REPORT

Codex Training

Course for Asia and

the Pacific

Denpasar, Bali, Indonesia

13 – 15 November 2008

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ACKNOWLEDGEMENTS The FAO/WHO Project and Fund for Enhanced Participation in Codex would like to express their appreciation to the Government of Indonesia for hosting the training course, and the Governments of New Zealand, Malaysia and Australia who made in-kind contributions by making trainers available and/or technical expertise for the preparation of the training course. Gratitude is also extended to all members of the training team for their strong technical support and keen interest in this training course to strengthen Codex activities: Mr Raj Rajasekar; New Zealand (lead trainer); Ms Mary Kenny, FAO, Ms Annamaria Bruno, Codex Secretariat, Mr Masashi Kusukawa, Codex Secretariat, Mr Ben Manyindo, Codex Vice-chair. Finally, thanks are given to all course participants for their active participation throughout the course. It is hoped that the training will lead to further collaboration within and between the regions and enhanced participation in standard setting activities within the framework of the Codex Alimentarius Commission.

TABLE OF CONTENTS

1. INTRODUCTION .........................................................................................................4

2. OPENING ADDRESS .................................................................................................4

3. OBJECTIVES AND DESCRIPTION OF THE INTER-REGIONAL

TRAINING COURSE............................................................................................................5

4. PARTICIPANT EXPECTATIONS...............................................................................6

5. PRESENTATIONS AND DISCUSSIONS ................................................................6

6. PRACTICAL EXERCISES ........................................................................................ 20

6.1 Preparing National Positions.......................................................................... 20

6.2 Preparing a project document for new work .............................................. 20

6.3. The Mock Session ............................................................................................ 20

6.4. Preparing National Action plans .................................................................. 21

7. COURSE EVALUATION .......................................................................................... 21

8. CONCLUDING SESSION ........................................................................................ 22

9. CLOSING CEREMONY ............................................................................................ 22

ANNEX 1 LIST OF PARTICIPANTS and Training Team ............................................. 23

ANNEX 2 PROGRAMME..................................................................................................... 32

ANNEX 3 USEFUL REFERENCES................................................................................... 35

ANNEX 4 DOCUMENTS FROM MOCK CODEX SESSION ........................................ 36

ANNEX 5 COURSE EVALUATION RESULTS………………………………………… ...... 38

1. INTRODUCTION

The FAO/WHO Codex Training Course for Asia and the Pacific was held in Denpasar, Bali from 13 - 15 November 2008. Support was provided by the FAO/WHO Project and Fund for Enhanced Participation in Codex (Codex Trust Fund). Additional support was provided to the participants by the Codex Trust Fund to allow them to stay on for the 16th Session of the FAO/WHO Coordinating Committee for Asia (Denpasar, Bali, Indonesia, 17-21 November 2008). In-kind support was provided by the Government of New Zealand by making available the lead trainer. The Governments of Malaysia and Australia provided in-kind support through technical assistance in the preparation of the workshop (Australia) or during the workshop (Malaysia). The Government of Indonesia kindly hosted the training course.

The training course was attended by 40 participants from Afghanistan, Bhutan, Cambodia, Cook Islands, DPR Korea, Fiji, India, Indonesia, Lao PDR, Malaysia, Mongolia, Myanmar, Philippines, Papua New Guinea, Republic of Maldives, Samoa, Thailand, Viet Nam.

The training team, resource persons and support staff consisted of:

Mr Raj Rajasekar, New Zealand (lead trainer); Ms Annamaria Bruno, Codex Secretariat; Ms Mary Kenny, FAO; Mr Masashi Kusukawa, Codex Secretariat; Mr Ben Manyindo, Vice-chair, Codex Alimentarius Commission; Mrs Catherine Mulholland, Codex Trust Fund; Mrs Khadija El Rharbi, WHO.

The list of participants, trainers, resource persons and support staff is attached in Annex 1.

