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1. The unit of time must be a valid value from the drop down list Valid values are Seconds Minutes Hours Days Weeks If number of units is entered then the unit is mandatory Temperature Optional Field Export Certificate 100 Re Export Cert 200 The user may enter the value and type of the temperature applied during the treatment process The temperature value must be an integer The type of temperature must be a valid value from the drop down list Valid values are Celsius or Fahrenheit 16 August 2010 Update Page 33 of 56 Phyto Ecert User Manual Business Rules Required for Certificate Type If temperature value is entered then the temperature type is mandatory Concentration Optional Field Export Certificate 100 Re Export Cert 200 The user may enter the concentrations used in the treatment process Additional Optional Field Export Certificate 100 Information Re Export Cert 200 The user may enter any other additional information associated with the treatment process that may be of use in the verification process 16 August 2010 Update Page 34 of 56 Phyto Ecert User Manual 5 Certificate Verifier IVA Functions within Phyto Ecert 5 1 Searching for a Certificate Request The certificate verifier is able to search and use quick links in the same way as the certificate submitter The result set returned however is restricted to those certificates the user s organisation has been reques
2. Phyto Ecert User Manual The standard export phytosanitary certificate is only to be used where the plants or plant products have been grown in New Zealand The re export phytosanitary certificate is to be used where the plants plant products have been grown in another country imported into New Zealand and then presented for re export to another country Due to phytosanitary production security requirements only those existing MAF approved Organizations with Phyto Ecert print authority may continue to print phytosanitary certificates at remote locations i e at locations other than MAF amp or IVA office locations Any phytosanitary certificate request submitted by a MAFBNZ approved Organisation will be considered as a factual compliant request in line with their MAFBNZ approved Organisation s system Accordingly where a request for a certificate is found to be non compliant with the MAFBNZ approved Organisation s system the non compliance finding may be treated as equivalent to fraud 1 6 Acronyms and Terminology Acronym Term Phyto Ecert The computerised Electronic Certificate Production System that holds information about Phytosanitary Exports MAFBNZ New Zealand s Ministry of Agriculture and Forestry Biosecurity New Zealand MAF Security Paper MAF Biosecurity New Zealand security paper obtainable from your IVA The security paper has been prepared with the official MAF logo as a watermark and it has been pre pr
3. User Manual Phytosanitary Ecert Application Phyto Ecert Prepared B MAF Biosecurity New Zealand E N Exports Group 1 2 Status Update o 16 August 2010 Phyto Ecert User Manual Table of Contents TABLE COIN U ETT 2 1 PHYTOSANITARY EXPORT CERTIFICATION cccccccecneeesneeneeeeeeneeeeneseeneeeeneeeesesnensneeess 6 Dek 2OVEIVIOW oura aaa a a aa aaa E aaa 6 12 DOCUMENT PUR DOSE TTT 6 VS aT TTT D s EST 1 1 d C8 Phyto 22T TT D 1 5 MAFBNZ Expectations and Business Rules ssssssssssssssssss esse sese esans seene enean neea ennes D 1 6 Acronyms and R R vle Te TAT T7 2 THE EXPORT CERTIFICATION PROCESS sata 2252252 5252392922926 Ta 99A Sa 9 3 GETTING STARTED WITH PHYTO EC ERT sadaa aaa R ROET ORE 11 3 1 Gettin ACCESS annaa a dun vawaadusvineccesbaneucawuneu Gens tudasceveueun AAA ARAA AAAA 11 ZLI Whocanaccess PNVO ECE ra acuta wonder tose ead emt mde 11 SL sADDIVINE TOR ACCESS ve tutsecnt taccattsiin a a 11 3 1 3 Levels of Authority with Phyto Ecert esse ee eee eee 11 S Terms amd COndInIONS OF ACCESS scssicananchemsvanainenaas a E E AT AT R 12 3 2 Usine PRYVLO ECC IN aasan A a aaa 12 3 2 1 Starting the application for the first time css ee eee ee ee eee 12 3 2 2 Subsequent application ACCESS ce eee ee eee ee eee 13 3 2 3 Forgotten your user NAME and PASSWOLK cecceeceeceeeeceeteeeeceeceeseeeececeeseesesseseeseeaeseesates 13 324 General Navika UON i reset ace tease yes uc sunt cos ma vaca uae ducal a aceo
4. 16 August 2010 Update Page 10 of 56 Phyto Ecert User Manual 3 Getting Started with Phyto Ecert 3 1 Getting Access 3 1 1 Who can access Phyto Ecert Access to Phyto Ecert is available to authorised users who belong to organisations that meet specific standards for Phytosanitary Export Once a user is granted access to Phyto Ecert the application can be accessed from the MAFBNZ Website http www biosecurity govt nz exports plants phyto ecert access addresses htm Or by creating a desktop shortcut to the following URL https ecos maf govt nz pclive 3 1 2 Applying for Access An application form is available from the MAFBNZ web site http www biosecurity govt nz regs exports plants phyto ecert Once you have completed printed and signed the application form forward the completed form to the MAFBNZ User Administrator via plantexports maf govt nz or fax 04 894 0733 The MAFBNZ user administrator assesses the application and will create a Phyto Ecert login and password and provide this information to the applicant verbally 3 1 3 Levels of Authority with Phyto Ecert MAFBNZ approves Organisations involved in the export of plants or plant products Organisations participating on Phyto Ecert are either MAFBNZ Approved or Non Approved Users i e employees within an Organisation operating on Phyto Ecert that belong to approved and non approved Organisations can create and maintain certificate requests for the Organisation
5. organisation operator that has already registered to participate on Phyto Ecert this field will be pre filled with the identifier for that operator and cannot be changed Otherwise the user selects the appropriate operator from a drop down list of operators for which the user has access If the required operator identifier is not in the list it means the user does not have permission to raise certificates for that operator Contact MAFBNZ User Administrator via plantexports maf govt nz representative to have your permissions amended 16 August 2010 Update Page 23 of 56 Phyto Ecert User Manual Business Rules Required for Certificate Type Select the operator ID carefully If you select the wrong operator and submit the certificate you cannot then change it the Operator ID forms part of the unique serial number which cannot be altered If the wrong operator is selected then the only option is to cancel the certificate or if it is Approved have the certificate revoked by the IVA certificate verifier Is the operator the Yes or Blank Blank reflects No Export Certificate 100 exporter Re Export Cert 200 Not applicable for OECD Varietal Certificates If the operator is the exporter then tick the check box Where operator is the exporter the Phyto Ecert application will insert N A into the exporter field and will obtain the exporter name and address detail from the MAFBNZ data base PRAOSS If the operator is not t
6. 2 lt lt enter cancelled certificate number gt gt WHICH HAS NOW BEEN CANCELLED 2 e Update Certificate Requester section 4 12 2 Distinguishing Marks to remove recorded on the product packaging and replace any distinctive means of identification Update Certificate Verifier section 5 3 2 Distinguishing Marks to 02 16 August 2010 Update Page 4 of 56 Phyto Ecert User Manual remove recorded on product packaging and replace any distinctive means of identification o Update to Certificate Verifier IVA Functions Section 5 3 2 Product Description to require verifier to verify the commodity class 16 August 2010 Update Page 5 of 56 Phyto Ecert User Manual 1 Phytosanitary Export Certification 1 1 Overview This document provides an overview the Phytosanitary Export Process and the computer application used Phyto Ecert to record Phytosanitary Certificate Requests and produce Export Certificates 1 2 Document Purpose The purpose of this document is to provide phytosanitary certificate submitters users belonging to approved and non approved organisations and certificate verifiers users belonging to independent verification agencies with an overview of MAFBNZ s expectations in respect of the export Phytosanitary Certificate production process 1 3 Scope This document Provides a summary of the Phytosanitary certification process Provides a summary of the functions per
7. 48 ME NZL2007 V TTEST2 1073 jr pw3 Resubmit 100 VITEST2 JP Japan okyo Maru 231 10 Apr 2007 19 03 HE NZL 2007 VTTEST2 1075 JR PW4 Resubmit 200 VITEST2 US United States AIR NEW ZEALAND UNKNOWN 12 Apr 2007 11 10 HE NZL2007VTTEST1 1074 JR DB4 Resubmit 200 VTITEST1 US United States AIR NEW ZEALAND UNKNOWN 12 Apr 2007 10 55 ME NZL2007 VTTEST1 1072 JR db3 Resubmit 100 VITEST1 JP Japan Tokyo Maru 231 11 Apr 2007 10 Apr 2007 08 56 ME NZL2007 VTTEST1 1068 JR DB1 Resubmit 100 VTTEST1 CN China Vladivostock 678 5 Apr 2007 3 Apr 2007 20 45 For enquiries please contact pc adm majordomo maf govt nz O CEEE T Onea Ro 5 L 2 Star 1O Inbox Microsoft gt Phyto 9 User Guide FINAL J Resource Activity W Phyto Ecert User 707 ePhyto Operator I ECPS Certifica Application Form f Desktop gt lt S QQBS 10 06 am Page 49 of 56 Phyto Ecert User Guide APPENDIX 3 Export Certificate Type 100 Submission Form PHYTOSANITARY CERTIFICATE Data Entry Form All coloured fields must be entered eg Operators Ref Operators Ref Operator Operator is Exporter Exporter Consignee Country of Origin 7 Select one or more Country Codes Importing Country Select a Country Departure Date H Transport Mode Sea ka Vessel P Voyage No Pe Loading Port Select city or enter 5 letter code Port of Discharge Pp Select city or enter 5
8. Copy This field is available for re export certificates only The user selects original or copy by using the appropriate radio button selection The selection determines the declaration clause to appear on the re export certificate Does the product Mandatory Field Re Export Cert 200 leave NZ in new or its original container s This field is available for re export certificates only The user selects new or original containers by using appropriate radio button selection The selection determines the declaration clause to appear on the export certificate 16 August 2010 Update Page 28 of 56 Phyto Ecert User Manual Business Rules Required for Certificate Type Has product leaving Mandatory Field Re Export Cert 200 NZ been packed or repacked This field is available for re export certificates only The user selects packed or repacked by using appropriate radio button selection The selection determines the declaration clause to appear on the export certificate Indicate whether Mandatory Field Re Export Cert 200 attestations additional This field is available for re export certificates declarations being only made on certificate is made on those The user selects re inspection or original contained in the certificate by using appropriate radio original overseas button selection Phyto certificate or if appropriate following The selection determines the declaration actual
