What types of information should I send to CCOF?

This list details the most common situations that require you to send information or documentation to CCOF, and what type of information you'll need to send. Read through this list and contact your Certification Service Specialist with additional questions. 
 
I want to change something in my Organic System Plan (OSP), what should I send?
Update your OSP forms and send them to CCOF for review and approval.  Your current OSP is always visible on MyCCOF, www.ccof.org/myccof. We will let you know if additional updates or clarification are required. OSP forms are occasionally updated so CCOF recommends that you use our website, www.ccof.org, to find the current version of any form you are updating. New forms make future updates faster and may streamline your inspection. Be sure to clear your browser’s history to ensure that you are seeing the most current forms! Please avoid sending locked PDFs as they require additional time to process.
 
I’m adding a new supplier or alternative supplier for an organic product, what should I send?
CCOF recommends that you confirm the status and applicability of a new supplier’s certification with us before sourcing ingredients. However, you are not required to notify CCOF when you change suppliers for an ingredient. You must verify that the product is organic and keep proof of organic status, including the organic certificate. If CCOF has not verified that the supplier is compliant, ingredients used prior to CCOF approval are at your own risk. 
To request review of a new supplier, send CCOF the supplier’s complete, unaltered organic certificate listing their products and let us know what you will be purchasing. Do not send Certificates of Analysis (CoA) or other technical documentation unless we request it. Please avoid sending locked PDFs as they require additional time to process. As a service to our clients, CCOF will verify the status of any suppliers that are certified by CCOF. You are no longer required to maintain certificates for any CCOF-certified supplier, service provider, or private label owner.  
 
Does CCOF need to see Certificates of Analysis (CoA) or Technical Data Sheets (TDS)?
No! In general, we do not need to review Certificates of Analysis (CoA) or other technical documentation such as nutritional, allergen, or microbial analysis. For organic ingredients, simply send the current organic certificate accompanied by the product listing (aka product profile, product summary, or product addendum). For nonorganic processing aids and ingredients, tell us the product brand name and manufacturer’s name. Please avoid sending locked PDFs as they require additional time to process. Additional information may be required for nonorganic ingredients.
 
I think I’ve sent this information before, should I send it again?
No! CCOF retains copies of all documents you send to us. If we are requesting something that you believe you have already sent in previously, please contact CCOF directly to clear up any confusion as we may be asking for different information. 
 
My approved supplier sent me current or updated organic certificates, should I send them to CCOF?
No! You do not need to forward updated supplier certificates to CCOF, simply retain them as part of your Organic System Plan. Your inspector will ask you to describe your management plan for verifying suppliers and handlers are certified by a USDA-accredited certifier, and in good standing, on a continual basis. If your supplier has revised their certificate to include a new ingredient that you would like to use in your organic production, submit the new product and certificate to CCOF for review. Please avoid sending locked PDFs as they require additional time to process.
 
I would like to use a new nonorganic Material.
CCOF has reviewed over 10,000 materials so there’s a chance the one you are looking to use is already approved! Soon this database will be searchable online, but until then, send us the exact product brand name and manufacturer and we can determine whether it’s allowed or not.  If we need more information, we’ll ask for specific documents. Save yourself some time and contact CCOF before requesting additional information from the manufacturer, even if CCOF has requested additional information from you in the past! 
 
I would like to switch the cleaner/detergent or sanitizer I use on organic product contact surfaces.
If you are switching to a new cleaner/detergent that does not come in contact with organic products, you do not need to update CCOF or your Organic System Plan.  If you are switching to a new cleaner that does come in contact with organic products or if you are switching to a new sanitizer, send us the product brand name, manufacturer name and complete ingredient list (i.e. label, MSDS, or technical documentation) in order for CCOF to approve your Organic System Plan update. Please avoid sending locked PDFs as they require additional time to process.
 
We would like to apply pest control materials in our employee bathrooms and break rooms.
Pest control materials applied to non organic food production areas do not pose a risk to organic integrity and are not required to be approved by CCOF.
 
We would like to update our label.
CCOF must approve labels as part of your Organic System Plan. Send the label to CCOF for review. Please avoid sending locked PDF documents as they require additional time to process. Avoid costly mistakes by submitting color samples of labels for review early in the design process.