Farm Manual

March 2008 Version 2

BSCI PP-04-03/08

All rights reserved. No part of this publication may be reproduced, translated, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, be lent, re-sold, hired out or otherwise circulated without the FTAs authority. Copyright 2008 by FTA Foreign Trade Association, Brussels

Contents
1. The Business Social Compliance Initiative 1.1. 1.2. 1.3. The BSCI
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Benefits for Farmers.................................................................................................................................................... 1 Objectives and scope of this manual

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1.3.1. Participants ......................................................................................................................................................... 1 1.3.2. Overview of responsibilities ....................................................................................................................... 2 1.4. Basic Principles
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1.4.1. International Labour Standards and National Labour Regulations ......................................... 3 1.4.2. Internal Social Management System .................................................................................................... 4 1.5. Process Overview ............................................................................................................................................................. 5 1.5.1. Awareness Raising Phase............................................................................................................................ 5 1.5.2. Self-Assessment .............................................................................................................................................. 5 1.5.3. Farm Audit ......................................................................................................................................................... 6 1.5.3.1. Audit Organisation ........................................................................................................................ 6 1.5.3.2. Audit Preparation........................................................................................................................... 7 1.5.3.3. Audit Operation .............................................................................................................................. 7 1.5.4 Farm Audit Report and Assessment ........................................................................................................ 8 1.5.5. Qualification and Implementation Phase ............................................................................................. 9 1.5.6. Re-Audit ........................................................................................................................................................... 10 2. Implementation Guideline for BSCI Social Requirements 2.1. 2.2. A. Master Data B. BSCI Social Requirements 2.2.2. B.2 Documentation 11 11 12 12 13

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2.2.1. B.1 Management Practice

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2.2.3. B.3 Working Time ........................................................................................................................................ 14 2.2.4. B.4 Compensation ....................................................................................................................................... 15 2.2.5. B.5 Child Labour/Young Workers ......................................................................................................... 17 2.2.6. B.6 Forced Labour/Disciplinary Measures/Prisoner Labour 2.2.7. B.7 Freedom of Association /Collective Bargaining 2.2.9. B.9 Working Conditions
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19 20 22 23

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2.2.8. B.8 Discrimination ....................................................................................................................................... 21

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2.2.10. B.10 Health & Social Facilities

2.2.11. B.11 Occupational Health & Safety .................................................................................................. 24 2.2.12. B.12 Dormitories ....................................................................................................................................... 29 2.2.13. B.13 Environment ..................................................................................................................................... 30 Appendix 1 Documentation ........................................................................................................................................... 31 Appendix 2 Warning Signs ............................................................................................................................................. 33

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1. The Business Social Compliance Initiative BSCI

1.1. The BSCI
The Business Social Compliance Initiative (BSCI) is an initiative of retailers, importers and manufacturers to implement and improve social standards in a sustainable way. The BSCI focuses on its monitoring system as an ongoing process. Audits are only one mechanism in this monitoring system, but the key to real and sustainable improvement is acting in partnership with suppliers and their farms to achieve improvement. The BSCI and its members follow a positive approach and want to increase suppliers' and farmers' awareness of their social responsibilities and occupational health and safety issues. The BSCI aims to reward those suppliers who show the willingness to cooperate.

1.2. Benefits for Farms

Quality of working conditions is becoming an important issue all over the world. More and more consumers, food retailers and importers believe that all workers producing their food should enjoy good working conditions. That includes the workers in the processing unit, but also those people working on the farms. The BSCI is an initiative aiming to achieve that all suppliers of fresh food products meet a certain minimum of social standards and working conditions in the processing unit and on the farms. An important requirement is the implementation of an internal social management system. The BSCI expects each supplier company to engage all its farms in the improvement process through specific procedures and processes. An important question is then: What are the benefits for the farms? Higher quality and productivity by using good equipment, documentation and planning; Good relations with workers. This will lead to a motivated workforce and higher productivity; Less accidents and work-related problems; Better relations with local stakeholders and the community; Better competitive position.

The assistance from retail companies and expert service providers associated with the BSCI aims to achieve sustainable implementation and improvement of social performance for suppliers and farms.

1.3. Objective and Scope of this Manual

This manual aims to specifically support farms that have been asked by the buyer of their products to fulfil the BSCI Requirements. Of course the information could also be helpful for others, including supplier companies, retailers, auditing companies and other participants. The manual provides precise information about the BSCI process and practical solutions regarding what is expected of a farm, what requirements they must fulfil and what tasks must be undertaken in the process. 1.3.1. Participants and responsibilities Supplier companies The supplier company usually consists of a processing unit where the product is packaged or processed. In some cases the farm(s) are part of the supplier company. In other cases, the farms are fully independent, but have an agreement or contract with the supplier company to provide them with their products. The most important responsibility of the supplier company is to set up an internal social management system to improve working conditions and social standards on all farms supplying products.
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Farms The regularly supplying contract farms are expected to implement minimum social standards and working conditions based on the national labour regulations and international labour standards. It is their responsibility to do their best to comply with these regulations and inform the workers about their efforts to meet the requirements. The specific expectations are described in this Farm Manual, as well as in the other BSCI documents. Together, these documents should help farms understand the requirements. BSCI Auditing Companies External BSCI audits are only conducted by those auditing companies and auditors accredited by Social Accountability International (SAI) who have a general agreement with the BSCI. The auditors must be of the highest quality and should be prepared to undergo constant training, further education and accreditation by SAI. Coaching & Training Partners The BSCI is a development initiative. Supplier companies and their farms will receive support from BSCI member companies to implement necessary corrective measures, either from the BSCI member company directly or through a service provider or consultant. This partnership approach highlights the positive goals of the BSCI system. The BSCI does not intend to audit without any follow-up. The BSCI aims to provide a system to assist also farms in achieving sustainable social performance. BSCI Executive Office The BSCI Executive Office is located in Brussels and responsible for: Overall control and project management Development of unified processes and instruments Implementation of procedures and instruments Lobbying work: in political, business and interest group contexts Public relations and communication Convening and organising meetings of the BSCI Members' Board BSCI Member Companies Members of the BSCI include European and international retailers, importers, manufacturers and associations. These are the contract partners of the supplier company. All participating companies must follow the BSCI procedures and instruments regarding its structure and implementation BSCI. 1.3.2. Overview of responsibilities:
No. Procedure Tasks of Farms INTERNAL AUDIT PROCEDURE Tasks of Supplier Company 1. Awareness Raising Phase SelfAssessment Farm Audit Farm Report Participation in meeting about the BSCI Fill in Self-Assessment (and regularly update) Letter to farms, invitation to meeting about the BSCI BSCI AUDIT PROCEDURE Task of BSCI Auditors None

2.

