Finding & Working With Your Organic Certifier

There are several reliable ways to find a USDA-accredited certifying agent:

1. USDA AMS Certifier Directory:

The most authoritative source — USDA AMS maintains a searchable directory of all currently accredited certifying agents at ams.usda.gov. The directory is searchable by state, country, and operation type (crop, livestock, handling, wild crop).

2. Accredited Certifiers Association (ACA) Directory:

ACA (acaorganic.org) maintains a member directory of certifying agents. ACA members have voluntarily committed to the association's professional standards.

3. Ask your neighbors and extension service:

Organic producers in your region often have direct experience with local certifiers and can offer informal recommendations. Your state's cooperative extension service may also maintain lists of certifiers active in your area.

Choosing a certifier is a significant business decision — your certifier becomes your primary compliance partner for as long as you maintain organic certification. Key factors to evaluate:

Experience with your operation type:

• Does the certifier have expertise in your specific type of operation — grain crops, vegetables, dairy, beef, handling? Certifiers with deep experience in your sector will be better equipped to review your OSP and advise on compliance questions.

Geographic coverage:

• Certifiers with inspectors in your region can schedule inspections more efficiently and reduce travel-related inspection costs.

Fee structure:

• Request a fee schedule from each certifier you consider. Understand how fees are calculated — flat fee, acreage-based, or sales-based — and what is and isn't included.

Responsiveness and communication:

• How quickly does the certifier respond to input approval questions? Can you reach a real person when you have a compliance question? Strong communication matters, especially during your first years of certification.

Technology and tools:

• Does the certifier offer online application, digital OSP management, and document submission? These tools can significantly reduce administrative burden.

Yes — certified producers have the right to switch certifying agents at any time. Your certification belongs to your operation, not to your certifier. Here is how the process works:

1. Choose a new certifier: Select a new USDA-accredited certifying agent and contact them to begin the transfer process.

2. Notify your current certifier: Inform your current certifier that you are transferring your certification. They are required to cooperate with the transfer.

3. Transfer your records: Your new certifier will require your OSP history, field records, and prior certification documentation. Your previous certifier must provide copies of your certification records.

4. Complete new application: Even when transferring, your new certifier will typically require a fresh application and may conduct a new inspection to establish their own compliance review.

Important: There should be no gap in your certification during a transfer if done correctly. Your new certifier can issue a Certificate of Organic Operation before your current one expires, as long as their review is complete.

No — there is no requirement that your certifying agent be based in your state. Many USDA-accredited certifiers operate nationally, and some operate internationally.

However, there are practical advantages to choosing a certifier with a regional presence or local inspector network:

• Inspection scheduling is typically faster and more flexible

• Inspector travel costs may be lower (reducing your inspection fees)

• Local certifiers may have deeper familiarity with regional crops, practices, and market conditions

Some producers with national or multi-state operations specifically choose a nationally operating certifier for consistency across all of their fields and facilities.

The USDA AMS certifier directory allows you to filter by state to find certifiers active in your region — but don't limit your search exclusively to in-state certifiers if a well-regarded certifier from another state is a better fit.

A successful certification relationship is built on transparency, timely communication, and well-maintained records. Your certifier expects:

1. A complete and accurate OSP: Your Organic System Plan must honestly describe your operation, practices, and materials. Incomplete or inaccurate OSPs are one of the most common sources of compliance issues.

2. Prompt notification of changes: Any significant change to your operation — new fields, new inputs, new crops or livestock, new facilities — must be reported to your certifier before implementing the change (or as promptly as possible).

3. Complete, organized records: Records must be current, accurate, and accessible for inspection. The 5-year retention requirement is the minimum; having records readily accessible matters as much as having them at all.

4. Input approval before use: For any input where you are uncertain about allowed status, confirm with your certifier before applying it.

5. Cooperation during inspections: Be present, responsive, and transparent during your annual inspection.

6. Timely response to noncompliance notices: If your certifier issues a Notice of Noncompliance, respond within the deadline with a clear corrective action plan.

An annual organic inspection is a third-party, on-site verification conducted by an inspector assigned by your certifying agent. Here is what to expect:

Before the inspection:

• Your certifier schedules the inspection with you, typically giving advance notice

• Under SOE, certifiers now also have authority to conduct unannounced inspections

During the inspection, the inspector will typically:

• Review your Organic System Plan and verify that your practices match it

• Walk your fields, facilities, storage areas, and equipment

• Review your records: input purchase logs, field activity logs, harvest records, sales records, and equipment cleaning logs

• Verify that inputs currently stored or in use appear on your approved input list

• Assess your systems for preventing commingling and prohibited substance contact

• Ask questions about your practices and record-keeping

• Potentially collect soil or product samples for residue testing

After the inspection:

• The inspector prepares a report submitted to your certifier

• Your certifier reviews the report and makes a certification recommendation

• Any noncompliances identified will result in a Notice of Noncompliance

Proactive communication with your certifier about input approvals is one of the best habits a certified producer can develop. Here is the recommended approach:

Before using any new input:

• Check the National List and OMRI database first

• If clearly approved and OMRI-listed, document the product and proceed — but still inform your certifier by adding it to your OSP

• If there is any uncertainty, contact your certifier before applying the product

How to request an input approval:

• Provide the full product name, manufacturer, and product label or Safety Data Sheet

• Describe the intended use (crop, rate, application method)

• Ask explicitly: 'Is this product approved for use in my organic operation?'

• Get the approval in writing (email is sufficient) and retain it in your files

Common mistakes to avoid:

• Assuming a product is approved because it is 'natural' or 'not synthetic'

• Using a product before receiving your certifier's confirmation

• Switching to a different formulation of an approved product without re-confirming

The Accredited Certifiers Association (ACA) is the professional association for USDA-accredited certifying agents. While its primary membership is certifiers, the ACA produces resources and education that directly benefit producers as well.

How the ACA benefits organic producers:

1. Certifier Directory: ACA's searchable directory helps producers find member certifiers, with information on each certifier's geographic scope and specialty areas.

2. ACAdemy Training: ACA's education platform offers training content relevant to both certifier staff and producers, including:

• Organic certification fundamentals

• Inspection preparation guidance

• SOE compliance training

• Record-keeping best practices

3. Policy & Regulatory Updates: ACA monitors USDA NOP regulatory changes and NOSB proceedings, providing accessible updates to the organic community.

4. Standards Advocacy: ACA advocates for clear, consistent, science-based organic standards — which ultimately benefits producers by ensuring certification means something consistent across all certifiers.

Access ACA resources at acaorganic.org.