9. Number Growers Code End Point Inspection Cross Reference Business Rules Required for Certificate Type characters Not applicable for OECD Varietal Certificates Mandatory Field The user must enter the number of packages and the package type from dropdown list Mandatory Field ALL The user must enter the net weight and of the product item The user may also enter the sub packaging type if there is any inner packaging of the product The weight must be a numeric value to the maximum of 10 digits a maximum of 6 before the decimal point a maximum of 4 after Unit must be a valid unit from a drop down list The default unit is Kilograms Packing sub type is optional and is a free text field Optional Field Export Certificate 100 Re Export Cert 200 Where an import permit has been obtained ensure the IVA has received a copy of the permit and state the permit number in the AD so that it will appear on the Ecert Not applicable for OECD Varietal Certificates Optional Field Export Certificate 100 Re Export Cert 200 Information entered here may contribute to a declaration of conformity submission Not applicable for OECD Varietal Certificates Optional Field Export Certificate 100 Re Export Cert 200 Information entered here may contribute to a declaration of conformity submission Not applicable for OECD Varietal Certificates Supplier Optional Field Export Certificate 100 Re Export C
10. and spaces This will be your own confidential password to access E cert and You must choose a password that is unique and not used for other services YOU may use MAF can change or terminate Your User ID s and or password s at any time for any reason Depending on the reason that We decide to terminate Your User ID s and password We may issue you with new User ID or password You must not e disclose Your password to anyone else including work colleagues or family e write it down nor keep it in a file on Your computer including any password saving facility e create or use a password that relates to any known personal information about Yourself e g Family street or pet names Your birthday or include obvious or sequential numbers such as 54321 or repeating numbers such as 22222 e leave Your computer unattended and left logged into E cert unless You have a password protected screen saver enabled and other people do not have access to that password The security of Your User ID and password is your responsibility To the extent permitted by law MAF will not be held responsible for any claim or loss that results directly or indirectly from any unauthorised use or misuse of Your User ID and or password unless the loss was the direct result of a MAF employee s fraudulent act or omission You must compensate MAF for any loss suffered by MAF from any wrongful use or misuse of Your User ID or password Anyone using your User ID and pass
11. may enter the common name for the product for example Carrots reor The user must enter the botanical genus and species for the product Mandatory Field Export Certificate 100 Re Export Cert 200 The user must identify any distinguishing marks i e any distinctive means of identification to assist the importing country control services to create a clear linkage between the consignment of product and the appropriate phytosanitary certificate If you are using Container Number as the distinguishing mark and have entered this into the field titled Container Number State Refer to Container Number Not applicable for OECD Varietal Certificates Optional Field Export Certificate 100 Re Export Cert 200 The user may enter one or more container numbers that the product is to be shipped in Multiple containers must be comma separated The field is restricted to a maximum of 2048 characters Not applicable for OECD Varietal Certificates Optional Field Export Certificate 100 Re Export Cert 200 The user may enter one or more seal numbers for the container the product is being shipped in Multiple seal numbers must be comma separated The order of the seal numbers must correspond to the order of the container numbers in the preceding field The field is restricted to a maximum of 2048 Page 30 of 56 Phyto Ecert User Manual Shipment Packaging Weight Volume Quantity Permit
12. re inspection in clause to appear on the export certificate NZ Scheme Control Mandatory OECD Seed Varietal Cert 400 This field is available for OECD Varietal certificates only Statement of Re Optional OECD Seed Varietal Cert labelling 400 This is were the attestations for the certificate are recorded This field is available for OECD Varietal certificates only 4 12 2 Product Data The product section of the certificate contains information and one or more products that make up the shipment being exported Product information includes botanical names quantities and inspection information To avoid having to repeat information from product to product there is a FILL k button at the top of each product item on the submission edit and replacement forms Upon selecting this button the data from the product item will be copied into ALL product items below it The certificate must contain at least one product item If too many unwanted product items exist on the certificate the user can DELETE S those not required This will renumber the remaining product items The system will enforce that there must be at least one product item held on the certificate 16 August 2010 Update Page 29 of 56 Phyto Ecert User Manual Business Rules Required for Certificate Type Optional Field Common Name Botanical Name Distinguishing Marks Container Number Seal Number 16 August 2010 Update The user
13. select a new status and provide a reason for your action Current status Raised Change Status to Resubmit Reason for change Incorrect Botanical Name Multiple reasons may be selected by using SHIFT OR CTRL and your mouse Notes 16 August 2010 Update Page 41 of 56 Phyto Ecert User Manual 5 5 Revoking Issued Export Certificates Once a certificate request is approved only IVA certificate verifiers can recall the certificate This is done by setting the status to REVOKED The certificate verifier must enter at least one reason for the revoked status change Verification and Status Change Panel If required select a new status and provide a reason for your action Current status Approved Change Status to Revoked Reason for change esl lu lt T siel male man 1a 6 ss Multiple reasons may be selected by using SHIFT OR CTRL and your mouse Notes ig 5 6 Printing Issued Export Certificates A certificate can only been printed when it has the APPROVED status The IVA certificate verifier or Operator selects the Print Exp Cert j button on the certificate view Note This button only appears when the certificate is Approved 16 August 2010 Update Page 42 of 56 Phyto Ecert User Manual Appendix 1 Ecert Terms and Conditions Using E cert terms amp conditions These terms and conditions explain e Important information on the use of E cert password security and
14. 3 2 5 3 Personal Details This link enables the user to change their password 3 2 5 4 Problem Report This link provides the means for a user to submit application related problems to MAFBNZ The user supplies their contact details name email address phone number and specific detail of their issue once the certificate request is submitted it is received and responded to by MAFBNZ staff 3 2 5 5 Enquiries If a user has a general Phyto Ecert enquiry they can send an email notification to plantexports maf govt nz 3 2 6 Howto become familiar with Phyto Ecert functions When you apply for access to Phyto Ecert also request access to the User Acceptance Testing Application This version of the application is designed for testing future enhancement releases enhancements provide improvements to existing functionality and may introduce new functionality This version of the application is also available for user training and can act as a play pen for a user to become familiar with the certification process The URL to access the UAT application is https ecpsaccept1 maf govt nz pcaccept 16 August 2010 Update Page 14 of 56 Phyto Ecert User Manual 4 Certificate Submitter related Functions in Phyto Ecert Certificate Submitters are users that have the ability to create edit and submit export certificates They are responsible for gathering relevant supporting documentation entering the required information into Phyto Ecert an
15. Nam Indian Queen v143 24 May 2007 22 May 2007 21 54 H NZL2007NVTTEST2 1080 JR PW7 Revoked 100 VTTEST2 JP Japan Imperial Rose 2378 30 Apr 2007 21 57 H NZL2007 VTTEST1 1081 jr db7 Revoked 100 VTTEST1 JP Japan Imperial Rose 2378 30 Apr 2007 22 21 ME NZL2007 VTTEST2 1091 jr pw10 Resubmit 100 VTTEST2 KW Kuwait Indian Prince 3298 2 May 2007 14 37 HE NZL2007 VTTEST2 1087 jr pw9 Resubmit 100 VTTEST2 JP Japan yoko maru v3465 2 May 2007 12 05 ME NZL2007 VTTEST2 1085 jr pw8 Resubmit 100 VITEST2 AR Argentina Chiquita Reefer v2345 2 May 2007 10 53 ME NZL2007 VTTEST1 1090 jr db11 Resubmit 100 VTTEST1 KW Kuwait Indian Prince V3298 2 May 2007 14 06 HE NZL2007 VTTEST1 1089 jr db10 Resubmit 100 VTTEST1 JP Japan yoko maru v567 2 May 2007 12 11 HE NZL2007 VTTEST1 1088 jr db9 Resubmit 100 VTTEST1 JP Japan yoko maru v567 2 May 2007 12 10 HE NZL2007 VTTEST1 1086 jr DB8 Resubmit 100 VTTEST1 AR Argentina Chiquita Reefer v2345 2 May 2007 10 54 HE NZL2007 VTTEST1 1078 jr db6 Resubmit 100 VTTEST1 VN Viet Nam Indian Prince 2345 25 Apr 2007 22 46 HE NZL2007 VTTEST1 1076 jr db5 Resubmit 100 VTTEST1 CN China Pacific Maru 234 25 Apr 2007 10 26 ME NZL2007V TTEST2 1077 jr pw5 Resubmit 100 VTTEST2 CN China Pacic Maru 234 25 Apr 2007 22 24 HE NZL2007 VTTEST2 1079 jr pw6 Resubmit 100 VTTEST2 VN Viet Nam Indian Prince 2345 26 Apr 2007 10 06 ME NZL2007 VTTEST2 10711 JR pw2 Resubmit 100 VTTEST2 FJ Fiji Pacific Trader 35 10 Apr 2007 9 Apr 2007 09
16. accordance with ISPM12 This is a free text field but requesters are encouraged to cut amp paste the correct additional declaration wording from the appropriate ICPR Import Permit Numbers are to be stated in this section Not applicable for OECD Varietal Certificates 16 August 2010 Update Page 27 of 56 Phyto Ecert User Manual Business Rules Required for Certificate Type Observations Optional Field Export Certificate 100 Note This data does not appear on the finalized export certificate produced by Phyto Ecert This field provides space to record any further user observations that will aid the IVA verification process For example stating a declaration of conformity status of the crop This field is not available for re export certificates or OECD varietal certificates Unverified Text Optional Field Export Certificate 100 This field provides space to record commercial letter of credit reference information only This field is not available for re export certificates or OECD Varietal certificates Overseas Mandatory Field Re Export Cert 200 Phytosanitary Nos This field is available for re export certificates only This is a free text field which represents the unique references for certificates that accompanied the shipment of produce into NZ i e for the product which is to be re exported from NZ Is Overseas Phyto Cert Mandatory Field Re Export Cert 200 Original or Certificate True
17. as ss sssssss ss 50 APPENDIX 4 RE EXPORT CERTIFICATE TYPE 200 SUBMISSION FORM 05 53 16 August 2010 Update Page 3 of 56 Phyto Ecert User Manual AMENDMENT RECORD AND IMPLEMENTATION SCHEDULE Amendments to this Manual last updated on 18 February 2009 will be given a consecutive number and will be dated Please ensure that all amendments are inserted obsolete pages removed and the record below is completed Amendment Date Specification Implementation No Date 1 19 3 10 e Changes to cover sheet footer 19 3 10 ts ee Corrections to links and email addresses e Update to section 4 6 Printing Information to show that a reason for a reprint is required Update to Section 4 12 1 Operator Identifier Consignee S Details MAFBNZ To Order position Additional Declarations Import Permit numbers Update to Section 4 12 2 Distinguishing Marks to require an entry Permit Number to be shown in AD so it will appear on Certificate S 6 Product Description Optional Field Commodity Class examples e Update to Section 5 3 2 Permit Number to appear in ADs Product Description Commodity Class examples A See ees Cee Tun aou Functions Section 5 3 1 Consignee Details MAFBNZ To Order position and Section 5 3 2 Distinguishing Marks to require an entry 3 16 8 10 o Update to section 4 11 to add 16 8 10 2 9 THIS CERTIFICATE REPLACES