Support farms with the SelfNone Assessment (if necessary with help of service provider) Conduct audit Prepare the BSCI Farm Questionnaire & Report: II Farm and attach a summary of all results to the BSCI Social Audit Report. Request supplier company to formulate corrective actions for critical deviations BSCI PP-04-03/08

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Prepare necessary Conduct audit documents and information Evaluation of audit results and discuss with supplier company Prepare the Internal Farm Questionnaire & Report: II Farm and evaluate and discuss with farm

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No. Procedure Tasks of Farms INTERNAL AUDIT PROCEDURE Tasks of Supplier Company 5. Corrective Action Plan (CAP) Qualification Phase Implementation of the Corrective Action Plan(s) Participation in training BSCI AUDIT PROCEDURE Task of BSCI Auditors

Consult and agree on CAP with None farm and prepare CAP Implementation of CAP through training and assistance (internal or service provider) None

6.

7.

Farm ReAudit Social ReAudit Report

Prepare necessary Conduct re-audit. documents and information Evaluation of re-audit results and discuss with supplier company Prepare the Internal Questionnaire & Report: II Farm for the Re-Audit and evaluate and discuss with farm

Conduct re-audit

8.

Prepare the BSCI Questionnaire & Report: II Farm for the ReAudit and attach a summary of all results to the BSCI Social Re-Audit Report. Request supplier company to formulate corrective actions for critical deviations on the farm

9.

Corrective Action Plan(s) Repetition of an initial audit not later than three years after the date of the initial audit

Implementation of Corrective Action Plan(s)

Consult and agree on CAP with None farm and prepare CAP Process starts again as indicated above

10.

Prepare necessary Process starts again as documents and information indicated above

Tab. 1: Responsibilities in the BSCI procedure

The different procedures and phases in the BSCI process will be explained in detail in the following chapters.

1.4. Basic Principles

1.4.1. International Standards and National Labour Regulations The BSCI Code of Conduct specifies the social requirements of the BSCI. These requirements are based on the core labour standards of the International Labour Organisation (ILO) and Declarations of the United Nations (UN) and cover the following issues: Working time Salary and other compensation Social security contributions Minimum age of workers Forced labour prohibition Disciplinary measures Freedom of association and collective bargaining Prohibition of discrimination Working conditions Occupational health and safety

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Legal requirements for worker accommodation (dormitories, housing, etc.), if relevant Basic environmental requirements

In addition to the international standards, the BSCI Code of Conduct also specifies that the national labour regulations in the country of operation have to be followed. In case of doubt, it is always the stricter regulation that applies. The BSCI believes that all farms will do the best they can to comply with national labour regulations and comply with the international regulations. The expectations for each requirement can be found in this Farm Manual. The BSCI documents can be updated from time to time; it is therefore important to use the most current version. 1.4.2. Internal Social Management System An important requirement of the BSCI in primary production is that the supplier company needs to establish and implement a social management system for the farm(s). It is essential that the farm supports these efforts of the supplier company to improve social standards and working conditions. The farm should therefore also demonstrate a commitment to comply with the BSCI requirements and must be familiar with and support the system. In addition, the BSCI requires that the farms commitment to implement the BSCI requirements is available and communicated to all workers on the farm, including temporary and seasonal workers. A good way of informing the workers is to post the BSCI Code of Conduct or an equivalent document in the local language(s) on the farm(s) and explain the content to all workers in information meetings or trainings. Internal Audit Procedure The supplier company will need to follow up, measure and analyse the social management system and the social performance of the farms. Therefore the company is required to perform internal audits on the farms belonging to the company and farm assessments on the external contract farms. The supplier company decides which farms to audit and when. The goal of these audits is to evaluate if the farms are complying with the requirements of the BSCI Code of Conduct. If there are still some deviations, the supplier company will propose corrective actions for the farm to implement within a reasonable timeframe. The audits are performed by staff members of the company. The BSCI provides the internal auditors with the tools to audit and report. BSCI Audit Procedure The supplier company itself will also be audited on the requirements of the BSCI Code of Conduct by an external audit company during an official BSCI Social Audit for Primary Production. In addition to auditing all BSCI requirements in the supplier company and its processing unit, the BSCI auditor will also check if the company has successfully implemented the social management system for the contract farms. For this reason, the BSCI auditor will also audit some farms and check the same requirements, follow the same procedure and use the same documents. When the auditor compares the results of the internal audit and the external BSCI audit on the same farm, he or she can conclude if the social management system of the supplier company is working well.

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1.5. Process Overview

1.5.1. Overview of the BSCI process on the Farm

Supplier Company

Audit Company

Farm

Awareness Raising Phase

Internal Audit Procedure

Internal Audit

Self-Assessment

BSCI Audit Procedure

BSCI Audit

COMPARISON

Corrective Action Plan

COMPARISON

Corrective Action Request

Not successful

Qualification Phase

Internal Re-Audit

COMPARISON

BSCI Re-Audit

Successful Repetition after 3 years

Fig. 1: Phases of the BSCI

The figure shows that the farm is part of an on-going social management system with an internal audit procedure that is managed by the supplier company. BSCI audits on the farm are only performed to check if the social management system and the internal audit procedure are functioning properly and to give the supplier company advice how to improve the social management system and internal audit procedures. Each phase of the BSCI process is explained below: 1.5.1. Awareness raising phase The first phase of BSCI implementation is the awareness raising phase. This involves informing the farms in the BSCI process about the BSCI. The farmers are invited to join BSCI Awareness Raising Workshops if these are held in the area. If there are none, the supplier company should provide training for all farms about the BSCI, social standards and working conditions. 1.5.2. Self-Assessment The second step in the BSCI implementation process is preparing the audit. The Self-Assessment is a tool that the farmer can complete with little help and has two purposes. On the one hand it is a tool

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for farms to evaluate their own performance with regard to the BSCI Requirements and prepare well for the audit. It also gives some insight in the main social requirements of the BSCI member companies. On the other hand the Self-Assessment is a tool that allows the supplier company to assess the social performance of its farms. The Self-Assessment is also meant as a tool to prepare both internal and BSCI auditors for the farm audit. The Self-Assessment is obligatory for all contract farms (including independent ones). The BSCI provides the documents: Self-Assessment Questionnaire for Primary Production: II Farm (for commercial farms) and III Smallholder (for small and family farms). A farm that has five or less workers on a continuous basis is considered a smallholder in the BSCI system. Thus, any farm that has six or more workers on a continuous basis is considered a regular, commercial farm. 1.5.3. Farm Audit The farm audit is an important part of the social management system for the supplier company. Even though an audit only gives an impression of the situation on the moment the audit takes place, the audit does establish to what extent a farm already meets minimum social standards and other requirements. In any case, it is the beginning of a continuous process. The farms will be integrated in the social management system of the supplier company and its internal audit procedure. Internal farm audits and re-audits will take place continuously, and the supplier company and its farms are required to work together on a regular basis to organise these audits and the implementation of the respective corrective actions. The difference with a BSCI farm audit is that the BSCI auditor only audits between 2 and 10 farms, depending on the number of farms connected to the supplier company in a regular contractual relationship, and the follow up and implementation of corrective actions is still managed by the supplier company. However, the role of the farms in the farm audits, whether they are internal farm audits or BSCI farm audits, remains the same. Both the internal farm audit and the BSCI farm audit are based on the same BSCI Audit Questionnaire & Report: II Farm. Both audits check the exact same requirements and follow the same procedures. If the farm prepares well for the internal farm audit, this preparation is also valid for the BSCI farm audit. 1.5.3.1. Audit organisation Both internal and BSCI farm audits are conducted in a uniform manner, based on the BSCI Audit Questionnaire & Report for Primary Production: II Farm. This ensures fair treatment of all farms and at the same time ensures that the quality of the audit remains at a consistent high level. The BSCI Audit Questionnaire & Report: II Farm is divided in the following parts: Part A: Part B: Recording Master Data: business and master data of farm BSCI Audit: Recording and evaluation of compliance with minimum social and environmental requirements on the farm.

