration of companies (only for distributors)

Asȱexplainedȱinȱsectionȱ3.1,ȱasȱaȱruleȱonlyȱdistributorsȱmayȱregisterȱforȱtheȱDutchȱinputȱ

list.ȱExceptionsȱareȱdescribedȱinȱsectionȱ3.1.ȱRegistrationȱofȱdistributorsȱisȱdoneȱasȱ

follows:ȱ Downloadȱtheȱformȱ"companyȱregistration»ȱfromȱtheȱprojectȱwebsite.ȱ Fillȱinȱtheȱcompanyȱdetailsȱonȱtheȱcomputer.ȱ Print

ȱoneȱcopyȱandȱsignȱit.ȱȱ

ScanȱsignedȱformȱandȱsendȱitȱtoȱFiBLȱbyȱeȬmailȱ(orȱsendȱoriginalȱbyȱpost).ȱ

Distributorsȱwhoȱhaveȱmanyȱpointsȱofȱsaleȱ(retailersȱsuchȱasȱgardenȱcenters)ȱareȱ

advisedȱtoȱcontactȱFiBLȱinȱadvanceȱandȱaskȱforȱguidanceȱonȱhowȱtoȱregister.ȱ

3.4 Secrecy undertaking (for all companies)

AllȱcompaniesȱwhichȱsupplyȱconfidentialȱinformationȱtoȱFiBLȱ(distributors,ȱ

manufacturers,ȱauthorisedȱrepresentativesȱorȱimporters)ȱcanȱenterȱaȱsecrecyȱunderȬ

takingȱwithȱFiBL.ȱTheȱsecrecyȱundertakingȱcoversȱinformationȱforȱanȱunlimitedȱnumberȱ

ofȱproductsȱofȱtheȱcompany.ȱItȱspecifiesȱinȱadvanceȱtheȱconditionsȱofȱsecrecyȱwhichȱwillȱ

beȱappliedȱbyȱFiBLȱto ȱallȱinformationȱcoveredȱbyȱtheȱsecrecyȱundertaking.ȱInȱaddition,ȱ

FiBLȱwillȱacknowledgeȱtheȱreceiptȱofȱinformationȱforȱeachȱproduct.ȱȱ

6 Administrative procedures and requirements concerning the Dutch input list. Version 005.

SkalȱhasȱtheȱrightȱtoȱseeȱallȱdataȱofȱproductsȱintendedȱforȱinclusionȱinȱtheȱDutchȱinputȱ

list.ȱSkalȱisȱboundȱtoȱsecrecyȱbyȱaȱsecrecyȱundertakingȱenteredȱwithȱFiBL,ȱandȱhasȱtoȱ

respectȱtheȱsameȱsecrecyȱprecautionsȱregardingȱtheȱproductȱinformationȱasȱFiBL.ȱ

Aȱsecrecyȱundertakingȱisȱenteredȱasȱfollows: ȱ Downloadȱtheȱformȱ"secrecyȱundertaking»ȱfromȱtheȱprojectȱwebsite.ȱ Fillȱinȱtheȱcompanyȱdetailsȱonȱtheȱcomputer.ȱ Printȱandȱsign.ȱȱ ScanȱandȱsendȱtoȱFiBLȱbyȱeȬmail.ȱ FiBLȱwillȱcountersignȱtheȱagreementȱandȱreturnȱitȱtoȱyou.ȱ Note:ȱsomeȱcompaniesȱpreferȱtoȱsendȱtheȱ secrecyȱundertakingȱbyȱpost,ȱwhichȱisȱalsoȱ

possible.ȱInȱthisȱcase,ȱpleaseȱsendȱtwoȱpaperȱcopies.ȱFiBLȱwillȱreturnȱoneȱcopyȱofȱtheȱ

countersignedȱagreementȱalsoȱbyȱpost.ȱȱ

4. Product application and evaluation

4.1 General guidance on application

Pleaseȱnoteȱthatȱonlyȱcompaniesȱregisteredȱasȱdistributorsȱ(seeȱ3.3)ȱmayȱapplyȱforȱ

listingȱofȱproducts.ȱTheȱprocedureȱforȱproductȱapplicationȱisȱasȱfollows:ȱ

Downloadȱtheȱappropriateȱproductȱapplicationȱformȱ(thereȱareȱseparateȱformsȱforȱ

differentȱproductȱtypes).ȱ Fillȱinȱtheȱproductȱapplicationȱformȱonȱtheȱcomputerȱ(noȱhand

