FAQ Series: "The Initial Review Letter"
What is this Initial Review Letter I received from MOSA?
Frequently Asked Questions series
Q. I received a letter from MOSA called "Initial Review"; what's this about?
A. Receiving an Initial Review letter means that your organic certification application (for a new client) or re-certification (for a returning client) has advanced to the second of the four certification steps, after the application and before the inspection and final review. During Initial Review, a Certification Specialist on your MOSA Certification Team reads your application carefully to determine if the application is complete, see if there are any obvious barriers to certification, and help you get ready for the inspection.
Q. What should I do with this letter?
A. As with all MOSA letters, please open it, read it, and reply with any questions or required responses! More specifically, first determine what type of letter you received (see below) and note the listed deadline for a response. Then, pay close attention to the numbered paragraphs and make sure you understand each statement or question. Call or email MOSA about any item that isn't clear.
Q. What are the different types of Initial Review letters I might receive from MOSA?
A. There are three main types of Initial Review letters you're likely to see from MOSA.
If the MOSA Certification Specialist conducting the Initial Review for your operation does not find any obvious barriers to organic certification or incomplete parts of the application, the Specialist will issue a Notification of Initial Review letter. This means that no additional information is immediately needed and your application can advance to the third step, the on-site inspection. The Notification may describe updates to certification requirements or list documents to have completed by your inspection, and might list questions to discuss with your inspector.
If the Certification Specialist determines that areas of the application are incomplete they will send you an Initial Review: More Information Needed letter, which identifies the item(s) missing from the application and lists a deadline for a reply, typically in three weeks. The missing information might be a required form that wasn't completed or unanswered questions on a submitted form.
Once you have replied with the requested information, the Certification Specialist sends you an Initial Review Resolution letter that identifies the information you provided to resolve the More Information Needed letter and then lists any items that would be included in a Notification of Initial Review letter.
Q. What are the different areas of an Initial Review letter?
A. There are three main areas of each Initial Review letter.
The top third of the letter displays the client's name and address, the date, the client's account number and, most importantly, the type of Initial Review letter—the large title in the upper middle of the page.
The numbered list in the middle of the letter shows the specific findings from the Certification Specialist's review of your application. In a "More Information Needed Letter," each numbered paragraph identifies a document that is needed, and then in a Resolution letter, the Certification Specialist lists the documents that you provided in response. In a Notification letter, the middle section might describe important Organic Standard changes or minor certification decisions for you, such as reviews of inputs you'd like to use this year, or may list documents to have completed by the time of your inspection. Your inspector will go over the Initial Review letter with you, so be ready at your inspection with thorough responses to all of the numbered items.
The bottom area of a Notification and Resolution letter displays an inspection preparation checklist of records to have ready at your inspection for your type of operation.
Q. What does the MOSA Certification Specialist review during Initial Review?
A. For a returning client, the Certification Specialist focuses on your re-certification application, the completed Annual Update form, particularly any changes you'd like to make to your organic certification, such as a new production scope (e.g. livestock, handling, wild crop, etc.), a new production line, new processed products or farm crops, additional fields or inputs. The Certification Specialist also reads the last Final Review letter for your operation to remind you of any required improvements for this year. Finally, the Specialist reads through your list of communications with MOSA since the last Final Review to make sure MOSA has addressed all of your recent requests, such as input and label reviews or contact information changes.
The Initial Review for a first-time certification applicant consists of a thorough, close reading of all application documents—the organic plan(s) applicable to your operation and all required supplemental documents. Were all necessary forms completed? Were any questions not answered? Are there apparent reasons why the operation cannot be certified organic? Do any responses require clarification or elaboration? MOSA wants to clear up any possible concerns about your application with you before you meet with your inspector.
Q. For a returning client, can changes be made to my certificate during Initial Review?
A. Yes, revisions can be made to your certification during the Initial Review step, as long as the changes do not require an on-site inspection and can be completed through a "desk audit," a review of completed documents you send to MOSA. Examples of these possible changes include: new inputs (fertilizers, sanitizers, etc.), additional finished products (made using previously-approved procedures and equipment), and new crops (grown on already-certified land as part of your approved crop rotation). The Certification Specialist will notify you of the approved revisions in the Initial Review Notification or Resolution letter and will, if necessary, issue a revised organic certificate. There is no additional fee for changes made during the annual re-certification Initial (or Final) Review.
Q. What changes to my certification cannot be made during Initial Review?
A. If a requested change is beyond what MOSA has already inspected at the operation in the past, then the remaining two certification steps—Inspection, Final Review—must also be completed before the certification is changed as requested. Examples of these significant changes requiring completion of all four certification steps include: new scopes of production (livestock, handler, wild crops, etc.), new production lines, new farm fields, and new facilities. If you'd like to make one of these major certification changes with MOSA and your annual re-certification Initial Review has already been completed, then MOSA will conduct an Additional Initial Review that reviews only the requested change. These changes outside of the regular re-certification cycle are subject to MOSA's Administrative Fee.
Q. Ok, I think I have a better understanding of these Certification Determination letters. This is a lot of information, though, and I'm afraid I'll forget much of it. What do I need to remember?
A. Just one thing! When you receive a letter from MOSA, open it, read it, and reply to MOSA right away with any questions or required responses. The MOSA staff person who wrote the letter will answer your questions or, if they aren't available, a member of MOSA's Client Services Team will gladly assist you.