The internal farm audits are performed by qualified staff of the supplier company (or external experts hired by the company). The BSCI audits are performed by SAI accredited auditing companies and their auditors. The supplier company is required to internally audit or assess two times the square root of the total number of regularly supplying contract farms connected to the company per year. The company will decide which farms it will audit first, and make the appointments with the farms to prepare, schedule and perform the audits. The BSCI auditor has to audit 10% of the total number of contract farms (with a minimum of 2 and a maximum of 10 farms) during the BSCI farm audit. He or she will choose from a list of farms. These
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will most likely be farms that have been audited already, so that the BSCI auditor has an Internal Farm Report to use as a preparation. The BSCI auditor will inform the supplier company in advance which farms will be audited. This means that the farms have time to prepare the BSCI audit together with the supplier company. The duration of an audit depends on the location, size and number of workers on the farm. However, the minimum time for an audit is half a day. The internal and BSCI auditors will discuss the exact duration with the farm before the audit. 1.5.3.2. Audit preparation To save time and money for all involved, farms should prepare themselves for the internal and BSCI farm audit. The following steps need to be taken for the audit: 1. 2. 3. 4. 5. 6. Read and understand this manual. Perform a Self-Assessment based on the BSCI-Self-Assessment Questionnaire for Primary Production: II Farm or III Smallholder. Determine whether there are deviations from the requirements of the BSCI Self-Assessment and chapter 2 of this manual, and the nature of the deviations. Correct these deviations wherever possible before the date of the audit and participate in activities or trainings offered by the supplier company. Provide the auditing company immediately with any information that they request. Prepare the people responsible for the relevant areas for the audit in advance (human resources, accounting, health and safety, environment, etc.). Explain to them what preparations they must make and what information is expected from them. Make sure that these responsible persons are available to the auditors during the audit. Keep the required documents listed on hand during the audit. Provide the auditors with a separate room if possible.

7. 8. 9.

1.5.3.3. Audit Operation Both the internal farm audit and the BSCI farm audit have to be conducted systematically and uniformly and the auditors must act in full neutrality. An audit must always be complete. Every farm audit consists of the following elements: i) introductory meeting and interview with farm management, ii) examination of farm documents, iii) farm inspection, iv) interview with workers of the farm, and v) review with farm management. Opening Meeting The opening meeting enables the participants to introduce themselves, and to clarify the framework of the audit: Audit procedure and estimated duration Who should be available for the audit and why Which documents will be examined Discussion of any outstanding questions In the case of a BSCI farm audit, the auditor will ask the management to sign the Declaration of Consent with the following contents: The auditor is permitted to take photos. The auditor is permitted to interview all workers. Data may be registered and stored in a database. These data may be disclosed to third parties within the framework of the BSCI. The Declaration of Consent is necessary to clarify the legal situation of the farm and BSCI auditors. Interview with management

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The auditor will begin to ask the management of the farm a series of questions during the opening meeting, particularly regarding the commitment of the farm and the available documentation. During the audit, it may be necessary to clarify various matters between the auditor and management more than once. Inspection of documents Numerous official farm documents have to be examined and checked during the course of a farm audit to assess whether the farm complies with the requirements of the BSCI Code of Conduct. In appendix 2 of this Farm Manual you find an accurate overview of all documents required during the internal and BSCI audit of a farm. Twelve months of documentation must be available for the auditor to inspect. It is important that the farm documents are either available on the farm or centralized at the processing unit. Site inspection The following areas are checked and assessed during the inspections on the farm(s): Fire protection equipment Crop protection and chemical storage Emergency and accident procedures and their marking/signposting Health and safety relevant issues: equipment, personnel, training, etc. Machine safety and electrical equipment Climate and weather influence on working conditions General cleanliness and hygiene Sanitary facilities (toilets, washrooms, drinking water facilities) Required social amenities e.g. first-aid kits, eating area, coffee/tea making area, etc. Dormitories/housing, if provided to worker Interviews with workers One component of the audit process is interviewing workers inside and/or outside the farm. These interviews are for the purpose of assessing matters which cannot be properly found by means of documents, site inspection, or management interviews alone. Anonymity must be guaranteed. That means that the workers to be interviewed must be selected without the knowledge or influence of management. The workers interviewed enjoy special protection. Any influence on workers before the interview, or any disadvantages for workers who have been interviewed will lead to a negative audit result, a non-valid audit, and in the worst case, termination of the business relationship between the supplier company and the farm. Closing Meeting At the end of each audit, a final discussion is to be held with the management. In the case of a BSCI farm audit, the auditor will simply present the results and ask the supplier company to propose corrective actions if these are necessary. This would require a follow-up meeting with the supplier company. In the case of an internal farm audit (and after a BSCI audit), the supplier company will evaluate and discuss the results of the audit and propose corrective actions in the form of a Corrective Action Plan (CAP). A time limit must be set for implementation of each corrective action with a maximum of 12 months. 1.5.4. Farm Audit Report After both the internal farm audit and the BSCI farm audit, the internal/BSCI auditors will fill out the full Farm Questionnaire & Report. This report is then submitted to the supplier company, and in some cases also to the BSCI member company. This copy is needed for planning of training and qualification measures.

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The Farm Audit Report is an important document for the farm. It includes the assessment of the audit, and indicates the compulsory corrective action(s) to be implemented (Part B of the Questionnaire BSCI Social Requirements). The following parts are particularly important for assessment of the Social Audit Report. Each section will be given an assessment. The assessments and their meanings are listed below:
Assessment Interpretation No deviation from BSCI Social Requirements or Minor deviations from BSCI Social Requirements, but full protection of workers is observed: There is no significant deviation from the requirements. 2 Good The auditor can assess an audit result with good, if there are not more than two deviations in non-crucial points, if there is no immediate danger to workers and if there are no systematic faults. (Crucial points are marked in the BSCI Audit Questionnaire & Report with a double frame.) Deviations in less than half of the requirements and not in crucial points: 1 Improvements Needed Fulfilment of at least half the audit points. There are no deviations in crucial points. (Crucial points are marked in the BSCI Audit Questionnaire & Report with double frame.) Deviations in the majority of requirements and/or in crucial points: 0 Critical The requirements are not fulfilled in more that half the points, and/or not fulfilled in crucial points. (Crucial points are marked in the BSCI Audit Questionnaire & Report with a double frame.) NA Not Applicable Requirements do not match to the farm structure: The requirements are not relevant with respect to the structure of the farm.