Ȭwriting).ȱȱ

Whereȱapplicableȱ(seeȱEvaluationȱCriteriaȱdocument),ȱdownloadȱandȱfillȱinȱotherȱ

formsȱ(e.g.ȱtheȱformȱforȱabsenceȱofȱGMOs).ȱ Printȱandȱsignȱallȱforms.ȱScanȱsignedȱforms.ȱ

Pleaseȱrememberȱtoȱincludeȱalsoȱallȱsupportingȱdocumentsȱinȱtheȱapplicationȱ

packageȱ(e.g.ȱregistrationȱdocuments,ȱproductȱlabels).ȱTheȱapplicationȱ formȱ providesȱguidanceȱregardingȱtheȱdocumentsȱrequired.ȱ SendȱallȱinformationȱtoȱFiBLȱbyȱeȬmail.ȱ

Inȱtheȱcaseȱofȱdistributorsȱwhoȱdoȱnotȱhaveȱfullȱinformationȱonȱproductȱcompositionȱorȱ

manufacture,ȱtheȱprocedureȱisȱasȱfollows:ȱ Fillȱinȱtheȱapplicationȱformȱasȱfarȱasȱpossible.ȱ Forȱquestionsȱwhich ȱyouȱcannotȱanswer,ȱindicateȱtheȱcompanyȱ(manufacturer,ȱ

authorisedȱrepresentativeȱorȱimporter)ȱwhichȱwillȱsupplyȱtheȱinformation.ȱȱ

SendȱtheȱincompleteȱformȱtoȱFiBL.ȱȱ 7 Administrative procedures and requirements concerning the Dutch input list. Version 005.

Sendȱaȱcopyȱofȱtheȱincompleteȱformȱtoȱtheȱmentionedȱcompanyȱandȱaskȱthemȱtoȱ

supplyȱtheȱmissingȱinformationȱdirectlyȱtoȱFiBL.ȱTheyȱmayȱenterȱaȱseparateȱsecrecyȱ

undertakingȱwithȱFiBLȱforȱthisȱpurpose.ȱȱ

NoteȱthatȱFiBLȱwillȱevaluateȱproductsȱonlyȱafterȱitȱhasȱreceivedȱallȱmissingȱ

information.ȱIt

ȱisȱtheȱresponsibilityȱofȱtheȱdistributorȱtoȱtakeȱtheȱnecessaryȱstepsȱsoȱ

thatȱFiBLȱreceivesȱallȱinformationȱrequiredȱforȱevaluation.ȱ

4.2 Outcome of the evaluation process

Whenȱallȱinformationȱhasȱbeenȱsubmitted,ȱFiBLȱwillȱevaluateȱwhetherȱtheȱproductȱ

compliesȱwithȱtheȱevaluationȱcriteriaȱforȱtheȱDutchȱinputȱlistȱ(seeȱEvaluationȱCriteriaȱ

document).ȱFiBLȱwillȱmakeȱaȱrecommendation,ȱandȱSkalȱwillȱtakeȱtheȱfinalȱdecisionȱonȱ

inclusionȱorȱnonȬinclusionȱinȱtheȱDutchȱinputȱlist.ȱInȱtheȱcase

ȱofȱnonȬinclusion,ȱSkalȱandȱ

FiBLȱwillȱoutlineȱtheȱargumentsȱforȱrejection.ȱThisȱwillȱalsoȱincludeȱanȱindicationȱ