18. at the treatment information entered matches the information provided on the treatment certificate and verify that the importing countries requirements have been met Unless the operator has documented approval from MAF BNZ to include an un required treatment on the phytosanitary certificate 16 August 2010 Update Page 39 of 56 Phyto Ecert User Manual eld Business Rules do not verify any treatments which are not required by the importing country Chemical Detail Where a chemical treatment has been applied verify that the chemical entered in this field matches the chemical specified on the treatment certificate Duration of treatment Verify that the duration of the treatment matches the duration specified within the treatment certificate Verify that the duration meets the importing countries minimum treatment specification requirements Temperature Verify that the minimum temperature of the treatment matches the minimum temperature specified within the supporting treatment certificate Verify that this minimum temperature meets the importing countries minimum treatment temperature requirement Concentration Verify that the minimum treatment concentration matches the minimum concentration specified within the treatment certificate Verify that the minimum treatment concentration meets the importing countries minimum treatment concentration requirement Additional Information Do not verify any information in this field unl
19. ble for OECD Varietal Certificates Container Number Verify that the number entered in this field matches the information provided in the supporting documentation Seal Number Verify that the number entered in this field matches the information provided in the supporting documentation Shipment Packaging Verify that the description of the packaging and the number of packets entered matches the information provided in the supporting documentation Weight Volume Quantity Verify that the volume and quantity of product entered into this field matches the information provided on the supporting documentation Permit Number Where an import permit is required the import permit number must be included in the additional declaration field Verify that the number entered in this field matches the number provided on the import permit 16 August 2010 Update Page 38 of 56 Phyto Ecert User Manual etd Business Rules Growers Code Where grower code is required verify that the code entered in this field matches the information provided in the supporting documentation End Point Inspection Cross Where an end point consignment inspection has occurred verify Reference that the reference number entered in this field matches the reference number of the IVA or MAF approved organizations inspection report Supplier Verify that the supplier listed in this field is a MAFBNZ approved organisation and has the correct approvals to undertake the phytosani
20. cancellation of access to E cert e Your rights responsibilities and obligations once You are registered for using E cert e MAF s rights responsibilities and obligations as the provider of E cert These terms and conditions apply to all users Your use of E cert is to be in accordance with these terms and conditions and use of E cert signifies both your acknowledgement and acceptance of these terms and conditions With this in mind we ask you to please read them carefully before you use this service You must access E cert in the ways described in these terms and conditions and in any amendment notices issued by us in the future Any notice may be given in the following ways by email to your last known email address and mail to Your last known postal address We may notify you of amendments to these terms and conditions by displaying information on the E cert help site or on the E cert Welcome page MAF reserves the right to change these terms and conditions at any time We will provide you with a unique User ID and password to enable You to access E cert 1 Access to E cert Access to E Cert is restricted to those Users registered with the Ministry of Agriculture and Forestry of New Zealand and to whom a personalised user identification has been issued Access to E cert is via a User ID and password that is provided at the sole discretion of MAF Access to E cert is provided so that it is used for the purpose for which it was des
21. ceive an invoice and after reasonable unsuccessful efforts to contact You We suspend Your access for non payment e Change in users e g if a person leaves Your company and continues to use E cert but You have not advised Us of the person s changed status 6 Service Levels 16 August 2010 Update Page 45 of 56 Phyto Ecert User Manual In addition to the terms and conditions set out above the following Service Levels apply in relation to E cert 1 We will endeavour to provide a secure system with which you can carry out Your E cert transactions so long as Your Web browser supports 128 bit encryption 2 We will use reasonable care and skill to provide access to E cert on a 24 hours per day and 365 days per year basis excepting any downtime to allow for maintenance of the system 3 Scheduled downtime will be kept to a minimum and undertaken at a time of least impact so that it causes as little inconvenience as possible Where significant downtime is scheduled at least 10 Business Days notice will be provided wherever possible 4 We will provide the ability for you to request new user access to E cert or create or maintain MAF controlled passwords between 9 00am and 4 00pm business days 5 Wewill setup new users and provide user passwords within 1 Business Day of the appropriate documentation being provided by you 7 Use of Information Your transactions and other information is recorded each time You use E cert This informat
22. d submitting Phytosanitary certificate requests to a MAF authorised IVA Once raised the certificate request moves through a specific lifecycle that sees the information being assessed verified and issued or rejected by the certificate verifier a member of an IVA or simply cancelled by the certificate submitter There are three types of certificates that can be created by a certificate submitter Each certificate requires a different set of information to be provided These certificate types are Name ade Example provided in Phytosanitary Export Certificate APPENDIX 3 Export Certificate Type 100 Submission Form OCED Seed Varietal Export Certificate APPENDIX 5 Seed Varietal Certificate Type 400 Phytosanitary Re export Certificate 200 APPENDIX 4 Re Export Certificate Type 200 Submission Form Table 1 Certificate Types 4 1 Raising a Certificate Request The creation of a certificate request can occur in one of two ways By on line submission or by batch file submission 4 1 1 On line Submission To create a request on line the user selects the Certificate Form link within the Navigation panel When the Certificate Form selection is to be made the certificate submitter must indicate the type of certificate see Table 1 Certificate Types they wish to create and the number of product lines they wish the submission form to display The application then launches the appropriate certificate data entr
23. de APPENDIX 4 Re Export Certificate Type 200 Submission Form Operators Ref Operator Operator is Exporter Exporter Consignee Country of Origin yz Importing Country Select a Country we Departure Date Po Transport Mode Sea Vessel Pe Voyage No Pe Loading Port Pp Port of Discharge po IVA Select the IVA Additional Declaration Overseas Phytocertificate p No Type Es Original L Certified Copy Leaves NZ in D New L Original Containers Product was G Packed L Repacked Based on L L Reinspection Original Certificate 1 4 2010 update when approved Page 53 of 56 Phyto Ecert User Guide Delete Common Name Container Nos Seal Nos Subtype product packaging Disinfestation and or Disinfection Treatment 1 Eppa Date Treatment PO Chemical Duration Select Duration Units Temperature Select Temperature Units Concentration PO Additional Information PO Delete Common Name es _ ee eg H Container Nos Seal Nos Subtype product packaging Disinfestation and or Disinfection Treatment 1 A Date Treatment Chemical Duration Select Duration Units 9 1 4 2010 update when approved Page 54 of 56 Phyto Ecert User Guide Temperature Select Temperature Units 9 Concentration Additional Information F
24. delegated responsibility from MAFBNZ to verify and trigger the Phyto Ecert certificate approval process once they have verified certificate requests Organisation requirement standards are found at http www biosecurity govt nz commercial exports plant exports standards organ re IVA requirement standards are found at http www biosecurity govt nz commercial exports plant exports iva requirements 3 1 4 Terms and Conditions of Access There are specific terms and conditions defined for accessing and working with certificate requests in Phyto Ecert These terms and conditions are listed in Appendix 1 Ecert Terms and Conditions 3 2 Using Phyto Ecert 3 2 1 Starting the application for the first time Each time a user launches the Phyto Ecert application they are presented with the Ecert login page The user enters their user name and password if the system detects this is the first time the user has logged onto the application the Terms and Conditions page is displayed The user will need to accept the terms and conditions displayed before the user can use the application 16 August 2010 Update Page 12 of 56 Phyto Ecert User Manual 3 2 2 Subsequent application access After the first successful log in to Phyto Ecert the user having had their user name and password validated by the application will be taken directly to the Phyto Ecert Home page The Phyto Ecert home page provides a list of certificate requests tha
25. documentation Indicate whether attestations Verify that this field has been completed correctly and is in line being made on certificate with any supporting documentation request are made on the basis of the original overseas phyto cert or the result of actual NZ re inspection 16 August 2010 Update Page 37 of 56 Phyto Ecert User Manual 5 3 2 Product Data rela Business Rules Common Name Verify that the common name for the plant species has been entered and is correct Botanical Name This is the scientific name given to the plant species that is being exported Verify that the name entered in this field matches the original overseas phytosanitary certificate as per the ICPR or import permit Distinguishing Marks Verify that the information entered in this field matches the information provided in the supporting documentation The user must identify any distinguishing marks i e any distinctive means of identification to assist the importing country control services to create a clear linkage between the consignment of product and the appropriate phytosanitary certificate For example this could be the A unique grower number id on product packaging or A container seal number or A pallet card number or A log lot number If the Container Number has been used as the distinguishing mark this should have been entered into the field titled Container Number state Refer to Container Number Not applica
