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SUPERVISING SHIPLOT GRAIN INSPECTIONS 1. Purpose
This instruction :
a. Establishes procedures for supervising the inspection of grain loaded into or unloaded from ships; and b. Separates and defines the procedures as follows:
Two-man supervision (when two individuals are used-one to supervise the sampling and the other to supervise the grading).
One-man supervision (when one individual is used to supervise the sam
pling and/or grading). II. Background
Heavy workloads in our Field Offices and personnel reductions have caused us to change our methods of supervision, One-man supervision has been recommended to routinely supervise the sampling and grading of grain loaded into or unloaded from ships. One-man supervision is generally used to obtain supervision samples at the time the grain is sampled by the licensed sampler. At most locations the samples are taken to the Field Office for supervision grading. The exception occurs at locations where the samples are piped from a diverter-type mechanical sampler into the inspection laboratory. This allows the supervision of sampling and grading during loading and usually eliminates the grading of samples in the Field Office. The use of one individual to supervise the inspection of shiplot grain increases the onsite supervision coverage and is an approved method of supervising shiplots and other types of grain inspections. Official samples may be obtained for supervision and for review when problems arise on shiplot inspections. One problem of one-man supervision samples worked in the Field Office is delay in analysis. Therefore, samples should be analyzed as promptly as practicable after loading. Until about years ago (and in special situations since then) two-man supervision was generally used to supervise the sampling and grading of grain loaded into or unloaded from ships. Two-man supervision eliminates the analysis of samples in the Field Office but reduces the supervision coverage that can be performed at one time. When full supervision is necessary for all or a portion of a shiplot inspection, two-man supervision is generally used. III. Procedure for one-man supervision
A. When to use one-man supervision One sampling supervisor shall be used to supervise the sampling of shiplot grain inspections except where conditions are such that one-man supervision is impracticable ; i.e., difficult grade determinations are to be made or full supervision is warranted for all or a portion of a shiplot inspection. At elevators where samplng is performed at several widely separated sites, it may be necessary to use more than one supervisor to obtain samples of the complete lot. This is also to be considered one-man supervision,
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),
Sieve and bottom pan (sieves may range in size from 1/12 inch round hole or 74 inch (diameter of inscribed circle) triangular perforated, to 51/2/64 x
34 or 574 x 34 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 shall 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 sampies 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 III.B.2.e. below.) These samples shall show the following information :
The name of the vessel.
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 divertertype 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 III.B.2.d. above. Samples taken from the licensed sampler shall be obtained immediately after they are delivered in the laboratory. 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
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 Log” (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 non-uniform 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. Ir. Procedure for tun-an supervision
A. When to use tico-man supervision Two-man supervision shall be used to supervise shiplot grain inspections where conditions are such that one-man supervision is impracticable; i.e., 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
, 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 sujervision shall be graded. Samples obtained for difficult grading problems shall be analyzed in the Field Office as described in III. C. and D. above. I'. Filing of samples
Sublot samples shall be filed in accordance with GR Instruction 917–7, "Uniform File Sample Retention System.” VI. Selection of samples for review by the Board of Appeals and Review (BG)
Each Grain Sample Ticket shall be placed in the stack for selection with the other Forms GR-189; e.g., carlots bargelots, etc., 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.
1. 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 In
spection Branch for filing. VII. Supervision of grading activities
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 post-evaluation 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 superyised during sampling or not supervised during sampling. VIII. Effective date
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.
J. L. O'BRATE,
Acting Chief, Grain Inspection Branch. 55-318--75
FDA DISTRICT OFFICIALS
Director, Investigations Branch—DIB.
Deputy Regional Food and Drug Director-DRFDD.
* Additional material for question 20, p. 199.