whetherȱtheȱproductȱwouldȱbeȱacceptable,ȱifȱadditionalȱdataȱwereȱprovidedȱbyȱtheȱ

company.ȱ

Inȱcaseȱofȱaȱpositiveȱdecision,ȱtheȱproductȱisȱshownȱinȱtheȱinputȱlist.ȱȱ

Inȱcaseȱ

ofȱaȱnegativeȱdecision,ȱFiBLȱwillȱsendȱaȱletterȱtoȱtheȱcompany,ȱinȱwhichȱtheȱ

reasonsȱforȱrejectionȱareȱexplained.ȱȱ

4.3 Possibility for making a complaint in case of product

rejection

Ifȱtheȱcompanyȱdoesȱnotȱagreeȱwithȱtheȱrejection,ȱitȱmayȱsubmitȱaȱcomplaintȱtoȱFiBL.ȱ

Theȱfollowingȱpointsȱshouldȱbeȱobserved:ȱ

Aȱcomplaintȱshouldȱmakeȱreferenceȱtoȱtheȱpreciseȱreasonsȱgivenȱinȱtheȱrejectionȱ

letter,ȱandȱitȱshouldȱcontainȱaȱlogicalȱargumentationȱwhyȱtheseȱreasonsȱareȱnotȱ

correct.ȱȱ

Whereȱappropriate,ȱinformationȱsupportingȱtheȱargumentationȱ(e.g.ȱdescriptionsȱ

ofȱmanufacturingȱmethods,ȱanalyses)ȱshouldȱbeȱincludedȱasȱannexesȱtoȱtheȱ

complaint.ȱȱ

WhenȱFiBLȱhasȱreceivedȱaȱcomplaint,ȱitȱwillȱsendȱaȱcopyȱofȱtheȱcomplaintȱwithȱallȱ

annexesȱtoȱSkal,ȱandȱthenȱdiscussȱitȱwithȱSkal.ȱWhereȱnecessary,ȱtheȱcomplaintȱwillȱ

alsoȱ

beȱdiscussedȱwithȱtheȱadvisoryȱboard.ȱSkalȱwillȱtakeȱaȱfinalȱdecisionȱonȱinclusionȱorȱ

nonȬinclusionȱinȱtheȱDutchȱinputȱlistȱ(seeȱ4.3).ȱ

4.4 Products requiring a decision by Skal

Productȱevaluationȱisȱbasedȱonȱtheȱevaluationȱcriteria,ȱwhichȱareȱdescribedȱinȱaȱ

separateȱdocument.ȱTheseȱcriteriaȱareȱbasedȱonȱtheȱrelevantȱEUȱandȱnationalȱlegislation.ȱ

Inȱcasesȱwhereȱthereȱisȱaȱmarginȱofȱinterpretation,ȱFiBLȱwillȱdiscussȱtheȱissueȱwithȱSkalȱ

andȱ-ȱifȱnecessaryȱ-ȱwithȱtheȱadvisoryȱboard, ȱandȱSkalȱwillȱtakeȱaȱdecision,ȱwhichȱ

specifiesȱhowȱtheȱlegislationȱisȱinterpretedȱinȱaȱparticularȱsituation.ȱSuchȱdecisionsȱareȱ

8 Administrative procedures and requirements concerning the Dutch input list. Version 005.

takenȱinȱaȱgeneralȱway,ȱandȱareȱthereforeȱvalidȱnotȱonlyȱforȱtheȱproductȱwhichȱhasȱ

originallyȱraisedȱtheȱquestion,ȱbutȱalsoȱforȱallȱfutureȱproductsȱwhichȱraiseȱtheȱsameȱ

question.ȱItȱisȱthereforeȱforeseenȱthatȱsuchȱdecisionsȱwillȱbeȱincorporatedȱintoȱanȱ

updatedȱversionȱofȱtheȱevaluationȱcriteria.ȱ

4.5 Product re-evaluations due to altered evaluation criteria

Theȱproductȱevaluationȱcriteriaȱwillȱevolveȱoverȱtime.ȱTheȱreasonsȱmayȱbeȱrevisionsȱofȱ