26. e hyperlink to follow the link Hyperlinks are used extensively to navigate around the Phyto E cert application An independent verification agency authorised by MAFBNZ to assess and verify phytosanitary certificate requests Certificate Serial The unique identifier automatically allocated by Phyto Ecert to a certificate Number request This unique identifier appears in the form of NZLYYYY Operator ID sequence number YYYY is the year in which the request was submitted Operator ID is the identifier of the organization Sequence number is a unique number generated by the system A unique serial number identifier associated with the operator s own identification system that allows trace back and a cross reference for record keeping Consignee The importer organisation receiving the shipment of plants or plant products covered by a phytosanitary certificate Port of Loading The last port that any portion of the plant product recorded on the phytosanitary certificate was is to be loaded onto a vessel aircraft Operator Reference Port of Discharge The over seas port or airport where the consignment will be unloaded from the vessel aircraft Port of Inspection The overseas port or airport where the customs seals on the consignment will be broken to allow inspection of the consignment A field with no data format restrictions Drop down box A list of valid values available to the user as input into a data field Check B
27. e mail address nominated by you A charge may be incurred where you consistently forget your password and MAF is required to reset your password Consistently would generally mean more than three times per year for each User ID 16 August 2010 Update Page 46 of 56 Phyto Ecert User Manual 10 Problems and Disputes Where you have a problem or dispute refer the issue in writing via e mail to plantexports maf govt nz outlining e Your name and applicable User ID s e Details of the problem or issue in dispute e The background and any relevant information related to the disputed issue e Your preferred resolution We will treat the matter the same as an Official Information Request If the response cannot be completed within 20 Business Days we ll contact You with details of the likely delay and the reason for that delay 11 Cancellation You are responsible for advising MAF in a timely manner when you need to change or cease access to E cert Where you have a Company Co ordinator they may do this on your behalf You can suspend or cancel your access to Phyto E cert by e mailing us at plantexports maf govt nz or by contacting your Company Co ordinator You will remain responsible for any activity made on your account until Your User ID is suspended Once advised MAF will promptly suspend the User ID access 12 User Indemnity and Acknowledgement You agree to indemnify and protect MAF against all loss costs or damage suffered b
28. ect and submit a batch file saved as one of their local or network directories Once the file is selected and submitted the system performs the same checks as per the on line submission process and either creates the certificate with a status of Raised or returns errors to the user 4 2 Searching for a Certificate Request A search function within Phyto Ecert provides the means for a certificate submitter to find certificates for Organisations to which they belong The search function is accessed via the Search Link on the Navigation Panel beneath the Find Certificates header When opened the Search link provides a search parameter page The user can use the parameter page to filter or look for certificates with one or more of the following characteristics Certificate Serial Number wildcards are permissible e g NZL2007 5204 or NZL SO129 or S0129 or SO129 52 Operator Reference Operator Departure Date Submission Date Country of Destination Vessel Voyage Status default Any status Search results can be sorted in ascending or descending order by Submission Date Update Date Departure Date Serial Number Exporter Operators Reference Status 16 August 2010 Update Page 16 of 56 Phyto Ecert User Manual To improve search response times the user can also determine the maximum number of records to be returned in the search result set The available options are 100 de
29. ert 200 16 August 2010 Update Page 31 of 56 Phyto Ecert User Manual Business Rules Required for Certificate Type Information entered here may contribute to a declaration of conformity submission Not applicable for OECD Varietal Certificates Inspection Location Optional Field Export Certificate 100 Re Export Cert 200 Information entered here may contribute to a declaration of conformity submission Not applicable for OECD Varietal Certificates Date of Earliest Inspection Optional Field Export Certificate 100 Re Export Cert 200 This date must be before departure date Information entered here may contribute to a declaration of conformity submission Not applicable for OECD Varietal Certificates Product Description Optional Field Export Certificate 100 Re Export Cert 200 This field is to contain the Commodity Class which will help overseas authorities verify which products to inspect Examples of Commodity Class are Fresh Fruit Frozen Fruit Seeds for Sowing Seeds for Consumption Fresh Vegetables Frozen Vegetables Cut Flowers and Foliage Nursery Stock Logs Timber etc Not applicable for OECD Varietal Certificates Cultivar Optional Field OECD Seed Varietal Certificates 400 Approved Seed Category Optional Field OECD Seed Varietal Certificates 400 Label Description Optional Field OECD Seed Varietal Certificates 400 4 12 3 Disinfestation Data The requirement for the inclusi
30. ertificate Option 1 Option 2 Engage an external party to Exporter to raise the undertake phytosanitary certificate request documentation Non approved organisation or a Existing organisation with new organisation without Phyto Phyto Ecert print authority Ecert print authority Apply to MAF BNZ for access to Phyto Ecert 3 1 Certificate Certificate First time Conf x requester is not an requester is an only tll cached adrenal existing Phyto existing Phyto Ecert User Ecert User Access Phyto Ecert and familiarisation 3 2 Raising a phytosanitary certificate request Raising a phytosanitary certificate request 4 1 Searching for a certificate request 4 2 Viewing a certificate request 4 3 Updating a certificate request 4 4 Cancelling a certificate request 4 5 Requesting a replacement certificate 4 7 Submit the phytosanitary certificate request IVA verification of the certificate request 5 3 amp 5 4 Request passes Further treatment There are major issues The request contains verification information is required with the request some errors Certificate Approved Certificate is given Certificate request is Provisional Approval declined Certificate request is resubmitted to requester Information is provided and is correct Information not provided or is incorrect Organisation without print authority Organisation with print authority IVA prints certificate 5 6 Organisation prints certificate 4 6
31. esescnsesensesenensesenseenseensesenenseeenes 21 4 11 Requesting Replacement of an Export Certificate c cssccsccsecnsensnsensensensensenseeseeseeneenes 22 16 August 2010 Update Page 2 of 56 Phyto Ecert User Manual 4 12 Cernficate REGUESE Data HTHH 22 LI Header Dalda a rn OP te aa a E Pe 23 A122 Prodott Datlaesa TE tart AE TR NE A TETE EAE EOAR 29 4123 Dieiniestanon Dala sinan E E a N 32 5 CERTIFICATE VERIFIER IVA FUNCTIONS WITHIN PHYTO ECERT 5 1 Searching for a Certificate Reduest ssss sese sss ss esse esse senesan nenen eena eenn eee 35 5 2 Viewing Certificate Requests sss ssssssssssssessss sss essen eee e ennenen eena ennan 35 5 3 Assessing Certificate REQUCSHS ccscsscnscsscesccsccscnccnscnscnsensensensensensensensecsscssesenscusensessnesees 35 SoL Heade DALA gen Ro a Rr eR Ie 35 Se y JPFOCUCE Data TTT 38 S3 DISINTESCALION Dala TTT 39 5 4 Recording the result of the assessment ssssssssssssssssessss sese seene ennenen eenn ennenen ee dU 5 5 Revoking Issued Export Certificates sss sssssss sss esse sese seene ee 42 5 6 Printing Issued Export Certificates ss sssssss esec esse essen e eean e eena e eean e aenean ene 42 APPENDIX 1 ECERT TERMS AND CONDITIONG 0c ccccceceeeecenesneeneseenesnesneenessensenesnenes 43 APPENDIX 2 PHYTO ECERT HOME PAGE cscsccscseccnsuneunenccccseceneuseuscccseceussnsnsenasensensns 49 APPENDIX 3 EXPORT CERTIFICATE TYPE 100 SUBMISSION EOR sssss ss ss ss ss as
32. ess it is required by the importing country and there is appropriate supporting documentation 5 4 Recording the result of the assessment Once the certificate verifier has assessed the certificate they are required to update the status of the certificate request The certificate verification assessment process may have revealed errors that the certificate submitter needs to correct In this instance the status of the certificate request is to be updated to RESUBMIT When additional fumigation information is still required to be provided the IVA certificate verifier must update the status of the certificate request to PROVISIONAL If there are major issues with the certificate request that cannot be resolved by returning the certificate back to the certificate submitter via the resubmit option update the certificate request status to DECLINED When the certificate request passes the verification assessment process ensure the status is set to APPROVED It is at this point that the certificate is deemed issued The IVA certificate verifier must enter at least one reason for the resubmit provisional or declined status change If the reason other is selected then the IVA certificate verifier must enter supporting notes for this decision The notes field is optional for all other status change reasons 16 August 2010 Update Page 40 of 56 Phyto Ecert User Manual Verification and Status Change Panel If required
33. etnam India China Indonesia Verify the country of product origin Only product that originates from New Zealand can gain phytosanitary certification on an export certificate 100 If the product origin is outside New Zealand a re export certificate 200 must be used Verify that this field has been completed and is in line with any supporting documentation This is the country of final destination Access the ICPR and or import permit where required for the importing country Verify that this field has been completed and is in line with any supporting documentation Verify that this field has been completed and is in line with any supporting documentation Verify that this field has been completed and is in line with any supporting documentation When being sent by mail or courier the word Unknown must be entered Verify that this field has been completed and is in line with any supporting documentation When being sent by mail or courier the word Unknown must be entered Page 36 of 56 Phyto Ecert User Manual po Field O Certificate Verifier Port of Loading Verify that this field has been completed and is in line with any supporting documentation Port of Discharge Verify that this field has been completed and is in line with any supporting documentation This will be the port where product is unloaded from the mode of transport Verify that the correct IVA has been selected Additi
