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B. Performance of one-man supervision.-1. The following equipment is needed by the supervisor for supervising sampling :

Adequate lighting (sampling site and surrounding area).
Sample divider (Boerner or modified Boerner).
Five-gallon cans with covers (actual number needed).
A supply of plastic bags, bag clips, and pliers.
Marking pencils.
Sample identification tickets.

Sieve and bottom pan (sieves may range in size from 1/12 inch round hole or 5/64 inch (diameter of inscribed circle) triangular

perforated, to 512/64 by 3/4 or 5/64 by 3/4 inch slotted). 2. The supervision of sampling shall take place at the sampling site where the licensed sampler works-in the elevator, at the dock, in the laboratory, or on board ship. The duties of the individual(s) assigned to supervise sampling small include but not be limited to:

a. Checking the condition of the sampling equipment, the cleanliness of the sample and the inspection area, and working conditions.

b. Frequently visually examining the grain samples for uniformity in quality and condition and obtaining special samples with noted material differences.

c. Supervising the licensed sampler to assure that frequent cuts are taken from the moving stream of grain in accordance with the applicable sampling instruction, including the following:

The samples are examined frequently for odor, live insects injurious to stored grain, and uniformity in quality and condition.

A representative portion of each sample (component or sublot) is prepared and properly identified for grading by the licensed inspector.

The samples are protected from manipulation at all times. d. Obtaining a separate 2,000-gram representative portion of each sample (component or sublot) sent for grading by the inspector. (See IIIB2e below.) These samples shall show the following information:

The name of the vessel.
The identification of sublot or component sample.

The date and time (starting and ending times) that the sample was obtained.

The stowage location of the grain on board the vessel. The identification of the belt, spout, or other source from which the sample was obtained during delivery to the vessel.

The approximate quantity the sample represents. e. Supervising (provided he is qualified to do so) licensed inspectors at locations when the grain is piped into the inspection laboratory from diverter-type mechanical samplers. When the inspector is supervised at such locations, sublot samples may consist of a separate portion delivered in the supervision laboratory from the diverter sampler or a portion of the sample obtained by the licensed sampler for the inspector in lieu of the samples mentioned in IIIB2d above. Samples taken from the licensed sampler shall be obtained immediately after they are delivered in the lab

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oratory. The supervision of inspectors at locations where the samples are piped into the laboratory from diverter samplers may include:

Over-the-shoulder supervision (the review of separations analyzed by the licensed inspector), or

An analysis of separations other than those made by the licensed inspector. (Under no circumstances should the supervisor work a separation in lieu of the inspector so that the

factor results may be shown by the inspector.) C. Selection of samples for supervision analysis at the field office.-When the supervision sampling has been completed, the supervisor shall take all of the samples collected and submit them, together with the licensed inspector's (LI) Form GR-380, "Ship Loading Logo (hereinafter called “log”), to the field office for supervision inspection. The analyses shall be performed in accordance with GR instruction 918-6, "Grain Inspection Manual." If only a part of the sampling of a shiplot is supervised, the supervisor shall initial on the LI's log only the sublots which were sampled for supervision. All component samples held separately because of possible nonuniformity shall be analyzed for the nonuniform appearing factor(s).

When four or less sublot samples from one lot have been obtained for supervision, all of them shall be analyzed. When more than four sublots from a lot have been obtained, the following random sample selection procedure shall be used to select at least four sublots for supervision analyses (more than four sublots may be worked if the workload permits or circumstances exist for the analysis of more sublot samples):

Place a set of cards numbered to correspond with the sublot samples face down on a desk.

Shuffle the cards three times; then lay aside the top card and select the next four cards from the stack of face-down cards.

The sublot samples represented by the selected cards shall be analyzed. D. Supervision analysis of samples at the field office. One of the economics of the one-man supervisor approach occurs in the random inspection of the selected sublot samples. It is planned that a "production-line” operation will be organized in the field office laboratories so the work can be handled in an efficient manner with the analyses for interpretative factors being performed by GS-9 ACG's or other capable employees and cutting down of samples or analysis of mechanically determined factors being performed by AID's or similar level employees.

Sublot samples should be inspected for supervision as promptly as practicable so the results can be reported to the official inspection personnel, and remedial action, if needed, can be effected in a prompt and efficient manner.

The supervisor grading the supervision samples shall prepare and record his findings for each sublot (including each component sample graded separately) on a separate Grain Sample Ticket, Form GR-189, in accordance with GR Instruction 929-2, Rev. 4. Sample Ticket, Form GR-189. Show the sublot number or component sample identification in “Remarks” to properly identify the Form GR-189.


A. When to use two-man supervision.—Two-man supervision shall be used to supervise shiplot grain inspections where conditions are such that one-man supervision is impracticable; that is, difficult grade determinations are to be made or full supervision is warranted for all or a portion of a shiplot inspection.