theȱrelevantȱEUȱorȱnationalȱlegislation,ȱorȱnewȱdecisionsȱbyȱSkal.ȱRarely,ȱsuchȱchangesȱ

mayȱnecessitateȱaȱreȬevaluationȱofȱcertainȱproductȱcategories,ȱandȱmightȱevenȱfinallyȱ

leadȱtoȱdeȬlistingȱofȱproducts.ȱSuchȱsituationsȱwillȱbe

ȱdiscussedȱindividuallyȱbetweenȱ

FiBLȱandȱSkal,ȱandȱpossiblyȱalsoȱwithȱtheȱadvisoryȱboard.ȱTheȱaimȱisȱtoȱfindȱanȱ

individuallyȱtailoredȱsolutionȱwhichȱisȱlegallyȱcorrectȱandȱhasȱminimalȱimpactȱonȱ

Dutchȱorganicȱfarming.ȱStakeholdersȱwillȱbeȱinformedȱatȱtheȱearliestȱconvenience.ȱTheȱ

informationȱpolicyȱwillȱbeȱdecidedȱcaseȱbyȱ case.ȱ

4.6 Quality assurance

Asȱpartȱofȱtheȱqualityȱassuranceȱprocedures,ȱaȱnumberȱofȱselectedȱproductsȱfromȱtheȱ

Dutchȱinputȱlistȱwillȱbeȱsubmittedȱtoȱsupplementaryȱinvestigations.ȱFiBLȱmayȱrequestȱ

additionalȱinformationȱonȱaȱproduct,ȱitsȱcomposition,ȱmanufacturingȱprocessȱorȱitsȱuse.ȱ

ItȱmayȱalsoȱrequestȱtheȱreȬsubmissionȱofȱupdatedȱinformationȱonȱaȱspecified

ȱproductȱatȱ

anyȱtime.ȱAnalyticalȱspotȬcheckingȱisȱpartȱofȱtheȱqualityȱassuranceȱprocedures.ȱ

Ifȱtheȱqualityȱassuranceȱproceduresȱshouldȱrevealȱanyȱirregularities,ȱFiBLȱandȱSkalȱwillȱ

discussȱtheȱsituationȱonȱaȱcaseȬbyȬcaseȱbasis,ȱandȱinformȱtheȱcompanyȱaboutȱtheirȱ

decision.ȱTheȱcompanyȱmayȱmakeȱaȱcomplaintȱagainstȱ thisȱdecision,ȱasȱdescribedȱinȱ4.3.ȱ

4.7 How to proceed when product characteristics change

AllȱchangesȱwithȱrelevanceȱforȱtheȱDutchȱinputȱlistȱhaveȱtoȱbeȱcommunicatedȱtoȱFiBLȱ

byȱtheȱregisteringȱcompanyȱatȱtheȱearliestȱconvenience.ȱForȱthisȱpurpose,ȱtheȱformȱ

'Changes'ȱhasȱtoȱbeȱused.ȱChangesȱofȱaȱpurelyȱadministrativeȱnatureȱareȱhandledȱ

differentlyȱfromȱchangesȱinȱproductȱcomposition,ȱmanufacturingȱorȱuse.ȱ

Changes

ȱofȱaȱpurelyȱadministrativeȱnature:ȱThisȱcategoryȱcomprisesȱchangesȱsuchȱasȱ

changesȱinȱproductȱname,ȱcompanyȱname,ȱaddress,ȱwebsite,ȱlegalȱstructure,ȱcontactȱ

personȱetc.,ȱwhichȱareȱirrelevantȱwithȱrespectȱtoȱproductȱevaluation.ȱOnȱtheȱnotificationȱ

form,ȱtheȱcompanyȱmustȱconfirmȱthatȱtheȱchangeȱdoesȱnotȱaffectȱtheȱcompositionȱofȱthe