2. OPENING ADDRESS

The FAO/WHO Codex Training Course for Asia and the Pacific was officially opened by Dr. Bambang Setiadi, Chairman of the National Standardization Agency of Indonesia. Dr. Setiadi welcomed all participants and shared his pleasure in being able to host the workshop in Bali, Indonesia. He reminded participants of the importance of harmonization of national standards with Codex standards which are the benchmark for food safety measures within the World Trade Organization (WTO) Sanitary and Phytosanitary (SPS) Agreement. He highlighted the recognition by countries in the Asia and Pacific regions of the importance of food safety and of the need to support and contribute to Codex activities. In closing he conveyed thanks to the FAO/WHO Codex Trust Fund organizing the workshop and providing support to participants. Such an event provides an excellent opportunity for networking and enhanced communication among countries.

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Mrs. Catherine Mulholland, Administrator of the FAO/WHO Codex Trust Fund, expressed her thanks to Indonesia as host country for the workshop and for the efforts and preparations to facilitate logistics for a successful event. Participants were welcomed and thanked for taking time to attend the workshop and for their commitment, as well as that of their government, to the work of the Codex Alimentarius Commission.

Mr. Raj Rajasekar, lead trainer from New Zealand, reminded the participants that the training course brought together participants from two important regions in the Codex network – the Asian countries and the Pacific Island Countries. Additional benefit would be gained from the opportunity to attend the 16th Session of the Joint FAO/WHO Coordinating Committee for Asia (CCASIA), from 17-21 November 2008 in Denpasar, Bali, Indonesia. Both of these events provided an important opportunity to increase the links between the two regions and network for more effective participation in Codex.

3. OBJECTIVES AND DESCRIPTION OF THE INTER-REGIONAL TRAINING COURSE

As an introduction to the training course, the objectives were outlined as follows:

• Improve awareness of Codex role, structure and procedures

• Improve understanding of the linkages between Codex and national food control systems and of the application of Codex standards at the national level

• Improve networking among Codex/food regulatory professionals in the Asia/Pacific region

• Improve understanding of the role of the Codex Contact Point (CCP) in ensuring proper communication and strengthening participation in Codex

• Assist members of the region to develop national action plans for strengthening participation in Codex

The training workshop covered six thematic subject areas selected to provide participants with information and a deeper understanding of key issues of relevance to the Codex process and designed to take into account the different levels of Codex development, and hence Codex training needs, of the participating countries from the two regions. The training course used a combination of presentations designed to elicit exchange with participants, and practical exercises designed to give "hands-on" experience with information and theory presented, as well as to increase opportunities for exchange among participants in a small group format.

The final programme is attached in Annex 2.

Workshop materials were based on the FAO/WHO training package “Enhancing participation in Codex activities” which is available

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at http://www.fao.org/ag/agn/food/capacity_codex_en.stm. Background notes describing the different theme sessions of the training course and providing hyperlinks to the training package and a number of other resource and background documents was made available to all participants prior to the training course. A list of these documents with hyperlinks can be found in Annex 3.

All presentations made during the training course were distributed to participants in a CD ROM.

4. PARTICIPANT EXPECTATIONS

The training course began with facilitated small groups aimed at allowing participants to get to know one another and express their expectations of the training course. Report backs from the small groups highlighted the following expectations:

• Improve understanding of linkages between Codex and food control systems.

• Improve networking and information sharing in region.

• Ensure capacity building for stakeholders.

• Improve understanding of the Codex system.

• Improve knowledge of Codex Contact Point roles and functions.

• Strengthen development of national positions and discussion with other countries.

• Understand ways to improve national food standards.

• Enhance effective Codex participation in countries.

• Increase understanding of Codex/WTO linkages.

• Promote better food safety regulations.

• Understand how standards are developed.

• Understand how to prioritise codex meetings.

• Understand how to apply standards at national level. Participant expectations were prominently displayed during the training course and were revisited at the end of the course to assess the extent to which these had been met.