34. f To Order in the consignee box is permitted where the importing country NPPO accepts this level of commercial information If MAF has not received formal acceptance of the use of To Order the use of this term is at the exporters risk and it is up to the exporter to determine that its use provides an acceptable level of commercial information to the importing NPPO Alternatively where the consignee is not known MAF will accommodate the insertion of the name of the importing freight forwarder For those countries that have specified that To Order is not acceptable the use of To Order is not permitted on the phytosanitary certificate These countries currently are Philippines Malaysia Australia Vietnam India China Indonesia Country of Origin Mandatory Field Export Certificate 100 For certificate types 100 this is only to ever state New Zealand For certificate type 200 countries other than Re Export Cert 200 NZ are to be specified but must be comma separated Not applicable for OECD Varietal Certificates A drop down list of countries is available Importing Country Mandatory Field Export Certificate 100 Country of This appears on the Certificate in Place and Re Export Cert 200 Destination country of destination 16 August 2010 Update Page 25 of 56 Phyto Ecert User Manual Business Rules Required for Certificate Type Not applicable for OECD Varietal Certificates State the name
35. fault 200 500 and 1000 certificates The user also has the option to limit the search to certificates updated within a particular timeframe The available options are updated during the last 14 days default the last 30 days the last 60 days since the beginning of the year and anytime In addition to the Search Link a number of Quick Links are provided within the Navigation Panel These Quick Links provide a list of qualifying certificates that the user has permission to access Each Quick Link returns certificates maximum of 200 certificates that were raised in the last 60 days These Quick Links are Quick Link Action Required This result set displays certificates that require action from the user This list of certificates returned is specific to the user s role Most Recent Out This result set displays certificates in most recently updated order By Serial Number This result set displays certificates in ascending certificate number order By Operator Reference This result set displays certificates in alphabetically by Operator Reference By Status This result set displays certificates by status By Date Submitted This result set displays certificates by submission date From the Search or Quick Links result set the certificate serial number provides a hyperlink to the current version of the certificate When selected the detail of the certificate is displayed In addition beside each certifica
36. formed within Phyto Ecert Defines key roles and responsibilities within Phyto Ecert Defines MAFBNZ s expectations in respect of Phyto Ecert data quality This document does not Provide a comprehensive step by step guide to the certification process 1 4 What is Phyto Ecert Phyto Ecert is a web based computer system which based on information supplied by certificate submitters produces export certificates that provide overseas authorities with official assurances in respect of the Phytosanitary status of exports of plants and plant products from New Zealand 1 5 MAFBNZ Expectations and Business Rules While participation on Phyto Ecert is not mandatory it is an option available to interested parties and it is the only way in which to obtain a MAF phytosanitary certificate The specific terms and conditions for accessing and working with certificate requests in Phyto Ecert are listed in Appendix 1 Ecert Terms and Conditions Interested parties wanting to participate on Phyto Ecert must first register their intent by following the process defined on the MAF Biosecurity NZ Exports website http www biosecurity govt nz exports Specifically http www biosecurity govt nz commercial exports plant exports export certification standards The specification to be met for participating on Phyto Ecert is found at http www biosecurity govt nz files exports plants standards tech req phyto ecert pdf 16 August 2010 Update Page 6 of 56
37. he exporter you will be required to enter alternate exporter name and address details Exporter Details Only required when the operator is not Export Certificate 100 exporter Re Export Cert 200 Not applicable for OECD Varietal Certificates Exporter Name is to appear in line 1 Subsequent lines are to hold the exporter s address This information identifies the source of the consignment to facilitate trace back and audit by the exporting NPPO i e MAF The name and address of the exporter is to be located in New Zealand The name and address of a NZ exporter s agent or shipper may be used where an international company with a foreign address is the exporter Consignee Details Mandatory Field Export Certificate 100 Re Export Cert 200 Not applicable for OECD Varietal Certificates This is the name and address of the party to whom the shipment is being sent Importer Name is to appear in line 1 16 August 2010 Update Page 24 of 56 Phyto Ecert User Manual Business Rules Required for Certificate Type Subsequent lines are to hold the importer s address where this is known This field is to contain sufficient detail to enable the importing NPPO to confirm the identity of the consignee Notes Unless specified on the ICPR the consignee address may be located in a country other than the importing country NZ has an exemption to use To Order for Taiwan While ISPM 12 is being reviewed the use o
38. icate Type Port of Loading Mandatory Field Export Certificate 100 Re Export Cert 200 Not applicable for OECD Varietal Certificates The user can enter the UN location code of a NZ port manually or can select from the available values in the drop down box Port of Loading must be a NZ port The enables the user to get a more detailed list of location codes Port of Discharge i e Mandatory Field Export Certificate 100 point of entry into the Re Export Cert 200 country of import Not applicable for OECD Varietal Certificates The user can enter the UN location code of the first port the shipment is to be discharged at in the Country of final destination manually or can select from the available values in the drop down box The enables the user to get a more detailed list of location codes Final Destination This field was removed in February 2009 as it Export Certificate 100 was a duplication and is no longer required Mandatory Field This is the identifier of the independent verification agency that is responsible for checking and verifying the certificate Available IVA identifiers are available via a drop down list Additional Optional Field Export Certificate 100 Declarations Re Export Cert 200 In addition to the standard static mandatory declarations established for the certificate type the user can record additional declarations necessary for the country of destination here in
39. icate remains the approved certificate until the requested replacement certificate is approved by the IVA certificate verifier The approval action of the requested replacement certificate causes the status of the original certificate to be updated to Replaced 4 12 Certificate Request Data The certificate request is made up of Header Product Disinfestation and Status information 16 August 2010 Update Page 22 of 56 Phyto Ecert User Manual Each certificate request must have at least one product and the system automatically allows for one or more disinfestation sections per product NB Disinfestation data is not required for Seed OECD Varietal Certificates When a certificate submission edit or replacement form is displayed for Export and Re export Certificates and the user needs to add one or more additional product and or disinfestation panels to the certificate the User can do so via a DO IT function The DO IT function for Seed Varietal Certificates looks slightly different as there is no disinfestation data associated with this certificate type naal anor 4 12 1 Header Data The header section of the certificate contains shipping information Business Rules Required for Certificate Type Operator Reference Mandatory Field Operator Reference must be a unique reference for the operator organisation Operator Identifier Mandatory Field ALL If the user has access to a single registered
40. igned primarily Government to Government assurances This purpose may include any other use not inconsistent with that purpose and supporting the Import and Export supply chain that is determined by us from time to time Access to E cert can be terminated at any time Reasons for termination may include but not be limited to e Any breach of these terms and conditions e We learn of Your death bankruptcy or lack of legal capacity or that You have committed an act of bankruptcy or that a bankruptcy petition has been presented against You e Non payment of an E cert invoice e You have acted fraudulently e Any other grounds we consider reasonable If Your access is to be terminated We will endeavour to notify You in advance unless We believe the circumstances do not warrant Us giving you such notice 16 August 2010 Update Page 43 of 56 Phyto Ecert User Manual 2 Your User ID and password You are granted a license to access the E Cert in accordance with the scope of the personalised user identification provided by MAF Upon the provision of access the User may make use of the data forms and templates contained in E cert You may change your password at any time This option is available through E cert You are required to change this password as part of your first logon to E cert The password you choose must be a minimum of 8 characters and must include at least 1 letter and 1 number It may also include punctuation characters
41. inted with the official New Zealand All of Government Brand down the left hand side New Zealand Government ISPM12 International Standard describing the principles and guidelines for the preparation and issue of phytosanitary certificates Phytosanitary An official document patterned after the model certificate of the IPPC The certificate phytosanitary i e plant health certificate documents the origin of the shipment describes the contents of the consignment and confirms the plants or plants products comply with the stated importing country s phytosanitary requirements Organisation A MAF approved or non approved organisation with the authority to submit Phytosanitary certificate requests Organisation Identifier A code of maximum 10 characters that will uniquely identify an Organisation This code is allocated by MAFBNZ so that the details of the Identifier can be set up within the Phyto Ecert system Certificate Submitter A user that belongs to an approved or non approved organisation This user 16 August 2010 Update Page 7 of 56 Phyto Ecert User Manual Acronym Term has permission on Phyto Ecert to create and maintain certificates for the organisation Abbreviation of Uniform Resource Locator the global address of documents and other resources on the World Wide Web An element in an electronic document that links to another place in the same document or to an entirely different document Typically you click on th
42. ion is held within a secure environment This information will only be used by us for a lawful purpose including management of the site and the maintenance of security Any information used for statistical purposes will be consolidated so that individuals or companies are not identified We will not use any personal information that is provided by you other than for a purpose that is related to the operation of the E cert system You have the right to access and correct this information subject to the provisions of the Privacy Act 1993 Information held by MAF is subject to the Official Information Act 1982 and the Privacy Act 1993 Where an invoice is provided through E cert transaction information will be provided 8 Equipment You are responsible for using having or obtaining a computer and software that is compatible with E cert including but not limited to Web browser PDF reader for reading export certificates or invoices and e mail All costs or charges relating to setting up maintaining that computer and Internet Service provider are your responsibility 9 Charges Where cost recovery is undertaken for E cert 1 You agree to pay by the due date any and all charges invoiced to you for your use of E cert irrespective of whether the invoice is in dispute 2 Wewill send an electronic invoice outlining your chargeable activity together with any relevant taxes charges or duties levied by any government body each month to the