Tab. 2: Scoring of Sections in Part B of BSCI Audit Questionnaire & Report

The overall assessment of the farms social performance is established as follows: the worst result for any section determines the audit result for Part B. This means that if the assessment Critical was given in one section of the questionnaire, the overall result for entire Part B is Critical. Similarly, if the assessment Improvement Needed is given in only one section, despite Good assessments for all other sections, the overall result will be Improvements Needed. The Remarks section of the Social Audit Report allows the auditor room to make positive and/or negative comments and remarks about matters considered important and worthy of mention. Photos of the farm are also attached to the Report. Corrective Action Plan (CAP) BSCI Social Requirements (Part B of the BSCI Audit Questionnaire) The completed Farm Questionnaire & Report is followed by a Corrective Action Plan (CAP) that includes the corrective actions suggested by the auditor at the final audit meeting. It serves as the basis for the qualification and implementation phase. The CAP records which measures must be implemented and the time frame allowed for each corrective action. The CAP is agreed and discussed directly between the supplier company and the farm. The CAP should consider the following principles when deciding on the timeframe for implementation: Corrective actions which prevent or reduce immediate danger to workers and/or the farm must be carried out as soon as possible. Next, corrective actions should be implemented that require little effort and can be realised with the available resources. All other corrective actions then follow. Set realistic time frames (implementation measures should neither be unnecessarily delayed, nor expected in an unreasonably short period).

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1.5.5. Qualification and Implementation Phase The qualification phase serves two purposes: (1) finding the reasons for a farm's deviations with the BSCI requirements and (2) implementing the Corrective Action Plan within the agreed time frame. The BSCI member company will support the supplier company and assist in the qualification process if this proves to be necessary. This support may range from controlling and coaching to training measures. Implementation of corrective actions can be a difficult process. Therefore, any measures for implementing improvements and corrections should be well thought out, practicable and well structured to avoid causing unnecessary difficulties for the audited farms and its workers. Farm management should analyse each individual deviation listed in the CAP together with the responsible workers from the specific operational level. The causes of the problems should be evaluated and possible solutions discussed. The plan of corrective action shall focus on the feasibility and the defined time limit agreed upon in the audit. Any plan of action should always include the following parts: Definition of problems Potential solutions Definition of responsible workers and other workers involved Time limits for corrective actions Monitoring activities

The supplier company should also make sure if the know-how is available on the farm to implement necessary changes. The best plan of action for to solve a problem is of no use if the farm does not have the necessary competent personnel available to carry it out. If the farm cannot solve the problem in co-operation with the supplier company, it could be helpful to contact the BSCI member company or external service providers (consultants) for advice. 1.5.6. Farm Re-Audit If the social performance of a company is assessed with a mark of Improvements Needed or Critical in a farm audit (initial audit or re-audit), it is necessary to conduct a farm re-audit. After the required corrective actions have been implemented or the time limit specified in the CAP elapsed, a farm re-audit is required. Re-audits, in any case, must take place within twelve months after the initial audit (calculated from date of the failed audit). An internal farm re-audit will be initiated by the supplier company. A BSCI farm re-audit will be initiated between the BSCI member and the supplier company. The re-audit procedure is same as the initial audit procedure described above. The internal farm reaudit covers all areas where deviations have been determined in the initial or previous farm audit and is performed by an internal auditor. The BSCI re-audit covers only those farms that had critical deviations and is performed by a BSCI auditor. The implementation of necessary corrective actions recorded in the CAP and the completed Farm Questionnaire & Report is checked. If the auditor notices new and/or additional deviations, they will be analysed and included in the farm re-audit assessment and in the CAP. All corrective actions should be implemented by the time the re-audit order is placed.

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2. Implementation Guideline for BSCI Social Requirements

2.1. A. Master Data
2.1.1. FARM DATA Requirements Transparency Expectations The farms shall provide the internal and BSCI auditors with the necessary information and data regarding the farms structure and activities. Implementation Prepare part A of the BSCI SelfAssessment Questionnaire: II Farm (six or more workers on a continuous basis) or III Smallholder (five or less workers on a continuous basis). This part includes questions about: Basic farm information Farm certificates Internal audits Farm structure, production and capacity Farm size Dormitories (if applicable) Employment on the farm Documentation Keep a copy of official documents on legal status, company name(s), and year of foundation ready for the audit. Keep a copy of farm certificates and audit reports. Keep a copy of the documents used to calculate the farm capacities and production. Make sure that the documents are available during the audit.

Make sure that the correct SelfAssessment is complete and available during the audit. If help is needed, contact the supplier company for more information.

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2.2. B. BSCI Social Requirements

2.2.1. B.1 MANAGEMENT PRACTICE Requirements Commitment Expectations Implementation Documentation Post a copy of the BSCI Code of Conduct or an equivalent document (in the local language) on the farm. Document information meetings or trainings about the BSCI Code of Conduct, including a list of participants. Record the name(s) of responsible person(s). Keep copies of the national labour regulations. The farms shall commit themselves Read and understand the BSCI Code of Conduct and the Farm Manual. to good working conditions and social standards for all workers. Inform all workers about the farms commitment to the BSCI Requirements and provide them with the Code of Conduct (in the local language). Define responsible person(s) to implement the BSCI Requirements on the farm. Compliance The farms must be aware of and comply with national labour regulations. Screen all national labour regulations and check if the farm complies with them.

Inform the responsible person(s) about the Keep a copy of the BSCI Code of Conduct (in the local language). national labour regulations, the BSCI Requirements and provide them with the BSCI Code of Conduct (in the local language). Communication The farms shall communicate in a positive way with all workers. Organise at least two meetings per year to exchange information between management and workers. Keep records of the topics discussed during the meeting and a list of participants.

Keep records of complaints and their Provide a complaint mechanism for workers to address their concerns and help solutions for at least 12 months. them find solutions.

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2.2.2. B.2 DOCUMENTATION Requirements Expectations Documentation The farms shall provide all documents concerning the BSCI requirements to the auditor. Please refer to appendix 1 of this Farm Manual for a list of required documents

Implementation Keep the documents in a proper and systematic way. Ensure that the documents are valid and represent the real status of the farm. All documents shall be kept for the period required by law with a minimum of 12 months.

Documentation Make sure that the following farm documents are available during each audit: Records for all workers, including their name, date of birth, job description, wage, date of entry and period of employment Proof of age for all workers (for example ID card or birth/school certificate) Working contracts for all workers, including job description, work hours, terms of compensation, terms of payment, time period and validity Time Record System (for example time cards or attendance lists) Payslips, including working time, overtime, wage and social contributions Evidence of salary payment (for example bank statement or signed payment list) Evidence of payment to social funds (for example bank statement, receipt or voucher) Provide copies of all local regulation(s) and collective bargaining agreement(s) with trade unions that are applicable on the farm.