5. PRESENTATIONS AND DISCUSSIONS

Theme 1: Strengthening participation in Codex – Overview of Codex, Codex Trust Fund and FAO/WHO Activities This Session was largely intended to provide participants with an overview of Codex and the important role it plays in the development of international food standards for protecting the health of consumers and ensuring fair practices in the food trade. The presentation emphasized the enhanced status of Codex food safety standards as international benchmarks under the WTO SPS Agreement. The presentation also provided an overview of the

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scope and coverage of the Codex programme and the Commission’s standards development processes. A presentation was made on the Codex Trust Fund outlining the objectives and aims of the Trust Fund, how it functions, how countries can access support from the Trust Fund, as well as the obligations of countries and participants with regard to this support. Outcomes of Trust Fund activities to date were highlighted as well as future directions aimed at improving the support needed by countries and regions to enhancing participation in Codex. The presentation ended with a dialogue with participants aimed at understanding better the issues faced by countries and how the Codex Trust Fund can assist in responding to these. A separate presentation outlined FAO/WHO technical assistance available to member countries to strengthen food control activities, including effective participation in Codex and use of Codex standards as a basis for food control activities. The specific assistance related to Codex includes organization of workshops and training courses, implementation of national and regional projects, a range of training materials, including the FAO/WHO e-learning course on Codex. The importance of identification of specific needs by member countries as a basis for FAO/WHO technical assistance was stressed. Theme 2 - Managing Codex at the National Level

This session included presentations on: (i) Codex information tools; (ii) Codex Contact Point roles and functions; (iii) Managing information, communication and consultation to prepare national positions; (iv) a practical exercise on preparing national positions; and (v) Hosting and Managing Codex Committees.

2.1 Codex information tools

The presentation illustrated the different means by which Codex is disseminating a very large amount of documents and information to Members and Observers, including the Codex website (www.codexalimentarius.net); Codex electronic-lists; printed documents; etc.

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Comments on experience and questions and suggestions

It was noted that CCPs play an important role in receiving and disseminating Codex documents and information to all relevant stakeholders and in ensuring proper communication with the Codex Secretariat. Participants expressed concern as to the amount of documents that was distributed because of the difficulties to effectively handle the large quantity of messages and wonder whether there were means to make more specific e-mailing lists (e.g. by language, by subject). Concern was also expressed because of the late distribution of documents which often did not allow countries adequate time to consult with interested parties’ comments.

2.2 Codex Contact Point roles and functions

Samoa and Thailand presented information on the roles and activities of the Codex Contact Points in their respective countries. Challenges identified to ensure proper communication with all stakeholders, develop national positions and implement Codex standards include: difficulties in engaging stakeholders in Codex work; difficulties in understanding Codex texts; need for translating Codex standards into national languages; lack of familiarity with international standards; low levels of scientific know-how; lack of adequate inputs from stakeholders; resource implications of application of Codex standards by producers.

It was noted that most of the challenges presented were common to many countries at different levels of development and that engagement of stakeholders often required some actions at government level.

2.3 Managing information, communication and consultation to prepare national positions

The presentation highlighted the importance that proper management of documentation, effective communication and consultation with stakeholders (including government agencies, scientific community, industry and consumers) plays in the development of sound and well-established national positions and for the formulation of country comments in Codex. It was stressed that national positions and country comments be technically sound, science-based and consistent with country policy. It was also noted that the submission of written comments provided an opportunity for countries to share and modulate their positions at Codex meetings.

Comments on experience and questions and suggestions

Participants highlighted the need for countries to prioritise Codex matters on which to work; and the difficulties to engage industries and other stakeholders in the Codex process. Challenges for CCPs to work more efficiently and for a more effective participation in Codex process included: lack of adequate resources (human and financial; limited participation of industry; conflicts with other commitments and; need for high level political commitment.