43. itary Certificate Inventory PCI Log Retain spoilt paper as per Purchasing and storage of MAF Security Paper instructions 16 August 2010 Update Page 20 of 56 Phyto Ecert User Manual 4 8 Phytosanitary Certificate Inventory PCI Log Example only amend to suit your own use or Style Phytosanitary Certificate Inventory PCI Log Date Paper In Usage Paper Out Balance Signature e g cert no 9 493 3 2 09 123457 61 5 494 J Smith down Spoilt paper J Smith 5 2 09 destroyed under l IVA auditor IVA supervision l page spoilt printed upside 4 9 Copying and scanning certificates Ensure all photocopies of the original certificate that are stored for future reference are stamped with the word COPY over the Government Coat of Arms Ensure any scanned original certificate is only scanned and stored as a black and white PDF files with the word COPY placed or stamped over the Government Coat of Arms of the certificate 4 10 Purchasing and storage of MAF Security Paper Contact the IVA by email to order supplies of security paper Record receipt of security paper in the PCI Log 16 August 2010 Update Page 21 of 56 Phyto Ecert User Manual Retain supplies of MAF security paper in a locked cabinet Retain spoilt paper until destroyed under supervision of the auditing IVA and record destruction in the PCI Log countersigned by the IVA Update the PCI Log whenever allocating security
44. le for all loss including any loss suffered by third parties if you act negligently or fraudulently either alone or together with any other person You may be liable for some or all loss arising from any unauthorised use of E cert if you have caused or contributed to that loss by for example failing to comply with any of these terms and conditions 5 MAF s Liability We will not be liable for any direct or indirect loss or damage resulting from your use or inability to access E cert at any time or any failure or delay in providing the service via the Internet E Cert is made available to you on an as is basis We will not be responsible for costs losses or any other liabilities resulting from faults in or a malfunction of any equipment including telecommunications equipment which supports Our E cert service regardless of whether that equipment is ours or used by us to provide these services We will be liable for any direct loss or damage that result from fraudulent conduct by MAF employees We are not responsible for any direct or indirect loss or damage that result from fraudulent or negligent conduct by Agents working on behalf of MAF Such as IVAs We accept no responsibility or liability for the accuracy of the information entered into E cert by you We accept no responsibility or liability for any consequential impacts if for example we are not advised of e Change in invoicing e mail address e g if You do not re
45. letter code IVA Select the IVA Additional Declaration an Observations e 1 4 2010 update when approved Page 50 of 56 Phyto Ecert User Guide Unverified Common Name S HL H Container NOS Seal Nos Subtype product packaging Permit Numbers Growers Code Endpoint Inspection PO Cross References Supplier Inspection Location Date of Earliest 4 Inspection Product Description Disinfestation and or Disinfection Treatment 1 ges Date Treatment Chemical Duration Select Duration Units Temperature Select Temperature Units Concentration PS Additional Information PS 1 4 2010 update when approved Page 51 of 56 Phyto Ecert User Guide Common Name e lt mnr __ Lnn Container NOS Seal Nos Subtype product packaging Permit Numbers Growers Code Endpoint Inspection PO Cross References Supplier Inspection Location Date of Earliest Inspection Product Description Disinfestation and or Disinfection Treatment 1 H Date Treatment PO Chemical Duration Select Duration Units Temperature Select Temperature Units Concentration PO Additional Information PS For enquiries please contact plantexports maf govt nz 1 4 2010 update when approved Page 52 of 56 Phyto Ecert User Gui
46. n easements 13 3 2 5 Functions Available from Navigation Panel css eee ee eee 14 3 2 6 Howto become familiar with Phyto Ecert functions css eee eee eee eee eee 14 4 CERTIFICATE SUBMITTER RELATED FUNCTIONS IN PHYTO ECERT sssssssssss ss ss ss ss ss sssssss 15 4 1 Raising a Certificate Request sssssssssss sss esec esse essen eaea eenn nnn anana anaa e eane e 15 ALI OMNES SUNM SON 15 AEZ BCM PIE SUDMMSSION darrer a O 16 4 2 Searching for a Certificate Request c cesceseeeceneeneeneenscnsenscnsensensenseeseesessossonsonsensensensenes 16 4 3 Viewing Certificate Reduests csssssssssssssssss esec esse esse eee e eenn nnmnnn nnmnnn 17 43 1 Viewing history Of a CErtiliCate acerina e aabendd a a a a e a a 18 4 3 2 Viewing batch file format for a certrhicate sve des ss sve ccs x asy c Sac ay c rar cag yo Cn rado KARR y Rng aay ORA 18 4 4 Updating Certificate Reguest cssssssssssssssssssssssesess enesenn eena ennenen 18 4AP Updates THT 18 BA Updates pY Batcly S LT 19 4 5 Cancelling Certificate Reduests c css ssssssssssssssssssessss senesan ennenen eenn ennenen eanne 19 AG Printing f Ta aT THT 20 AT Printing a Certificate arsaa aaa a aaa aad oaa ai 20 4 8 Phytosanitary Certificate Inventory PCI Log sssssssssss sees s esse essen enean eaea eanne 21 4 9 Copying and scanning certificates ss sssss esec ss sssss esec sss ss esse neeaaea eean naaa ennaa eanes 21 4 10 Purchasing and storage of MAF Security Paper cesesc
47. nee This is the name and address of the party to whom the shipment is being sent 16 August 2010 Update Page 35 of 56 Phyto Ecert User Manual eee Country of Origin Importing Country Departure Date Mode of Transport 16 August 2010 Update Certificate Verifier Importer Name is to appear in line 1 Subsequent lines are to hold the importer s address where this is known This field is to contain sufficient detail to enable the importing NPPO to confirm the identity of the consignee Notes Unless specified on the ICPR the consignee address may be located in a country other than the importing country NZ has an exemption to use To Order for Taiwan While ISPM 12 is being reviewed the use of To Order in the consignee box is permitted where the importing country NPPO accepts this level of commercial information If MAF has not received formal acceptance of the use of To Order the use of this term is at the exporters risk and it is up to the exporter to determine that its use provides an acceptable level of commercial information to the importing NPPO Alternatively where the consignee is not known MAF will accommodate the insertion of the name of the importing freight forwarder For those countries that have specified that To Order is not acceptable the use of To Order is not permitted on the phytosanitary certificate These countries currently are Philippines Malaysia Australia Vi
48. o view the certificate as it was at the time the status change occurred Clicking on the user name hyperlink provides basic information about the user that is their Organisation email address phone fax and or pager details 4 3 2 Viewing batch file format for a certificate The XML batch file layout of a certificate can be viewed by selecting the Batch File button from the View of the certificate The application will prompt the user to open or save the XML file being generated The user can open the file directly or save the file into a directory of his or her choice Once the file has been downloaded it can be altered and used to submit a new export request into Phyto Ecert For detailed information on the XML batch format please refer to plantexports maf govt nz 4 4 Updating Certificate Request A certificate can be updated by the certificate submitter when it the certificate has a status of Raised Amended Resubmit or Request Replacement Certificate submitters can only update requests created on behalf of Organisations they belong to have permissions for A certificate can be updated on line or by batch 4 4 1 Updates On line To initiate the on line update process the user must search for the certificate to be updated or access it via one of the available Quick Links From the search quick link result set the user can select the E button or open the certificate via serial number and select the Et but
49. of the country where the product is finally destined for ie the country importing the product and who has specified the need for a phytosanitary certificate and whose Border Authority will receive the certificate and will assess the certificate against the ICPR conditions A drop down list of countries is available This must reflect the country of import but may not be the final destination Departure Date This is the date the shipment is due to leave New Zealand Valid date formats are 12 Jan 2006 12 01 06 or 12 1 the year will default to current year only Mandatory Mode of Transport Valid values from Dropdown list are Sea Mail Hand Air Vessel Mandatory Export Certificate 100 Re Export Cert 200 Not applicable for OECD Varietal Certificates The user must enter the name of the vessel the shipment is loaded onto or is to be loaded onto This may be the name of the airline if the shipment is being air freighted The vessel field size has a restriction of 254 characters Voyage Mandatory Field Export Certificate 100 Re Export Cert 200 Not applicable for OECD Varietal Certificates The user must enter the number of the voyage the shipment will be exported by This may be the flight number if the shipment is air freighted The voyage field size has a restriction of 254 characters 16 August 2010 Update Page 26 of 56 Phyto Ecert User Manual Business Rules Required for Certif
50. om of the certificate view At least one reason for the cancellation must be selected If other is selected the user must fill out the notes field in all other cases the notes field is optional Verification and Status Change Panel If required select a new status and provide a reason for your action Current status Resubmit Change Status to Cancelled 9 Reason for change Cannot provide Additional Declaration Multiple reasons may be selected by using SHIFT OR CTRL and your mouse Notes na For enquiries please contact pc adm majordomo maf govt nz 16 August 2010 Update Page 19 of 56 Phyto Ecert User Manual 4 6 Printing Information Only certificate submitters linked to MAFBNZ approved Organisations with specific print authority can print issued export certificates Certificates are issued by having their status set to Approved following the certificate request having been verified as correct by an IVA certificate verifier This print issued certificate function is provided to specific authorised certificate submitters through the permission Print Export Certs It provides an additional button Print Exp Cert on the certificate view Note This button only appears for certificates in Approved Status The PDF will not be displayed as part of the print function When a certificate print action is available for printing the user will be prompted to select the printer to which the certificate i