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2.2.3. B.3 WORKING TIME Requirements Expectations Working Time The farm shall respect the national labour regulations and international standards with respect to working time.

Implementation Screen all national labour regulations with regard to working time and check if the farm complies with them. Ensure that the regular working time on the farm is not more than 48 hours per week. Check if the working time on the farm corresponds to the Time Record System. Check if the working time on the farm corresponds to the local regulations or collective bargaining agreements. Provide all workers with at least one free day after six days of working.

Documentation Document the applicable labour regulations about working time by name, article and source.

Provide copies of the respective agreements about working time.

Overtime

The farm shall respect the national labour regulations and international standards with respect to overtime.

Screen all national labour regulations with regard to overtime and check if the farm complies with them. Ensure that overtime on the farm is not more than 12 hours per week on a regular basis. If additional overtime hours are necessary during harvest periods: 1) The overtime must only be necessary in exceptional circumstances. 2) All workers must agree to overtime. 3) The farm can have only two exceptional periods per year. 4) The farm must make sure that the average hours in the two-month period after the start of harvest is still 60 hours per week.

Document the applicable labour regulations about overtime by name, article and source.

Document the additional overtime hours during harvest in the Time Record System. Document the reasons for the additional overtime. Document the calculation of average hours during the two-month period calculated from the start of the harvest.

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2.2.3. B.3 WORKING TIME (continued) Requirements Expectations Overtime

Implementation Ensure that workers only work overtime and holidays on an exceptional and voluntary basis or on the basis of collective bargaining agreements.

Documentation Provide copies of the respective agreements about overtime.

Information

The farm shall inform all workers about the national labour regulations and international standards with regard to working time.

Inform the workers about their rights with regard to working time in an information meeting.

Document the topics of the meeting and a list of participants.

2.2.4.

B.4 COMPENSATION Requirements Expectations Legal Minimum Wage The farm shall respect the national labour regulations with regard to minimum wage.

Implementation

Documentation

Screen all national labour regulations with Document the applicable labour regard to the minimum wage and check if the regulations about minimum wage by farm complies with those. name, article and source. Check if the minimum wage on the farm corresponds to the local regulations or collective bargaining agreements. Determine if all workers, including those paid per task or amount, receive the minimum wage. If not, adjust payments accordingly. Provide copies of the respective agreements about working time. Note the productivity rates (by weight, amount or task) and wages on the farm and the method of calculating those rates and wages. Document the applicable labour regulations about overtime compensation. Provide copies of the respective agreements about overtime compensation.

Overtime Compensation

The farm must pay overtime hours at the individual hourly rate and at least with the legal overtime premium.

Screen all national labour regulations with regard to the payment of overtime hours and check if the farm complies with those. Check if the payment of overtime hours corresponds to the local regulations or collective bargaining agreements. Determine if all workers receive at least the required hourly overtime rate and premium. If not, adjust payments.

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2.2.4. B.4 COMPENSATION (continued) Requirements Expectations Payment The farm shall pay the workers on a regular basis. The wage must be in accordance with the respective payslips and paid in monetary value.

Implementation All workers must be paid on a regular basis according to their contracts or the national labour regulations. The wages must be paid in monetary value (for example cash, cheque or bank transfer). All deductions must be clearly stated on the payslips and must be legal and fair. Ensure that the actual payments to the workers cover the exact amount as stated on the payslips.

Documentation Document the payment periods.

Document the type of payment.

Document the deductions on the payslips and document the calculation method for these deductions.

Paid leave and benefits

The farm shall provide all workers with paid leave and benefits according to the national labour regulations.

Screen all national labour regulations with regard to paid leave and benefits and check if the farm complies with those (for example maternity leave and benefits, sick leave and (religious) holidays). Check if the farm provides any additional social benefits to the workers (meals, trainings, school programmes, etc.)

Document the applicable labour regulations about paid leave and benefits (incl. maternity leave and benefits, sick leave and (religious) holidays). Note the additional social benefits and document a list of workers enjoying these benefits. Document a list of official holidays on the farm.

Information

The farm shall inform all workers about the national labour regulations and international standards with regard to compensation.

Inform the workers about their rights with regard to compensation in: 1) Working contracts 2) Information meetings

Document the provisions of the contract and make sure that the workers have understood those. Document the topics of the information meeting and a list of participants.
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2.2.5. B.5 CHILD LABOUR / YOUNG WORKERS Requirements Expectations Child Labour The farm shall not employ any children under the age of 15. If the legal minimum age for work is higher than 15 years, the higher age applies. If the legal age for mandatory schooling is higher than 15 years, the higher age applies. In some developing countries, the minimum age for employment may be 14 according to ILO Convention 138. In the case of small or family farms, children in the family or community are allowed to help on the farm and perform light work. Education

Implementation Screen all national labour regulations with regard to child labour and check if the farm complies with those. Employ only workers who are at least at or above the applicable minimum age.

Documentation Document the applicable regulations by name, article and source.

Keep records of proof of age for all workers, Document the proof of age for all including temporary or seasonal workers (see workers. B.2 Documentation).

Ensure that children helping on the farm perform only light work, that they go to school during school hours and that their tasks are not harmful for their health, safety or development. Document the applicable regulations by name, article and source. Document the regular school hours, the school programme and annual holiday plans.

Children and young workers are not Screen all national labour regulations with allowed to work during school hours regard to mandatory schooling and check if the farm complies with those. if they are subject to mandatory schooling. Determine if all children and young workers on the farm who should legally attend school The combined hours of daily are doing so during regular school hours. transport, school and work time may not take more than 10 hours Determine if the combined hours of each day for children and young transport, school and work time are not more workers attending school. than 10 hours per day. The farm shall ensure that all children living on the farm have access to primary education. Help all children living on the farm to go to school, for example by providing transport to regional schools or by providing a school on the farm.

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2.2.5. B.5 CHILD LABOUR / YOUNG WORKERS (continued) Requirements Expectations Young Workers The farm shall ensure that the work performed by young workers (younger than 18 years) is not hazardous, unsafe, unhealthy, exploitative or socially harmful.

Implementation Screen all national labour regulations with regard to young workers and check if the farm complies with those. Determine if young workers are working on the farm, the type of work they do and their education and training. Ensure that young workers are not exposed to risky and hazardous working situations and offer the appropriate protection against unsafe and unhealthy conditions.

Documentation Document the applicable regulations by name, article and source.

Document this data.

Document any special trainings or measures taken to protect children and young workers. Document this data.

Apprentices

The farm must ensure that it follows the national labour regulations for apprenticeship.

Determine if apprentices are working on the farm, what type of work they do and the education or training they are currently involved in.

Determine if it is assured that all national Document the school programme and labour regulations with regard to annual plan for school holidays. apprenticeship are followed, including an educational programme, theoretical lessons, working hours, wages, health and safety, etc. Remediation If there is child labour on the farm, the farm has to take responsibility for these children. Child workers who have to be dismissed because of age (or their families) shall receive support to enable the children to attend school until they are no longer a child. If children have to be dismissed, prepare a remediation plan including school attendance of the children and financial support of the childrens families. Work with that remediation plan. Document the remediation plan.