ȱ

product,ȱandȱthatȱtheȱproductȱstillȱcompliesȱwithȱtheȱrelevantȱEUȱandȱDutchȱlegislation.ȱ

Forȱproductsȱwhichȱhaveȱtoȱbeȱregistered,ȱtheȱnameȱchangeȱmustȱbeȱcommunicatedȱ

alsoȱtoȱtheȱregistrationȱauthority.ȱFiBLȱwillȱtakeȱnoteȱofȱsuchȱchangesȱandȱmodifyȱtheȱ

entryȱinȱtheȱDutchȱinputȱlistȱwithoutȱconsultingȱ Skal.ȱWhereȱsuchȱmodificationsȱmightȱ

causeȱuncertaintiesȱamongȱfarmersȱorȱinspectors,ȱtheȱoldȱandȱnewȱnamesȱwillȱbothȱbeȱ

shownȱinȱtheȱinputȱlistȱforȱaȱlimitedȱtimeȱ(e.g.ȱ'productȱy,ȱformerlyȱcalledȱx').ȱ

9 Administrative procedures and requirements concerning the Dutch input list. Version 005.

Changesȱinȱproductȱcomposition,ȱmanufacturingȱprocessȱorȱcomplianceȱwithȱrelevantȱlegislation:ȱ

Thisȱcategoryȱcomprisesȱchangesȱwhichȱareȱrelevantȱforȱproductȱevaluation.ȱTheyȱareȱ

thereforeȱhandledȱanalogousȱtoȱtheȱapplicationȱofȱaȱnewȱproduct.ȱ

Theȱcompanyȱsubmitsȱtheȱnewȱinformation,ȱasȱdescribedȱforȱnewȱproductsȱ(seeȱ

4.1).ȱ

Informationȱwhichȱ remainsȱunchangedȱdoesȱnotȱhaveȱtoȱbeȱreȬsubmitted,ȱbutȱtheȱ companyȱhasȱtoȱstateȱexplicitlyȱthatȱitȱisȱunchanged.ȱȱ

FiBLȱwillȱevaluateȱtheȱchangesȱandȱSkalȱwillȱtakeȱtheȱfinalȱdecisionȱaboutȱlistingȱasȱ

deȬscribedȱinȱ4.2ȱforȱnewȱproducts.ȱ

5. Validity of evaluation and duration of listing

5.1 Timelines

Companyȱregistrationsȱandȱsecrecyȱundertakingsȱcanȱbeȱmadeȱanyȱtimeȱofȱtheȱyear.ȱ

Productȱapplicationsȱmayȱbeȱsubmittedȱanyȱtimeȱofȱtheȱyearȱandȱwillȱbeȱ

consideredȱinȱtheȱnextȱbatchȱofȱlistingȱdecisions.ȱ

FiBLȱwillȱpublishȱtheȱdatesȱwhenȱtheȱlistȱwillȱbeȱupdated.ȱProductsȱsubmittedȱat

ȱ

leastȱ6ȱweeksȱbeforeȱsuchȱaȱdateȱwillȱbeȱevaluatedȱuntilȱtheȱnextȱbatchȱofȱlistingȱ

decisions.ȱ

Complaintsȱhaveȱtoȱbeȱsubmittedȱwithinȱ6ȱweeksȱafterȱtheȱcompanyȱhasȱreceivedȱ

theȱoffiȬcialȱdecisionȱletterȱfromȱFiBL.ȱTheȱprocessingȱtimeȱforȱcomplaintsȱmayȱvaryȱ

fromȱcaseȱtoȱcase,ȱdependingȱ onȱtheȱcomplexityȱofȱtheȱindividualȱcase.ȱ

Physicalȱmeetingsȱofȱtheȱadvisoryȱboardȱareȱscheduledȱminimallyȱonceȱperȱyear.ȱȱ

5.2 Validity of the evaluation

Productȱevaluationsȱareȱvalidȱforȱfiveȱyears.ȱWhenȱthisȱperiodȱisȱover,ȱallȱinformationȱ