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2.4 -2.5 Practical exercise “Developing National position”

Participants were divided into six working groups representing four fictitious country groups and two observer groups. The six groups were asked to:

• prepare a position on a proposal for new work to develop a standard (to be used for the mock Codex session); and

• provide feedback on the process and difficulties in preparing the position (what went well and wrong and why), for reporting in plenary.

Lessons learnt

What went well :

• High levels of participation, enthusiasm and involvement lead to a good discussion;

• Discussion was helped by a good preparation and knowledge of the subject;

• Knowledge and experience of the Codex process and format for the formulation of positions were also helpful.

Difficulties :

• Need for technical expertise to substantiate positions;

• Difficulties to reconcile divergent views;

• Lack of experience in developing and formulating national positions.

Challenges :

• Getting all interested parties in the process;

• Identification of stakeholders and structure of the consultative process; Facilitation of the discussion;

• Getting consensus (bringing together different positions) depends on the subject and the interest of parties involved;

• Need for improving the understanding of the process of consultation and procedures.

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2.6 Hosting and Managing Codex Committees

Malaysia presented its experience in hosting and co-hosting Codex meetings. The presentation highlighted the challenges for hosting Codex meetings, including approval by Cabinet, finalisation of the memorandum of understanding, coordination between host country and Codex secretariats. The presentation also highlighted the importance of ensuring a competent technical secretariat when hosting a technical committee (e.g. Codex Committee on Fats and Oils - CCFO). The opportunities derived from hosting a Committee included: contacts with many participants (from within and outside the region); exposure of nationals to international meetings; ability to interact and network with international experts and officials; heightened visibility of Codex activities in the country as well as increased visibility for the country within the Codex Alimentarius Commission.

The presentation showed that the experience of Malaysia had many aspects in common with experiences of other countries.

Comments on experience and questions and suggestions

The participants noted that, due to the growing interest among developing countries in hosting and co-hosting Codex meetings, there was an increasing trend in the number of Codex committee meetings held in developing countries. It was further stressed that there is a need for clear definition of roles and responsibilities of the secretariats that would allow for better planning of preparatory activities including logistical and administrative planning.

Theme 3: Codex, Science and Risk Analysis This session included presentations on: (i) Science and risk analysis in Codex work; (ii) FAO/WHO scientific advice and Codex. 3.1 Science and risk analysis in Codex work This presentation examined how risk analysis is integrated into Codex work as well as the challenges this poses to Codex work. The presentation highlighted that risk analysis provides the necessary framework for an integrated approach to food safety involving all relevant parties to ensure that risks are prevented. The importance of scientific principles and risk assessment are enshrined in the Sanitary and Phytosanitary (SPS) agreement of the WTO which recognizes the important role played by the relevant international standards bodies such as Codex, the World Organization for Animal Health (OIE) and the International Plant Protection Convention (IPPC) in the development of risk assessment guidance for application at international and national levels. Participants were informed that risk analysis is composed of: 1) risk assessment that develops an estimate of the risks to human health and safety. This function is carried out by the Joint FAO/WHO Expert Committee on Food Additives (JECFA), Joint FAO/WHO Meetings on

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Pesticide Residues (JMPR), Joint FAO/WHO Meetings on Microbiological Risk Assessment (JEMRA) and other ad hoc Expert Consultations. 2) Risk management that identifies, selects and implements measures to control risks. This function is carried out by the Codex Alimentarius Commission. 3) Risk communication that communicates with stakeholders about the risks and measures applied. This function is carried out by national governments. The working principles for risk analysis (2003) were outlined as they appear in the Codex Procedural Manual. The importance of ensuring the separation of bodies that carry out risk assessment and risk management was highlighted, but it is also essential that the two liaise effectively. Among the challenges that risk analysis poses to Codex work are the following:

• Priority setting at Codex committee level;

• Funding of FAO/WHO Expert bodies;

• Data generation in developing countries;