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2.2.6. B.6 FORCED LABOUR / DISCIPLINARY MEASURES / PRISONER LABOUR Requirements Expectations Implementation Forced Labour The farm shall not make use of forced labour, including bonded labour. Screen all national labour regulations with regard to forced and bonded labour and check if the farm complies with those. Enable workers to leave the farm after work. Make sure that security guards do not put pressure on the workers. Allow workers to terminate their jobs and leave the farm without punishment as long as they respect their contracts or the farm rules. Do not keep original documents of workers (for example ID card or birth certificate) on the farm without clear permission from the workers and do not ask the workers for monetary deposits. Ensure that your workers are not forced to work under threat of penalties, violence or sanctions by others. Disciplinary Measures The farm may not use physical or mental force as disciplinary measures against workers. Ensure that all workers, especially those who are in superior functions or security jobs, are aware that putting physical or mental pressure on the workers is forbidden on the farm. Screen all national labour regulations with regard to prisoner labour and check if the farm complies with those. Determine if prisoners are working on the farm. Document the national labour regulations regarding prisoner labour by name, article and source.

Documentation Document the national labour regulations regarding forced and bonded labour by name, article and source.

Prisoner Labour (if applicable)

The farm must guarantee that prisoners are not exploited or their human dignity violated.

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2.2.7. B.7 FREEDOM OF ASSOCIATION AND COLLECTIVE BARGAINING Requirements Expectations Implementation Freedom of Association and the Right to Collective Bargaining The farm shall recognise and respect the workers rights to freedom of association and collective bargaining without interference. Screen all national labour regulations with regard to freedom of association and collective bargaining. Allow the worker to join, found and take action in free and independent workers organisations (including trade unions) and negotiate collectively. In countries, where some or all aspects of workers rights to freedom of association and collective bargaining are restricted or prohibited by law, farms shall allow workers to find other ways to express their concerns (for example in information meetings or with a complaint mechanism). Enable workers representatives to conduct their operations as long as their activities are in conformity with the national labour regulations and collective agreements. Accept workers representatives and their activities and give them the necessary protection on the farm. Information The farm shall inform all workers about the national labour regulations and international standards with regard to freedom of association and collective bargaining. If meetings are conducted, ask the responsible person to write and record minutes containing: agenda & content name of participants date

Documentation Document the national labour regulations regarding freedom of association and collective bargaining by name, article and source.

Inform the workers about their rights with Document the topics of the regard to freedom of association and information meeting and a list of collective bargaining in information meetings. participants. Inform the workers about the workers organizations present on the farm and the names of the representatives.
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2.2.8. B.8 DISCRIMINATION Requirements Expectations Discrimination The farm shall treat all workers alike, regardless of their personal characteristics.

Implementation

Documentation

Document the applicable national Screen all national labour regulations with regard to discrimination and check if the farm labour regulations. complies with those. Make sure that workers are not discriminated based on personal characteristics like age, caste, disability, ethnic and national origin, gender, membership in workers organisations, political affiliation, race, religion, sexual orientation or social background.

All workers, including temporary and seasonal workers, must have equal access to jobs and training based on their qualifications.

Ensure that you follow the same rules for employment, overtime, compensation, promotion, etc. for all workers. Employ, promote and pay workers based only on their skills and ability to do the job. Questions about pregnancy and contraception are not allowed as a condition to work. Pregnant workers may not be mistreated or fired because they are pregnant.

Threats, abuse or harassment

The farm must make sure that verbal, physical, psychological and sexual threats, abuse or harassment are strictly forbidden.

Set clear rules and sanctions for any form of threat, abuse or harassment and communicate those rules to all workers, including management and security personnel. If there are complaints of threats, abuse or harassment, ensure that these complaints are treated seriously and confidentially.

Document the rules and sanctions.

Keep records of the complaints regarding threats, abuse or harassment.

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2.2.9. B.9 WORKING CONDITIONS Requirements Expectations Working Conditions The farm shall ensure that the overall conditions in the working area or farm facilities are acceptable.

Implementation Screen the national labour regulations with regard to working conditions and check if the farm complies with those. The working conditions must be hygienic and safe in all areas where workers perform their tasks, including fields, orchards, greenhouses and other facilities.

Documentation Document the applicable national labour regulations with regard to working conditions.

Climate Conditions

The farm must consider the climate and other conditions when deciding on working hours and locations to avoid health or safety risks for the workers.

The farm should consider the climate when deciding on working hours and locations, particularly when the climate can have negative effects on the health (and safety) of workers (for example during tropical storms or extreme heath). The effects of religious holidays should also be considered (for example during Ramadan).

Document exceptional working hours during specific climate periods (or religious holidays).

Workplace Conditions

All facilities including office, storage space (refrigerator units), other work sites, rest rooms, first aid rooms and canteen must be kept clean, in accordance with local hygiene standards.

Clean the facilities, offices, rest rooms and canteens regularly. Install containers in an appropriate number. Containers must be suitable for the respective types of waste. Define a time frame for cleaning and waste disposal (e.g. every day at 10 a.m., every two hours during work time, etc.).

Keep records with information on who has cleaned what and when.

Document the defined time frame for cleaning and waste disposal.

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2.2.10. B.10 HEALTH & SOCIAL FACILITIES Requirements Expectations First Aid The farm shall make sure that first aid treatment is always available in case of an accident or emergency.

Implementation Place first aid kits at all work places, including farm facilities and outdoor working areas (for example fields, greenhouses, etc.) and inform workers about their locations. Define a person responsible for maintenance of the first aid kits. Provide first aid training for workers and ensure that there is always a trained worker at the work place.

Documentation

Document who is responsible for the maintenance of the first aid kits. Document the first aid trainings and maintain a list of workers trained in first aid. File necessary documents to prove that the water is drinkable such as the water source or purification procedure.

Drinking Water

The farm must provide workers with drinking water during working hours. Drinking water must be provided free of charge. The farm shall provide the workers with clean food storing and dining facilities.

Provide drinking water freely accessible in all farm facilities and outdoor working areas (for example fields, greenhouses, etc.). Provide separate and clean rooms or canteens where workers can cook, store food and enjoy their meals. Ensure enough space for all workers.

Cooking and Eating Facilities

Sanitary Facilities

The farm shall provide the workers with the following facilities: Hand washing equipment Toilets Washing facilities Changing rooms

Provide enough hand washing equipment, toilets, washing facilities and changing rooms for all workers (incl. seasonal workers in peak season). Clean toilets, washing facilities and changing rooms on a regular basis. Ensure that toilets, washing facilities and changing rooms are lockable or separated for men and women. If you provide transportation for workers, make sure it is appropriate and safe. Keep copies of maintenance documents and drivers licenses. Keep records with information on who has cleaned what and when.

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2.2.11. B.11 OCCUPATIONAL HEALTH & SAFETY Requirements Expectations Risk Assessment The farm shall provide all workers with a safe, healthy and clean working environment.