51. on of Disinfestation Data on a certificate request is a determination specified by an importing country Refer to the appropriate Importing Country Phytosanitary Requirement ICPR for the desinfestation specification Only those treatments specified by the importing country are to be included in this section of the certificate 16 August 2010 Update Page 32 of 56 Phyto Ecert User Manual As with the product item data entry function there is a FILL ll button that can be used to pre populate additional disinfestation panels should these be loaded on the certificate submission edit or replacement page OECD Seed Varietal Certificates Type 400 do not have disinfestation details Business Rules Required for Certificate Type Treatment Date Optional Field Export Certificate 100 Re Export Cert 200 Must be a valid date Treatment Detail Optional Field Export Certificate 100 Re Export Cert 200 This reflects the type of treatment for example Heat Radiated Fumigated This is a free text field Chemical Detail Optional Field Export Certificate 100 Re Export Cert 200 The user is to enter any chemicals used in the treatment process If heat treatment is used then chemical information is not applicable Duration of Optional Field Export Certificate 100 treatment The user may enter the number and unit of Re Export Cert 200 the treatment duration for example 30 seconds The number of units must be an integer
52. onal Declarations Verify that the additional declarations appear as per the wording on the appropriate ICPR or import permit Only additional declarations that are specified on the ICPR or import permit are permitted on the phytosanitary certificate Note An import permit overrides the ICPR Verify that the exporter organisation has the correct approvals to add any additional declarations where an area site or consignment pest freedom or a compliance programme is in operation Observations Use this information as the requester s declaration of conformity or to verify linkages to a compliance programme or the provision of additional declarations Unverified Text Do not verify this information Note Only letter of credit information is to be contained within this field Re Export Certificates Po Field o O Certificate Verifier Overseas Phytosanitary Nos Verify that the number entered matches the overseas phytosanitary certificate number for that product Is Overseas Phyto Cert Original Verify the status of the phytosanitary certificate that has been or a certified True Copy provided i e it is an original or a certified true copy Is the product leaving NZin new Verify that this field has been completed correctly and is in line or its original container s with any supporting documentation Has product leaving NZ been Verify that this field has been completed correctly and is in line packed or repacked with any supporting
53. or enquiries please contact plantexports maf govt nz OECD VARIETAL CERTIFICATE SEED Data Entry Form All coloured fields must be entered e g Operators Ref Departure Date Select the IVA Statement of Re labelling Subtype product packaging Cultivar Approved Seed Category Label Description 1 4 2010 update when approved Page 55 of 56 Phyto Ecert User Guide For enquiries please contact plantexports maf govt nz 1 4 2010 update when approved Page 56 of 56
54. ox A selection device used in instances where a user may select one of two options Ticking a Check Box equates to a Yes response whilst leaving it empty reflects a No response Radio Button A selection device used in instances where a user must select one from a number of options 16 August 2010 Update Page 8 of 56 Phyto Ecert User Manual 2 The Export Certification Process Under the International Plant Protection Convention MAF BNZ is the government agency charged with monitoring activities in the Plant Export sector and issuing of Phytosanitary Certificates in accordance with agreed IPPC guidelines The role of Phyto Ecert or in other words certificate production is a subset of the total export certification process which is outlined in MAFBNZ Standard System Overview and Requirements http www biosecurity govt nz commercial exports plant exports standards system overview There are three types of certificates generated to cover the full range of forestry horticultural seed and nursery stock exports from New Zealand These certificate types are e Standard Export Phytosanitary Certificates type 100 e Re Export phytosanitary Certificates type 200 and e OCED Seed Varietal Export Certificates type 400 The process for gaining a phytosanitary certificate is outlined in the following process flow diagram 16 August 2010 Update Page 9 of 56 Phyto Ecert User Manual Exporter Requires a Phytosanitary C
55. paper to the printer 4 11 Requesting Replacement of an Export Certificate A certificate submitter can request a replacement of an issued i e already approved export certificate by clicking the _Replace__ button on the certificate View or by selecting the R button from the search quick link result set The application will launch the replacement form The certificate submitter in addition to amending the certificate must record at least one reason for the replacement request If other is selected the user must fill out the notes field for all other reasons the notes field is optional In the Additional Declaration section of the form the certificate submitter must add the following wording to make it clear that it is a replacement certificate THIS CERTIFICATE REPLACES lt lt enter cancelled certificate number gt gt WHICH HAS NOW BEEN CANCELLED Once all required detail has been provided the certificate submitter submits the request This generates a new certificate request with a new serial number A link is provided between the original certificate and its requested replacement The certificates also share the same operator reference For example NZL2007 ZESPRI1 1821 This certificate requests replacement of NZL2002 ZESPRI1 17 Status Request Replacement Operators Ref 100 159 NZL2002 ZESPRI1 17 Replacement pending by NZL2007 ZESPRI1 1821 Status Approved Operators Ref 100 159 The original certif
56. password initially provided by MAF used to help prevent unauthorised access to and use of your account s When used with Your Customer ID it gives access to E cert User ID the identification code issued to you by MAF This code may be up to nine letters and or digits long and enables us to identify You and Your accounts when You access E cert We Us or Our MAF You or Your a user of E cert and their employer or agent 16 August 2010 Update Page 48 of 56 Phyto Ecert User Guide APPENDIX 2 Phyto Ecert Home Page ECPS Certification Windows Internet Explorer go v le https ecpsaccept maf govt nz peaccept Sa 491 X ff Google Links ASB BANK Customize Links Google Google Suggest Topaz Development Wiki L White Pages ca Xtra A fm b Page Tools File Edit View Favorites Tools Help ve d ECPS Certification Ministry of Agriculture and Forestry New Zealand Te Manatu Ahuwhenua Ngaherehere MTN TAE Electronic Plants Certification Plants Certification User Acceptance Test Version pcert accept 01 09 01 Build 0 Tue Dec 12 11 28 29 2006 Good morning Allen New Certificat AAE Welcome to the Electronic Certification Web Site The following certificates need your immediate attention Find Certificates Serial No Operator s Ref Status CertNo Consignor Country Vessel Voyage Departure Submitted ME NZL2007 VTTEST2 1109 jr pw13 Resubmit 100 VITEST2 VN Viet
57. pt liability for any direct indirect special or consequential damages losses or expenses howsoever arising and relating to the use or lack of use of E Cert Where you are dissatisfied with any part of E Cert or any of the conditions of use and Your approaches through Your industry representative organisation to E cert management have been unsuccessful the sole remedy available is for You to discontinue use You will not use E Cert for any unlawful or illegal purposes You will not use access to or the contents of E Cert to breach the legal rights or obligations of others You will not upload files that are known or likely to contain computer viruses corrupted files or similar software or programmes that may damage E Cert or the operation of another computer or computer system You are under an obligation to maintain access to E Cert and the data forms and template on E Cert are confidential The Crown owns the intellectual property of E cert including but not limited to forms design layout templates and workflow with this ownership vested in MAF E cert forms design layout templates workflow and any other components such as user administration and templates management developed for E cert are subject to Copyright You undertake to advise us immediately of any information or event that is liable to impact on the integrity of the E cert system another User or New Zealand s credibility 4 Your Liability You will be liab
58. s to which they belong Users belonging to MAFBNZ approved organisations may also request authority to print issued certificates Approved and non approved Organisations are referred to as Operators within the Phyto E cert application Each user is given a unique username and password with a role and a set of permissions The role and permissions dictate what information the user has access to and what actions that user can perform 16 August 2010 Update Page 11 of 56 Phyto Ecert User Manual Role Description o Non Approved Organisation s Individual employees who submit Phytosanitary Export Requests for Ecert user certificate the Organisation s operator s to which they belong submitters These users have permissions to submit update and view certificate requests only MAFBNZ approved Individual employees of a MAFBNZ approved Organisation who Organisation s Ecert Users submit Phytosanitary Export Requests for and on behalf of their certificate submitters with employer Organisation operator to which they belong print permissions In addition to being able to submit update and view certificate requests some of these users also have received authority permission to print approved export certificates IVA Ecert certificate Individual employees within a MAFBNZ authorised IVA who assess verification Users certificate and verify the information provided within a certificate request verifiers These users have
59. s to be printed and the certificate will be sent straight to that printer A preview will still be available however it will not be in the form of the certificate This is to prevent a PDF from being able to be saved and distributed by email Phyto E cert operators with Print Authorisation will have only one opportunity to print an issued certificate without having to supply the reason why a reprint is required This reason for a reprint will be recorded in the Print History page for MAFBNZ security management purposes 4 7 Printing a Certificate Ensure that there is sufficient MAF security paper within the printer note some certificates may require multiple pages MAF Biosecurity New Zealand security paper obtainable from your IVA The security paper has been prepared with the official MAF logo as a watermark MBE and it has been pre printed with the official New Zealand All of Government Brand down the left hand side New Zealand Government Ensure that the printer is set to a minimum colour print resolution of 600dpi or above In the event of a mis print reprint the certificate and enter reason as to why a reprint or replacement certificate is required Remove excess security paper from the printer upon completion of printing Note consider a dedicated printer if a reasonable number of certificates are printed on a regular basis Record the quantity of security paper used including spoilt or inadvertent use in the Phytosan
