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RSES Quarantine Procedures
Because all materials entering RSES under a quarantine permit are subject to stringent regulations, we need to be aware of these requirements before importing materials.
Quarantined materials can only be stored and worked upon within a QAP (Quarantine Approved Premises). Only eight specific laboratories and store rooms within RSES constitute QAP’s. Quarantined material stored and worked on anywhere else within RSES is in contravention of the Quarantine Act. Furthermore, quarantined material can only be worked on by an Accredited Person (who has done an AQIS approved on-line training course) or someone directly under the supervision of an accredited person. Anyone else who is processing quarantined material is in breach of the Quarantine Act.
To ensure we are working within AQIS regulations, and to minimise the laborious record-keeping required by AQIS, it is to our advantage to ensure only materials which specifically need to be quarantined are imported under a quarantine permit.
Determine the status of materials before import. If a material is not necessary to be quarantined ensure it is not imported on a quarantine permit. Then it can be freely processed by anyone anywhere within RSES. For example, only waters, soils and living materials from outside Australia need to be quarantined. Bare rock, mineral separates, drill core probably do not need to be imported under a quarantine permit.
If a material is mistakenly ordered into quarantine because it was unnecessarily imported under a quarantine permit, arrangements can be made locally for AQIS to issue a clearance notice to allow it to be processed without quarantine restrictions.
If a material is imported under a quarantine permit, or if AQIS orders it into quarantine, it may only be stored or processed within a QAP. The whole of RSES is not a QAP. Only 8 specifically approved laboratories or store rooms exist within RSES. These are not available to all RSES persons, because the AQIS regulations place stringent responsibilities on supervisors of QAP’s to account for and control all quarantine material within them.
Quarantined material can only be worked on by specifically accredited persons within RSES or persons directly under their supervision (and then only within QAP’s). Paper or electronic records must be kept of the location and processing of all quarantined material (including derivatives such as milled powders or diluted solutions etc) and be available for the inspection of AQIS inspectors. Accredited persons cannot be expected to control materials which third parties have imported and intend to process outside of QAP’s. For example, soil samples may not be taken to rock crushing area to be milled into powder for analysis in XRF machine except by an accredited person and then only if the crushing area and XRF labs are QAP’s. Furthermore any processing must ensure that other materials are not contaminated with the quarantined material, i.e. quarantined material must be kept separated from other materials.
Be aware that there are treatment processes which render quarantined material suitable for issue of a clearance notice. For example, gamma ray irradiation, heat treatment. Seek AQIS clearance; don’t assume treatment renders material safe. Some processing effectively destroys the material and renders it safe, e.g. HF/HNO3 digestion of rock powders.
Steps
1. Before import determine real quarantine status. If your material is not subject to quarantine, do not import under quarantine permit.
Check with AQIS to establish if the proposed importation requires a Permit to Import Biological Materials.
Our current Permit to Import Quarantine Material number is 200607067 and the commodities covered include Human bones and skeletons clean, Animal bones, Soil samples and related material for in vitro use – going to a quarantine approved premises, Water samples, Sea shells and Coral.
2. If your material is subject to quarantine, then import under quarantine permit, but ensure appropriate description of material and appropriate permit conditions.
If a permit is required then please see Eric Ward who is the Quarantine Officer for RSES. He can give you a copy of the permit and give advice on importation issues. Please read the permit carefully and comply with all permit conditions. This is most important to facilitate the movement or clearance of the consignment. If you are unsure then please check with Eric for advice.
A copy of the permit must accompany the consignment.
If you do not want the consignment opened then arrange for the permit to be placed in an envelope and stuck on the outside of the consignment.
Make sure the final destination on the carrier documentation is Canberra not Sydney as this will cause clearance problems.
If the permit indicates that the consignment requires an inspection address the consignment to
Professor Bloggs (your name)/Eric Ward – Quarantine Officer
Research School of Earth Sciences
Mills Rd (ANU campus)
Acton ACT 0200
It is most important for the consignment to have the end users name so that the carrier can charge you the fees for service. It also identifies the end user so that quarantine and your department can make contact with you.
A quarantine entry will be created and inspection fees will be applied. It is not possible to define the fees, as they are different for each particular service.
If you carry your consignment through one of the international airports of Australia declare it to quarantine and present a copy of the permit to facilitate the process.
The consignment may be ‘Ordered into Quarantine’. This could mean that the consignment is taken from you and sent under bond to the AQIS ACT Regional Office for inspection. Or, if the consignment is assessed as low risk you may be allowed to carry it on a domestic flight to Canberra and notify AQIS when you arrive. Please take note of the instructions on the ‘Order into Quarantine’. It is a legal document and you are required to carry out the written instructions.
All consignments are to be notified to Eric Ward, Quarantine Officer, Research School of Earth Sciences.
AQIS is required to audit all importations randomly. Eric is required to have access to all relevant documentation. These are the quarantine entry, carrier documentation, consignment order documentation and scientific research documentation.
All items of possible quarantine concern received through the post should be referred to Eric Ward for possible referral to AQIS.
3. Ensure a QAP is available to receive the material when it arrives. Ensure an accredited person is available to take control of material when it arrives, and to handle administrative record-keeping.
4. When material arrives, place it within QAP and ensure all processing is confined within QAP and all materials including derivative materials are accounted for.
Records kept for imported goods should include –
- the date the material is received
- the quarantine entry number
- the name of the supplier
- if applicable, import permit number
- a description of the materials
- a batch number
- the proposed research and analysis details
- details of any special treatments
- the date on which the research, analysis or product manufacture was
completed
- the methods of disposal
- the dates of disposal
These records must be retained for two years following receipt of cargo.