Implementation Screen the national labour regulations regarding occupational health & safety and check if the farm complies with those. Screen the potential hazards and risks in the working environment. A hazard is anything that can cause harm: Machinery Chemicals Crop protection products Electricity Fire Climate, etc. A risk is the chance, high or low, that someone will be harmed by a hazard. Determine who might be harmed (for example young workers or women). Evaluate whether the existing measures provide enough protection. Include general health risks in the risk assessment, including but not limited to TB, malaria, tropical diseases or HIV/Aids.

Documentation Document the applicable regulations by name, article and source. Record the findings on potential hazards and risk sources. Document the safety measures you have defined in the form of an action plan.

Document specific health risks and if necessary cooperation with medical centres, doctors or nurses. Document training and instruction sessions, including topic, participants, dates of training, name of trainer, etc.

Training

The farm shall train all workers, including temporary or seasonal workers, on how to perform their tasks in a safe and healthy way.

Give new workers clear descriptions and instructions regarding their tasks before they start working on the farm. Train all workers in the use of personal protective equipment. Give all workers basic hygiene training, including hand cleaning, skin cuts, smoking, eating and drinking only in certain areas, etc.

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2.2.11. B.11 OCCUPATIONAL HEALTH & SAFETY (continued) Requirements Expectations

Implementation Train all workers in emergency and accident procedures and fire prevention

Documentation Document a copy of these certificates, the participants and their positions.

Train enough workers in first aid. The training must be conducted by qualified trainers. Participants shall get a certificate after the Document all certificates of course. competence and/or other types of documented training records for the Ensure that the workers who work with workers who work with hazardous chemicals, disinfectants, crop protection substances. products, biocides, waxes or other dangerous materials have certificates and/or training records. Personal Protective Equipment The farm must provide all workers with personal protective equipment appropriate to their tasks. Appropriate protective equipment must be functional and provided free of charge. Evaluate which protective equipment is required in the national labour regulations and appropriate according to the hazards and risks on the farm (for example gloves, masks, protective clothing etc.). Make sure that the workers use the protective equipment according to the instructions of the manufacturer or label. Keep personal protective equipment and clothing clean and in good condition and store it separately from crop protection products. Accident and Emergency Procedures The farm shall implement procedures to minimise the risk of emergencies or accidents. Prepare signs and warnings and post them in the local language or pictographs to remind the workers of potential hazards and what to do in case of emergency. Please refer to Appendix 2 Warning Signs as examples.

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2.2.11. B.11 OCCUPATIONAL HEALTH & SAFETY (continued) Requirements Expectations

Implementation Make sure that the signs are clearly visible and well understood by all workers. Implement emergency and accident procedures that result from the risk assessment. Make sure that visitors are aware of what to do in case of an accident or emergency.

Documentation

Crop Protection Products and Chemicals

The farm must ensure that crop Define the workers who are responsible for protection products and chemicals handling crop protection products and are handled properly and with care. chemicals (including solvents). Train the workers handling crop protection products and chemicals in how to use and handle these products according to the instructions of the manufacturer. Give all workers handling crop protection products and chemicals the opportunity to have voluntary health checks. Limit keys and access to the storage rooms for crop protection products and chemicals to workers who are trained and allowed to handle those products. Keep records of all crop protection products and chemicals received, used and distributed on the farm. Allow quick and easy identification of the content of crop protection products and chemicals containers by labelling them in the language(s) of the workers handling them.

Document the responsible workers.

Document all certificates of competence and / or training sessions.

Document the responsible workers having access and approval to handle crop protection products and chemicals. Document the records of chemical receipt, use and distribution. Document a list of all crop protection products and chemicals used and stored on the farm.

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2.2.11. B.11 OCCUPATIONAL HEALTH & SAFETY (continued) Requirements Expectations

Implementation Ask your suppliers to provide you with sufficient information and appropriate safety measures for the crop protection products and chemicals, including Material Safety Data Sheets (MSDS) or equivalent information. Keep application equipment in good condition. Ensure that workers use the correct procedures when working with crop protection products and chemicals. Provide safe facilities for mixing crop protection products and chemicals. Store crop protection products and chemicals in their original package, and make sure the storage room is lit, fire-resistant, cool, dry, ventilated and separate from other materials. Ensure that empty containers are not reused.

Documentation Have Material Safety Data Sheets (MSDS) or equivalent information available in the operating areas.

Electricity

The farm shall make sure that all electrical installations are safe to use.

Check if all electrical installations (for example fuse boxes) are properly installed, maintained and protected. Post high voltage signs near electrical installations (please refer to Appendix 2 Warning Signs for examples). Allow only workers certified or trained to work with electricity to have access to electrical installations and perform repairs.

Document all maintenance activities and repair works.

Document certificates or training.

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2.2.11. B.11 OCCUPATIONAL HEALTH & SAFETY (continued) Requirements Expectations Machine and Vehicle Safety The farm must ensure that all machines and vehicles are used in a safe way.

Implementation Check if all machines are properly installed and maintained according to instructions of the manufacturer. Check if all vehicles are in good condition and properly maintained. Post warning signs near machinery (please refer to Appendix 2 Warning Signs for examples). Allow only qualified and trained workers to operate machinery and allow only workers with the necessary valid drivers license(s) to operate vehicles.

Documentation Document all maintenance activities and repair works.

Document certificates for operation and drivers licences.

Fire Protection

The farm shall take protective measures to prevent and handle fire.

Evaluate for each different working area what kind of fire fighting equipment is necessary: Fire extinguishers Fire-fighting hoses Sand and hydrants Sprinkler systems etc. Ensure that the fire fighting equipment is functional, placed accessibly and is regularly maintained. Instruct and train workers on the use of fire fighting equipment and the procedures to follow in case of fire. Document training and instruction sessions.

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2.2.12. B.12 DORMITORIES Requirements Expectations Dormitories If workers live in dormitories provided by the farm (on- or off site), the farm must provide an adequate number of housing units of reasonable size. The level of safety and health standards for dormitories must be equal to the level in the work place (please refer to section B.9 to B.11).

Implementation Screen the national labour regulations regarding dormitories and accommodation and check if the farm complies with those. Separate dormitories from production and storage areas. Allow workers to enter and leave the dormitories and farm premises at any time. Ensure that dormitories are clean, safe and adequately lit. Keep the room temperature at an acceptable level. Provide enough individual space for each person. Provide enough toilets and washing facilities. Separate sleeping quarters, toilets and washing facilities between men and women. Provide clean drinking water for the workers living in the dormitories. Make sure there are enough unblocked and clearly marked emergency exits. Provide fire fighting equipment appropriate for the size and room.

Documentation Document the applicable regulations by name, article and source.

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2.2.13. B.13 ENVIRONMENT Requirements Expectations Environment The farm shall minimize potentially harmful effects of its activities to the environment or to the health and safety of workers. The farm must follow national regulations regarding environmental matters.