• Training of experts in developing countries;

• Divergent risk assessment policies (e.g. qualitative versus quantitative);

• Divergent risk management approaches (e.g. use of precaution). The presentation also drew attention to the risk analysis principles that Codex has developed for guidance of member governments. 3.2 FAO/WHO scientific advice and Codex This presentation looked at: the current system; the importance of science in Codex; efforts to improve the system and; challenges/issues requiring attention. FAO/WHO scientific advice was defined as "the conclusion of a skilled evaluation taking account of the scientific advice including uncertainties …based on the analysis of the available scientific knowledge and judgement. Such advice should include recognition of any uncertainty." The scope of the programme covers: response to a question on scientific advice; scientific information on a topic and; full quantitative risk assessments. Most of this scientific work is driven by requests from countries through Codex and is managed through an FAO/WHO consultative process. FAO/WHO must ensure the integrity and reliability of scientific advice. Participants were informed that the FAO/WHO programme maintained the core principles for scientific advice viz: soundness; responsibility; objectivity; fairness; transparency; inclusiveness. Some of the challenges that are posed to the FAO/WHO programme include:

• Increasing number of requests from Codex;

• Lack of representative data;

• Finding/using experts from developing countries;

• Transparency and reliability;

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• Resources;

• Means to build on existing networks and partnerships.

The presentations were followed by small group discussions on "Science - Priorities and challenges at national level". Small group work was guided by the following four questions: 1. What is the current status and national scientific capabilities/strengths

in the food safety area. 2. What is the national capacity to contribute to international scientific

advice activities? 3. What are the problems and challenges faced in strengthening national

scientific activities (including contributing to the FAO/WHO scientific work)?

4. What are the food safety priorities requiring scientific work/data collection in your country/region?

In their report back on questions 1 and 2, the small groups indicated that the capacity to provide scientific expertise varies widely between countries with only a few countries able to contribute scientific data and advice. Many countries rely on Codex for data. In some countries data is available but it does not meet the standard required for use in international standard setting. With regard to question 3, the small groups highlighted that there is a lack of human and financial resources and facilities. Countries also suffer from institutional weakness and lack of coordination. In response to question 4 countries highlighted a number of food safety priorities requiring scientific work/data collection including: melamine, GMO, 3-MCPD, aflatoxins, pesticide residues, microbiological hazards, residues of veterinary drugs in aquaculture, chemicals and metal contaminants in foods and, total diet studies. In summarizing, members of the training team drew out the following points:

• The possibility for considering what can be achieved using a regional perspective and approach (e.g. data that can be extrapolated; use of regional laboratory facilities to fill national gaps).

• Consideration of whether the work being carried out in Codex can be used as the basis for national use through adaptation.

• The importance of Codex Contact Points in providing the bridge between national data and expertise and the Codex Secretariat.

• The importance of liaising/communicating with FAO and WHO to understand better what data is available in countries, what the barriers are to sharing it, where the pockets of expertise are that can be built on, what FAO/WHO need to be doing to assist countries better in this area.

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Theme 4: Developing national/regional strategies for Codex This session commenced with three presentations as follows: (i) Prioritizing Committees at the national level; (ii) Development of a Regional Strategy; (iii) Preparing New Work proposals- Criteria and format. The presentations were followed by small group work aimed at allowing participants to gain experience in the use of the guidelines for the consideration of new work proposals used by the Executive Committee of the Codex Alimentarius Commission to assess a proposal for new work. 4.1 Prioritizing Committees at the National Level This interactive presentation aimed at providing participants with an understanding of the importance of prioritizing participation in Codex work. It also presented and allowed participants to use a proposed framework for prioritization to assist countries in focussing their limited resources on those areas of Codex that were of greatest benefit to them from health protection and trade perspectives. Questions to guide a country in prioritizing Codex committees were outlined and a fictitious country example was given to illustrate the process. Participants were also encouraged to explore regional strategies for covering different committees of common interest. Countries exchanged on the different approaches and methods they used to prioritize, and on the results obtained.