hasȱtoȱbeȱreȬsubmitted,ȱandȱaȱnewȱevaluationȱisȱcarriedȱout.ȱCompaniesȱwillȱbeȱnotifiedȱ

inȱdueȱtime.ȱIfȱaȱcompanyȱdoesȱnotȱsubmitȱtheȱinformationȱinȱtime,ȱtheȱproductȱwillȱbeȱ

deȬlisted.ȱ

5.3 Duration of the first listing

ProductȱevaluationsȱandȱsubsequentȱinclusionȱinȱtheȱDutchȱinputȱlistȱmayȱtakeȱplaceȱatȱ

variableȱtimesȱofȱtheȱyear.ȱTheȱdurationȱofȱtheȱfirstȱlistingȱisȱthereforeȱadjusted,ȱsoȱthatȱ

allȱproductsȱenterȱintoȱanȱannualȱcycleȱofȱreȬconfirmation.ȱ Ifȱaȱproductȱisȱincludedȱinȱtheȱlistȱinȱthe ȱfirstȱhalfȱofȱtheȱyearȱ(approximatelyȱ

betweenȱJanuaryȱandȱMay),ȱtheȱlistingȱwillȱbeȱlimitedȱuntilȱtheȱendȱofȱtheȱrunningȱ

year.ȱ 10 Administrative procedures and requirements concerning the Dutch input list. Version 005.

Ifȱaȱproductȱisȱincludedȱinȱtheȱlistȱinȱtheȱsecondȱhalfȱofȱtheȱyearȱ(approximatelyȱ

betweenȱJuneȱandȱDecember),ȱtheȱlistingȱwillȱbeȱlimitedȱuntilȱtheȱendȱofȱtheȱ

followingȱyear.ȱ

TheȱdurationȱofȱtheȱlistingȱisȱvisibleȱinȱtheȱonlineȱsearchȱofȱtheȱDutchȱinputsȱlust.ȱ

5.4 Details of listing

TheȱaimȱofȱtheȱDutchȱInputȱlistȱisȱtoȱprovideȱanȱenvironmentȱwhereȱallȱlistedȱproductsȱ

mayȱattractȱsimilarȱattentionȱbyȱtheȱusers.ȱToȱachieveȱthisȱaim,ȱallȱproductsȱareȱlistedȱ

withȱtheȱfirstȱletterȱinȱcapitalsȱandȱtheȱfollowingȱlettersȱinȱlowercase.ȱTheȱspellingȱofȱ

entireȱwordsȱinȱcapitalsȱis

ȱnotȱaccepted,ȱandȱtheȱuseȱofȱspecialȱcharactersȱisȱlimited.ȱForȱ

abbreviations,ȱtheȱinputsȱteamȱmayȱgrantȱexceptions.ȱDecisionsȱaboutȱtextualȱlayoutȱ

areȱinȱtheȱresponsibilityȱofȱtheȱinputsȱteam.ȱ

5.5 Re-confirmation of the listing

Eachȱyearȱinȱsummer,ȱtheȱcompaniesȱareȱaskedȱbyȱFiBLȱwhetherȱtheyȱwantȱtoȱcontinueȱ

theȱlistingȱofȱtheȱproductsȱcurrentlyȱincludedȱinȱtheȱDutchȱinputȱlist.ȱInȱcaseȱofȱ

confirmation,ȱtheȱlistingȱofȱtheȱproductȱisȱprolongedȱforȱaȱcalendarȱyearȱ(1ȱJanuaryȱ-ȱ31ȱ

December).ȱProlongationsȱareȱeffectedȱby ȱFiBLȱwithoutȱconsultationȱofȱSkal.ȱȱ

Prolongationsȱareȱpossibleȱonlyȱduringȱtheȱ5ȱyearȱperiodȱinȱwhichȱtheȱevaluationȱisȱ

valid.ȱWhenȱthisȱperiodȱisȱover,ȱaȱnewȱevaluationȱisȱnecessaryȱ(seeȱsectionȱ5.2),ȱwhichȱisȱ

againȱvalidȱforȱ5ȱyears.ȱȱ Ifȱaȱcompanyȱdoesȱnotȱreactȱonȱtheȱrequestȱforȱ prolongationȱofȱlistingȱorȱproductȱreȬ evaluation,ȱtheȱproductȱwillȱbeȱdeȬlisted.ȱ