Implementation Screen national laws and regulations regarding the environment and check if the farm complies with those. Dispose (chemical) waste as set by national regulations referring to the kind of waste. Store (chemical) waste in a way that the environment the workers cannot be harmed. Keep dangerous and hazardous (chemical) waste in suitable closed tanks and containers to avoid leaking and contamination. Ensure that empty containers and vessels that previously contained chemicals or crop protection products are made unusable. Inform workers about the storage places of hazardous chemicals and crop protection products and mark the respective areas accordingly with warning signs (please refer to Appendix 2 - Warning Signs). Ensure that chemicals and crop protection products are not mixed with other waste. Collect oils by an oil separator, and greases by a grease separator. Follow waste water procedures as set by national regulations before discharging it to the environment. Ensure that the emission of gasses is within legal limits.

Documentation Document the applicable regulations by name, article and source. If applicable, document official approvals on waste water, emissions, waste, etc.

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APPENDIX 1 DOCUMENTATION
Documents 1. 2. Copies of official documents on legal status, farm name(s), year of foundation List of valid certificates of social, quality, environmental and management standards, including copies of the certificates List of valid audit reports of social, quality, environmental and management standards, including copies of the audit reports Documentation of information meetings or trainings conducted to inform workers about the BSCI Code of Conduct. Documentation of responsibility for implementation of and checking compliance with the BSCI Code of Conduct on the farm Records from regular communication meetings, their content and participants Records from complaints and solutions Personal records for all workers, including temporary and seasonal workers Documentation of age for all workers (ID card, birth/school certificate, etc.) Working contracts for all workers Working time recording system Payslips for all workers Evidence of salary payment (signed wage lists, bank statements, vouchers, etc.) Evidence of payment to social funds Copies of local regulations or collective bargaining agreements Questionnaire A B.1

3.

B.1

4.

B.1

5.

B.1

6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32.

B.1 B.1 B.2 B.2 B.2 B.2 B.2 B.2 B.2 B.2

Documentation of national labour regulations on working time, overtime and weekly B.3 rest days Copies of local regulations or collective bargaining agreements on working time Records from information meetings and participants B.3 B.3

Documentation of national labour regulations on compensation, paid leave and B.4 benefits Copies of local regulations or collective bargaining agreements on compensation Calculation documents for determining productivity or task rates Documentation of payment periods and the type of payment Calculation documents for determining the deductions of wages List of official holidays B.4 B.4 B.4 B.4 B.4

Records on legal benefits (incl. pregnancy leave and benefits, sickness leave and B.4 holidays) and additional benefits Documentation of provisions of the contracts about compensation Records from information meetings and participants Documentation of national labour regulations on minimum age and young workers Records from special trainings or measures to protect children and young workers Child Labour Record Sheet (if necessary) B.4 B.4 B.5 B.5 B.5

Documentation of school programme and annual plan for school holidays (in case of B.5 apprentices and/or young workers) Documentation of national labour regulations on forced labour, prison labour and B.6 disciplinary measures

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Documents 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. Questionnaire

Documentation of national labour regulations on freedom of association and B.7 collective bargaining Minutes of meetings representatives and records of written agreements with workers' B.7 B.7 B.8

Records from information meetings and participants Documentation of national labour regulations on discrimination

Documentation of rules and sanctions to prevent and stop any form of threats, B.8 abuse or harassment Records on complaints regarding threats, abuse or harassment Documentation of national labour regulations on worker health & safety Records on exceptional working hours during specific periods (climate or holiday) Records on cleaning of facilities and timeframe for cleaning and waste Documentation of national labour regulations on health and social facilities Records on maintenance of first aid kits Records on quality of drinking water Documentation of national labour regulations on worker health and safety B.8 B.9 B.9 B.9 B.10 B.10 B.10 B.11

Documentation of risk analysis and measures with regard to health, safety and B.11 hygiene Documentation of conducted trainings on health and safety, hygiene, personal B.11 protective equipment and first aid with names, positions and dates of training conducted by qualified trainers Documentation of conducted trainings for workers handling and or administering B.11 chemicals, crop protection products, etc. with names, positions and dates of training conducted by qualified trainers Documentation of those workers operating chemicals and crop protection product B.11 (and document who has access to chemical product stores) Records of receipt, use, withdrawal and disposal of chemicals and crop protection B.11 products (including presentation of Material Safety Data Sheets MSDS) Record of the number of accidents including the source of the accidents, the type of B.11 accidents, the dates, the damages and indication of harmed persons Proof that workers working with electrical installation are qualified B.11

48.

49. 50. 51. 52. 53. 54. 55. 56. 57.

Inspection reports and maintenance records for dangerous machines and electrical B.11 equipment Operating and safety instructions for machines, equipment and workplaces Drivers licences for vehicles Documentation of accommodation national labour regulations on dormitories and B.11 B.11 worker B.12 B.13

Documentation of national labour regulations and official approval on environment

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APPENDIX 2 WARNING SIGNS (referring to chapter B.11)

Source of danger (black on yellow)

Danger of slipping (black on yellow)

Danger of falling (black on yellow)

Danger of tripping (black on yellow)

Danger of crushing (black on yellow)

Danger from suspended loads (black on yellow)

Danger from industrial trucks (black on yellow)

Danger of hand injury (black on yellow)

Danger from milling (black on yellow)

Danger from automatic start (black on yellow)

Danger from cold (black on yellow)

Danger from hot surfaces (black on yellow)

Danger from batteries (black on yellow)

Danger from electromagnetic radiation (black on yellow)

Danger from laser radiation (black on yellow)

Danger from radioactivity (black on yellow)

Fig. II.1: Danger warning signs

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Wear hard hat (helmet) (white on blue)

Wear hearing protection (white on blue)

Wear respiratory protection (white on blue)

Wear protective glasses (white on blue)

Wear face protection (white on blue)

Wear protective gloves (white on blue)

Use safety harness (white on blue)

Wear protective shoes (white on blue)

Wear protective clothing (white on blue)

Fig. II.2: Signs giving instructions for wearing protective clothing

Toxic substances (black on yellow)

Substances hazardous to health (black on yellow)

Caustic substances! (black on yellow)

Fig. II.3: Warning signs to mark chemical hazards

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Toxic (black on orange)

Hazardous to health (black on orange)

Caustic Environmentally hazardous (black on orange) (black on orange)

Explosive (black on orange)

Highly flammable (black on orange)

Promotes fires (black on orange)

Fig. II.4: Markings for labelling tanks/containers with chemical substances

Warning of electrical voltage (black on yellow)

Pull out connector before opening the equipment (white on blue)

Disconnect before doing electrical work (white on blue)

Do not touch Electrically live surface (red on white)

Do not extinguish with water (red on white)

Do not switch on. Work in progress on electrical equipment (red on white)

Fig.II.5: Marking of electrical hazard sources

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Fire hazard (black on yellow)

Fire promoting materials (black on yellow)

Explosion hazard (black on yellow)

Fig.II.6: Marking for fire protection

Escape routes (with on green)

Emergency exits (with on green)

Emergency assembly points (with on green)

Fig.II.7: Signs marking escape routes, emergency exits and emergency assembly points

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