60. t require the user s attention The user is able to click on the certificate serial number to open the certificate 3 2 3 Forgotten your user name and password Assistance is available from the MAFBNZ website https ecpsl1 maf govt nz cgi pclive pcdr showProblemReport 3 2 4 General Navigation Within Phyto Ecert there is a standard navigation panel represented as a left hand panel The content of this navigation panel is dependent on the user s role and permissions The navigation panel enables users to access the various functions available within Phyto Ecert and is always accessible regardless of the function being performed This is an illustration of the Navigation Panel Plants Certification New Certificates Find Certificates MAE Pans Certification Home S E _Help Personal Details Problem Report E New Certificates Batch File Certificate Form Find Certificates Search o An example of the Entire Phyto Ecert Home page is provided in APPENDIX 2 Phyto Ecert Home Page 16 August 2010 Update Page 13 of 56 Phyto Ecert User Manual 3 2 5 Functions Available from Navigation Panel From the Navigation Panel the following functions are available to all users regardless of role or permissions set The user accesses each function by clicking on the available link 3 2 5 1 Home This link launches the Phyto Ecert Home Page 3 2 5 2 Help This link launches the Phyto Ecert help page on MAFBNZ s website
61. tary activities conducted Inspection Location Verify that this field has been completed and is in line with any supporting documentation Date of Earliest Inspection Where an importing country requires that the inspection was carried out within a set timeframe verify that the date of earliest inspection entered in this field matches the earliest inspection date provided within the supporting documentation Product Description Where the certificate submitter enters data in this field verify the commodity class e g Fresh fruit Frozen Fruit Sawn Timber Logs Seeds for sowing Seeds for consumption Fresh Vegetables Frozen Vegetables Cut Flowers and Foliage 5 3 3 Disinfestation Data The IVA certificate verification officer must check the follow business rules are satisfied for product information reid Business Rules Treatment Date Verify that the date entered in this field matches the date provided on the supporting treatment certificate Treatment Detail View the treatment certificate and verify that the treatment supplier organisation is a MAFBNZ approved Treatment Supplier authorised to undertake that treatment for that commodity If the treatment supplier organisation is not approved verify that the treatment certificate has been countersigned by an authorised IVA who has supervised the treatment being undertaken Check the ICPR or import permit where required to confirm the treatment requirements Verify th
62. te serial number on the Search results or Quick Link page the following buttons appear depending on the status of the certificate Mistory presents the history of the request Bait presents the current version of the request in updatable mode Replace enables the user to initiate the replacement request for certificate 4 3 Viewing Certificate Requests A certificate returned via the Search function or via a particular Quick Link can be viewed by clicking on the serial number As a result the application launches a read only display of the certificate data From the view of the certificate the certificate submitter can View Certificate History View the batch file for the certificate and Edit the certificate if it has a status that allows updates 16 August 2010 Update Page 17 of 56 Phyto Ecert User Manual 4 3 1 Viewing history of a certificate The certificate history page can be displayed by the user selecting the History button from the View of the certificate or by selecting the H button on Search or Quick Link result sets This history page denotes all status changes that have occurred for the certificate For each status change the action raised amended approved cancelled for example the name of the user who performed the action the date time of the action and the subsequent status achieved is displayed Alongside each status change entry is a file icon that enables the user t
63. ted to assess For further information about the search functions please refer to section Searching for a Certificate Request 5 2 Viewing Certificate Requests Once the certificate verifier has searched for or used available Quick Links to find the certificate request requiring assessment they can view the certificate detail in the same was as the certificate submitter For further information about the view functions please refer to the section Viewing Certificate Requests 5 3 Assessing Certificate Requests Certificate requests undergo an assessment by certificate verifiers to ensure data provided within the certificate requests is complete and conforms to the importing country ICPR and MAFBNZ Exports expectations Specifically the certificate verifier must verify the following 5 3 1 Header Data y Fedd O Certificate Verifier Operator Verify that this field has been completed Check whether the operator is a MAF BNZ approved organisation and if so check that their scope of approval matches the phytosanitary activities that have been undertaken Exporter Verify that this field has been completed Verify that the exporters address is located within New Zealand Check whether the operator is the exporter Consignee Details Verify that this field has been completed and that the name and address where possible provided is in sufficient detail to enable the importing country to confirm the identity of the consig
64. ton from the certificate view The application returns the certificate in an updateable mode via an Edit form The user can amend all data except operator and operator reference fields and then resubmit the certificate 16 August 2010 Update Page 18 of 56 Phyto Ecert User Manual Upon submission of the update the application tests that all business rules are fulfilled and that all mandatory data items are complete as per the validation undertaken when raising a certificate 4 4 2 Updates by Batch File As with certificate submission by batch file there are two methods of updating a certificate by batch file The first is on line the second is by sFTP To update a certificate by batch the request action must be set to amend and the certificate type operator id and operator reference must be supplied to enable the system to correctly identify the record being updated For a copy of the batch file user guide Ephyto Batch File Submission User Manual please email plantexports maf govt nz 4 5 Cancelling Certificate Requests A certificate request can be cancelled by a certificate submitter when it the certificate has a status of Raised Amended and Resubmit Provisional or Request Replacement Certificate submitters can only cancel certificates created on behalf of Organisations they have permissions for The cancel action is completed by selecting Cancelled from the verification and status change panel found at the bott
65. word will be able to access your user account whether or not they are authorised by you to do so MAF will have no obligation or take any steps to verify any instruction received from Your User ID or appearing to be sent by you via E cert If for any reason you believe that another person knows your password or if you discover any unauthorised use of Your User ID and or password has taken place you must change it immediately and notify MAFBNZ User Administrator by e mail or in writing to plantexports maf govt nz 3 Using E cert E cert allows for the creation editing and approval of Eligibility Documents and or Export Certificates to be conducted through use of Your User ID and Password Any transactions you complete via E cert are subject to MAF s terms and conditions authorities and any service charges applying at that time You are required to use E cert in a manner which is consistent with e Producing Eligibility Documents and or Export Certificates as outlined in any MAFBNZ standards ICPRs or other official documents published or notified from time to time about the official assurance process or content or e Assisting with the transfer of data between approved agencies in the import export supply chain 16 August 2010 Update Page 44 of 56 Phyto Ecert User Manual All data forms and templates provided on the E Cert data base application are provided on an as is basis without any warranty of any kind and MAF will not acce
66. y Us Our customers or a third party or for any claim or action brought against Us by a customer or third party which results either from Your misuse of Phyto E cert or failure to take all reasonable steps to prevent unauthorised use of Phyto E cert You acknowledge that any infringement of Intellectual Property or copyright including any unauthorised reproduction by you of any information contained in E cert or any part of it may result in legal action being taken against You 13 Definitions Unless specifically stated otherwise the following definitions apply to the use of the defined terms in these terms and conditions and anywhere else on E cert Account the permissions associated with an individual User ID Business Day every day except Saturday Sunday national public holidays regional public holidays and MAF designated holidays Downtime the period when E cert is unavailable E cert or eCert the Internet online database application used by MAF for the creation and management of documents for Government to Government assurance MAF Ministry of Agriculture and Forestry ICPR Importing Country Phytosanitary Requirement A document which outlines changes in requirements for any overseas market Online means use of a computer to connect you to E cert via the Internet and carry out a range of transactions and activities 16 August 2010 Update Page 47 of 56 Phyto Ecert User Manual Password a confidential
67. y form and the certificate submitter is required to enter information relevant to the certificate request Once the user has completed the data entry form and has checked that the information supplied is correct the user then submits the request The submitted request undergoes a series of checks by the system to ensure all required fields are complete and valid If the certificate is valid it will obtain the status of Raised and be electronically forwarded to your nominated IVA for verification If there are errors the certificate submitter will 16 August 2010 Update Page 15 of 56 Phyto Ecert User Manual receive an error message they can return to the certificate request data entry form to correct these errors and re submit the request The fields displayed on the data entry form for each certificate type are held in section 4 8 below Certificate Request Data 4 1 2 Batch File Submission There are two ways of initiating a batch file submission The first is on line the second is by sFTP Both methods require a batch file in XML format The standards and business rules pertinent to batch file submission are held in a separate document which is available from plantexports maf govt nz To initiate batch file submission of an export certificate request on line the certificate submitter selects the Batch File link within the Navigation panel This link provides the certificate submitter with the means to search for sel

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