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L4- 10 Principles of Certification (1) Vet only certify on matters which…
L4- 10 Principles of Certification
1) Vet only certify on matters which
are within his or her knowledge
if it known by another e.g. the farmer then it should be the subject of their declaration only
Can be ascertained by him or her personally
are the subject of supporting evidence from an authorised veterinarian who has personal knowledge of the matters in question
notes for guidance may allow a vet to attest matters on the basis of a declaration by another person e.g. farmer, animal health officer, food business operators, exporter
Declaration form can be a simple signed statement to a sworn affidavit depending on the significance of what is being certified and the requirements of the competent authority
Vets should retain copies of any declarations and make a record of checks or procedures undertaken to corroborate these declarations where appropriate
4) A veterinarian should not certify that there has been compliance with the law of another country or jurisdiction unless the provisions of that law are set out clearly on the certificate or have been provided to them by the Competent Authority in writing.
read and understand the notes for guidance, ask for advice from competent authority etc etc
8) Certificates should be:
Clear and concise
Integrated, whole and indivisible
if more than one page, need to be 'fan stamped' with unique identifier on each page, look to notes for guidance and retain copies
given a unique identifier
copied and retained with all relevant records
9) Certificates should not contain words or phrases which are capable of more than one interpretation
2) Vets should not issue a certificate that might raise questions of a possible conflict of interest
Avoid! No commercial, financial or other pressures to compromise their impartiality
Cannot own/ part own a business producing a commodity for export or the commodity to be exported or are a salaried employee of the business
Vets make their own decision on whether there is a conflict, can ask for advice. Make a record of potential conflicts of interest and any advice received
6) When signing a certificate, vet should insure that:
a) certificate contains no deletions/alterations other than those which as identified on the certificate to be permissible, and subject to such changes being initialled and stamped by the certifying veterinarian
complete with care and accuracy and in a way which does not lend itself to alteration/ additions. Rectify any mistakes asap
use coloured ink not black, unless embossing
look at notes of guidance to see whether require initials on annotations
no section of the certificate is left incomplete (so no one can fill in after the fact)
Certificate contains signature and name, qualifications and address and official/ practice stamps (could give RCVS number for quick identification)
7) Certificates should be written in simple terms which are easy to understand
10) Certificates should clearly identify the subject being certified
exceptions when cases are impractical to identify (e.g. day old chicks) - follow guidelines
3) Vets should only sign certificates that are written in a language they understand
or if they have an official translation, only done if the other country requires it
In ITAHC, the TRACES system allows for the equivalent to be found in the destination country's language. (again, advice)
5) A veterinarian should only sign original certificates. Where there is a legal or official requirement for a certified copy or duplicate (marked as such) these can be provided.
If vet is aware certificate is no longer true, they must withdraw or cancel the certificate, identify the copies and inform affected parties of their action as soon as possible
Copy must be clearly marked COPY, DUPLICATE, REPLACEMENT, as appropriate
need to provide certified copies when original has been damaged, must make this clear on the copy and withdraw/mark the original so its revised status is clear