The Certificate of Acceptability (CoA) is a document that, in fairness, should be widely understood by food handlers and easily recognised by members of the public.
The CoA is a certificate that is issued under a Regulation of the Foodstuffs, Cosmetics and Disinfectants Act, Act 54 of 1972. Now, this is not the oldest of Acts, but it’s clearly been around a while. Enforcement of the Regulation takes place at municipal level by enforcement officers called Environmental Health Practitioners (EHP’s)- ye olden Health Inspectors. The EHP’s are trained in Food Safety and enforce minimum requirements that will allow the production, transport, storage and sale of safe foodstuffs.
The issuance of the CoA on a food premises indicates that the physical premises conforms to minimum requirements as determined by the authorities.
Dealing with state departments or following official channels can often be a daunting process. So, we find several food premises operating without the required certificate or even trading with an invalid certificate.
It is however, simple and easy to achieve Regulatory Compliance and acquire the certificate. This upload will serve as Part 1 of The Certificate of Acceptability: Road map to compliance. Future uploads will deal with the application process and how to prepare for the inspection/ visit from the authorities. Following are some simplified steps:
- Understand the rules
- Find suitable premises
- Setup premises
- Inspection i.t.o. Statutory Regulations and Requirements
- Start trade
- Maintain certificate
- Understand the rules
Ultimately the CoA is issued for the operation of a food premises. SO what are the rules or requirements for operating a food premises? From time to time the legislation is updated, it becomes imperative to ensure that you are consulting the latest set of rules. The issuance of the CoA is done in accordance with requirements set by our government. It is national legislation, meaning that every food premises in the Republic of South Africa MUST comply with the requirements set out by it. Currently Regulation 638 named the ‘Regulations Governing General Hygiene Requirements for Food Premises the Transport of Food and Related Matters (R638 of 2018)’ as part of the Foodstuffs, Cosmetics and Disinfectants Act, Act 54 0f 1972. Every food premises must comply with Sections 5 and 6 of Regulation 638.
- Find suitable premises
The suitable premises is one that facilitates the ultimate provision of sound food, free from contamination. At this stage it’s important to consider where you intend to prepare, store, display, handle, pack or distribute food from. It is advisable to consult your local municipality’s town planning division and determine whether you require special zoning/ consent depending on the activity you are involved with and the premises. The town planning staff will determine whether the premises you have identified is suitably zoned. This is an important step before you enter into rental agreements or start setting up your premises. Make sure the premises is zoned for use as a food premises. Even if you intend to operate from home; ensure you have the permission for what you intend to do.
- Set up premises
Setting up your food premises is the fun part. You get to see your vision take shape. The bakery you’ve only seen in your imagination is finally starting to take shape. Take a moment to consider the flow of the processes your food premises will require. What are your process needs?
Typical areas are:
- Receiving and Dispatch
- Store Room
- Preparation area/ Kitchen/ Packing Floor
- Staff Room
- Toilet/s and Change Room
- Internal/ external recreation areas
- Waste area
- Office
- Medical/ First Aid Room
It is important to consider what processes are taking place inside your food premises and to design how you wish the processes to flow. To achieve a good flow the food handling activities must be ordered in a thoughtful way that complements the overall process.
4. Inspection
The CoA application form must be completed and submitted to your local municipality’s Environmental Health office. Upon receipt of the application form, provided the form is filled out completely and all supporting information is supplied, the Environmental Health office will inform you of the scheduled inspection. All inspections, for the CoA issuance is in terms of Sections 5 and 6 of the Regulation 638 (Regulations may be amended, ensure to use the most recent version).
5. Start Trade
After the CoA is awarded you will notice that it is issued for the specific activities that you have applied for, for example if you have applied to operate as a canned food distributer; the premises and associated activities would have been evaluated for the fitness to distribute food safely. You will not be permitted to deviate from the activities for which you were approved until you have requested amendment and have been re-evaluated.
6. Maintain the CoA
The certificate remains valid and in effect until any of the following happens:
- Change of person in charge of premises. This will require a re-application to award the CoA on the new person’s details.
- Change in activity. Should you wish to change the activities the CoA was awarded for you will be required to request the changes through re-application for an updated CoA.
- Structural changes to the food premises. The CoA was issued after the food premises passed an inspection. Should you make any changes to the structure of the food premises you are required to submit a re-application for a CoA and will be subject to a re-inspection.
The food premises and the associated food handling activities will be subject to routine (announced as well as unannounced) inspections. The EHP will expect conformance to the Regulation with each inspection.