5.6 De-listing requested by the company

DeȬlistingȱatȱtheȱendȱofȱaȱcalendarȱyear:ȱAsȱexplainedȱinȱ5.4,ȱFiBLȱwillȱaskȱtheȱ

companiesȱeachȱyearȱinȱsummerȱwhetherȱtheyȱwantȱtoȱcontinueȱtheȱlistingȱofȱtheȱ

products.ȱTheȱstandardȱprocedureȱforȱdeȬlistingȱisȱtoȱnotifyȱFiBLȱinȱtheȱcourseȱofȱthisȱ

prolongationȱprocessȱthatȱthe ȱproductȱshouldȱnotȱbeȱprolongedȱforȱanotherȱcalendarȱ year.ȱ

DeȬlistingȱduringȱtheȱyear:ȱDeȬlistingȱduringȱtheȱyearȱisȱnotȱnormallyȱpossible,ȱbecauseȱ

farmersȱandȱcertifiersȱrelyȱonȱtheȱlistingȱinȱtheȱDutchȱinputȱlist.ȱIfȱthereȱareȱgoodȱ

reasonsȱforȱdeȬlistingȱduringȱtheȱyear,ȱFiBLȱmayȱgrantȱ anȱexception.ȱȱ

Note:ȱInȱcaseȱofȱproductsȱwhichȱareȱnotȱanyȱmoreȱavailableȱonȱtheȱmarket,ȱtheyȱwillȱbeȱ

keptȱinȱtheȱinputȱlistȱuntilȱtheȱendȱofȱtheȱyear,ȱbutȱFiBLȱcanȱaddȱaȱcommentȱthatȱtheyȱ

areȱnotȱanyȱmoreȱavailable.ȱThisȱensuresȱthatȱorganicȱfarmersȱwhoȱhaveȱa

ȱstockȱonȱtheirȱ

farmȱcanȱuseȱitȱwithoutȱproblemsȱ(seeȱ5.6).ȱ ȱ

ȱȱ

11 Administrative procedures and requirements concerning the Dutch input list. Version 005.

5.7 Transitional period (grace period) for organic farmers

TheȱtransitionalȱperiodȱisȱtheȱperiodȱafterȱdeȬlistingȱofȱaȱproductȱduringȱwhichȱitȱmayȱ

stillȱbeȱusedȱbyȱDutchȱorganicȱfarmers.ȱTheȱtransitionalȱperiodȱdiffers,ȱdependingȱonȱ

theȱreasonsȱforȱdeȬlisting.ȱ

DeȬlistingȱonȱrequestȱbyȱtheȱcompany:ȱIfȱaȱproductȱisȱdeȬlistedȱfromȱJanuaryȱ-ȱ

September,ȱ

theȱtransitionalȱperiodȱlastsȱuntilȱDecemberȱofȱtheȱsameȱyear.ȱIfȱaȱproductȱisȱdelistedȱ

fromȱOctoberȱ-ȱDecember,ȱtheȱtransitionalȱperiodȱlastsȱuntilȱDecemberȱofȱtheȱfollowingȱ

year.ȱ

DeȬlistingȱdueȱtoȱalteredȱevaluationȱcriteria,ȱchangesȱinȱproductȱmanufactureȱorȱlegalȱ

compliance,ȱorȱdeficitsȱrevealedȱbyȱFiBL'sȱqualityȱassurance :ȱTheȱtransitionalȱperiodȱwillȱbeȱ

determinedȱbyȱFiBLȱandȱSkalȱonȱaȱcaseȬbyȬcaseȱbasis.ȱTransitionalȱperiodsȱmayȱbeȱ

shownȱinȱtheȱproductȱsearch.ȱ

6. Fees

Theȱheightȱofȱtheȱfeesȱisȱpublishedȱonȱtheȱprojectȱwebsiteȱhttps://dutchinputlist.fibl.org.ȱ