B. Performance of two-man supervision.—When full supervision is necessary the individual assigned to supervise the inspection shall share in the performance of the duties described in III B, 1 and 2, a through d above. In addition the individual performing the supervision of grading shall make a complete analysis of each sublot sample (including component or other special samples with noted material differences). In addition the individual supervising the grading shall perform :

Over-the-shoulder supervision (the review of separations analyzed by the licensed inspector) or,

Analyses of separations other than those made by the licensed inspector. (Under no circumstances shall the supervisor work a separation in lieu of the inspector so that the factor results will be

shown by the inspector.) Supervision samples that cannot be graded at the location where the inspection is performed shall be returned to the field office. All samples obtained for full supervision shall be graded. Samples obtained for difficult grading problems shall be analyzed in the field office as described in III C and D above.


Sublot samples shall be filed in accordance with GR Instruction 917-7, "Uniform File Sample Retention System."

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Each grain sample ticket shall be placed in the stack for selection with the other forms GR-189; for example, carlots, bargelots, et cetera, as provided in GR Instruction 917–3, "Submitting Samples to the Board of Appeals and Review.”

A. If a supervision sublot or separately graded component sample is selected S, to be sent to the BG, it shall be accompanied by a copy of the licensed inspector's log. The form GR-189 for samples that are not selected shall be distributed in accordance with GR Instruction 929-2, Rev. 4, “Grain Sample Ticket, form GR-189." B. The BG shall:

1. Review the log.
2. Review each S sample and separations.
3. Record their findings on form GR-189.

4. Distribute form GR-189 in accordance with GR Instruction 929-2, Rev. 4.

5. Send the log with a photocopy of the form GR-189 to the Grain Inspection Branch for filing.


The key position in the one-man shiplot supervision system is the supervisor.

Supervisors should be assigned to work locations on a rotating basis with more capable employees being detailed to the more difficult assignments. At elevators where the samples are not piped into the laboratory from a diverter sampler, the duties of the supervisor are usually such that he will have no time to supervise or evaluate the grading activities performed by the licensed inspectors. With the one-man supervision procedure, the inspection of the sublot samples is usually a postevaluation of the inspection and grading activities. The procedures set forth in this Instruction are not designed to eliminate the use of licensed inspectors' file samples (sublot and composite) for shiplots that are only partially supervised during sampling or not supervised during sampling.


This Instruction implements section 26.126 of the regulations under the U.S. Grain Standards Act and becomes effective on May 30, 1974. It does not establish a new or revised substantive rule.


Acting Chief, Grain Inspection Branch. Question 20. Explain the system of coordination between the Grain Inspection Branch and the Food and Drug Administration with regard to food contaminants.

Answer. AMS and the Food and Drug Administration recently signed a cooperative agreement that provided for mutual cooperation and the exchange of information on actionable commodities and conditions encountered in the performance of our respective inspection responsibilities.

Copies of the agreements and all Grain Division notices and instructions issued in the implementation of these agreements are attached.

GR notice 1713

June 24, 1975



Action by: Field office supervisors and official inspection agencies.


POSSIBLE ACTION BY THE FOOD AND DRUG ADMINISTRATION (FDA) This Notice revises requirements for reporting actionable lots of inspected grain to the Food and Drug Administration (see GR Notice 1566).

At present, all inspected lots of grain considered to be low quality are reported to the Food and Drug Administration. Effective upon receipt of this Notice, actionable lots of submitted samples and inbound lots of grain shall not be reported. The reporting of actionable lots of rice and pulses and all other criteria, as defined in GR Notices 1566 and 1602, remain unchanged.

L. E. MALONE, Assistant Chief, Inspection Branch.

GR Notice 1571 September 25, 1974


SERVICE, GRAIN DIVISION, HYATTSVILLE, Mv. Action by: Official Inspection Agencies, Cooperators, and Grain

Division Field Offices.


DRUG ADMINISTRATION (FDA) This Notice supplements GR Notice 1566 in the reporting of lowquality grain, rice, and pulses to FDA.

Telephone Results. When an official inspection agency, cooperator, or Grain Division Field Office has ascertained that a lot is actionable (see GR Notice 1566), they shall telephone their findings to an FDA District Office. Toll calls by inspection agencies and cooperators may be made collect. Grain Division Field Offices should use the FTS telephone network to report findings to the FDA District Office.

When confirming oral report with the written report (see attachment B, GR Notice 1566), be sure to include the address and telephone number of the appropriate FDA District Office so that the applicant for inspection will know who to contact for information about FDA's action.

Mailing of Samples. When requested by FDA to send the work sample, use a USDA-franked mailing tag, "Form GR-258.” Grain Division Field Oflices shall be responsible for providing official inspection agencies and cooperators with appropriately addressed, franked mailing tags. Once a pattern for sending the work samples to FDA is established, field offices are authorized to locally purchase rubber stamps to aid in the addressing of the mailing tags. Each field office shall also maintain an accountability record of the number of mailing tags used by inspection agencies, cooperators, and the field office for sending samples to FDA. This information is needed to determine the mailing cost of this program and will be called for at a later date.

FDA directory. A limited number of FDA directories (same directory attached to GR Notice 1453) are available for distribution. Copies are attached for official inspection agencies and Grain Division Field Offices. Field offices are responsible for advising cooperators of their correct FDA contact.

Effective date. This notice is effective immediately and does not Establish a new or revised substantive rule.

Acting Chief, Grain Inspection Branch.

Chief, Commodity Inspection Branch.

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