6.1 Evaluation / re-evaluation fee

Afterȱtheȱevaluationȱ(orȱreȬevaluationȱafterȱ5ȱyears)ȱofȱaȱproductȱisȱcompleted,ȱFiBLȱwillȱ

chargeȱanȱevaluationȱfeeȱtoȱtheȱcompany.ȱȱ

Theȱevaluationȱfeeȱisȱdueȱbothȱinȱcaseȱofȱlistingȱandȱinȱcaseȱofȱrejectionȱofȱtheȱ

product.ȱȱ Theȱevaluationȱfeeȱcoversȱallȱexpensesȱrelatedȱwith ȱtheȱevaluationȱofȱtheȱproduct,ȱ

includingȱcorrespondenceȱwithȱtheȱcompanies,ȱexaminationȱofȱtheȱdocumentation,ȱ

backgroundȱresearchȱetc.ȱItȱisȱaȱfixedȱfeeȱandȱdoesȱnotȱdependȱonȱtheȱamountȱofȱ

workȱcausedȱbyȱanȱindividualȱproduct.ȱ

Theȱevaluationȱfeeȱcoversȱalsoȱtheȱfirstȱlistingȱ(seeȱchapterȱ5.3).ȱȱ

Ifȱ

aȱproductȱhasȱtoȱbeȱreȬevaluatedȱbecauseȱtheȱproductȱcharacteristicsȱhaveȱ

changed,ȱtheȱevaluationȱfeeȱisȱalsoȱcharged.ȱ

6.2 Listing fee

Afterȱtheȱlistingȱofȱaȱproductȱhasȱbeenȱprolongedȱforȱaȱcalendarȱyear,ȱFiBLȱwillȱchargeȱaȱ

listingȱfeeȱtoȱtheȱcompany.ȱ

Theȱlistingȱfeeȱcoversȱallȱexpensesȱrelatedȱwithȱtheȱprolongationȱofȱtheȱproduct,ȱinȱ

particularȱcorrespondenceȱwithȱtheȱcompany.ȱȱ QualityȱcontrolȱmeasuresȱsuchȱasȱanalyticalȱspotȬchecking

ȱandȱallȱsubsequentȱ

correspondenceȱandȱinquiriesȱareȱfreeȱofȱchargeȱforȱtheȱcompany.ȱ 12 Administrative procedures and requirements concerning the Dutch input list. Version 005.

6.3 No fees charged

Inȱtheȱfollowingȱsituations,ȱnoȱfeesȱareȱcharged:ȱ

Complaints:ȱThereȱisȱnoȱfeeȱforȱcomplaints.ȱHowever,ȱcomplaintsȱwillȱonlyȱbeȱ

handledȱafterȱtheȱevaluationȱfeeȱhasȱbeenȱpaid.ȱ

ReȬevaluationȱdueȱtoȱalteredȱevaluationȱcriteria:ȱbecauseȱsuchȱreȬevaluationsȱareȱ

notȱcausedȱbyȱtheȱcompanies,ȱtheyȱareȱhandledȱfree

ȱofȱcharge.ȱ

Purelyȱadministrativeȱmodificationsȱofȱtheȱlisting,ȱsuchȱasȱnameȱchangesȱandȱotherȱ

purelyȱadministrativeȱmodifications,ȱareȱhandledȱfreeȱofȱcharge.ȱ

DeȬlisting:ȱThereȱisȱnoȱfeeȱforȱdeȬlisting.ȱHowever,ȱifȱaȱproductȱisȱdeȬlistedȱduringȱ

theȱyear,ȱthereȱisȱnoȱrefundȱofȱtheȱlistingȱ fee.ȱ