4.2 Development of a regional strategy Both regions represented at the training course are working on, or have just adopted a regional strategic plan. Indonesia presented their experience with the development of a regional strategy. They highlighted the opportunities that a regional strategic plan present for the region including: enhancing the participation of members of the Asian region; stimulating the application of Codex standards; enhancing the involvement of developing countries in the region in Codex; promoting Asian products. The objectives, goals and actions of the proposed draft strategic plan for the Asian region to be discussed at the 16th Session of CCASIA were presented. Challenges were also presented and these included: improving participation in submitting comments and responding to new issues; enhancing effectiveness of communication; enhancing usage of CCASIA website for communication. In the absence of a representative from Tonga, the country serving as regional coordinator of the North America and South-West Pacific region (CCNASWP), Mr Raj Rajasekar made some comments on the strategic plan recently adopted for that region. The strategic plan aims at promoting coordination and providing leverage for learning and support in Codex areas. He highlighted the role of the regional coordinator as a driver for the regional plan and the important role the coordinator plays in monitoring and implementation of the plan. The CCNASWP strategic plan has just been revised to take into account such developments as the Codex Alimentarius Commission Strategic Plan for 2008-2013 , the support provided by the

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Codex Trust Fund, the enlarged membership of Codex, and new areas of work. Mr Rajasekar outlined the objectives and activities contained in the regional strategic plan, as well as critical areas for action which include: the central role of the CCP in managing Codex and the need to strengthen CCPs; prioritization of Codex work and participation; preparation for Codex meetings including sharing knowledge and positions between countries prior to meetings; post meeting follow up action. The two presentations were followed by an open discussion. Countries consulted in country teams or, where there was only one representative from a country, in inter-country consultations to explore responses to the following questions: 1. What are the current impediments to effective participation in Codex? 2. How can the region collaborate to improve participation in Codex? 3. What actions need to be taken at national/regional level to enhance Asia/Pacific Island Country participation in Codex? In reporting back, countries highlighted the following:

• Human resources were identified as an impediment in many countries. Securing the right expert for the right meeting can also be difficult given the competing demands on the time of the experts.

• Securing the participation of relevant stakeholders. Many participants noted the difficulties in engaging stakeholders in the Codex process at the national level;

• Difficulty in having a pool of experts from which to draw, as well as the link to their work.

• Difficulty in keeping interest in Codex activities after the meeting. In the discussion the training team highlighted different ways to stimulate interest in the Codex process among stakeholders including using summaries, sending out comments, and providing clear statements of the proposed position to be taken. 4.3 Preparing New Work Proposals - Criteria and Format The final presentation under Theme 4 presented the criteria and format for the preparation of new work proposals. The Codex Secretariat provided a brief review of the process for the approval of new work and introduced the nine elements to be included in the project document, which was intended to provide comprehensive information for the critical review by the Executive Committee. It was also noted that the Executive Committee had recently developed “Guidelines on the application of the Criteria for the Establishment of Work Priorities applicable to commodities”, which committees are encouraged to refer to when they prepare project documents. All of the criteria and guidelines can be found in the presentation on this session on the CD ROM, as well as in the Codex Procedural Manual.

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Theme 5: Effective participation in Codex Meetings The main focus of this theme was a "Mock session" which was run along the lines of a typical Codex meeting. The practical exercise was intended to provide participants with practical experience in participating in Committee discussions and help improve understanding of how Codex Committees operate and advance work. The organization and conduct of the mock session can be found under Section 6 - Practical Exercises, 6.3 Mock session below. Following the mock session, participants and the training team engaged in a debriefing exercise aimed at obtaining participant reactions to the mock session, additional questions and issues requiring further information and guidance and key learning points. Participants had the following feedback on the session and recommendations for improvement:

• Design of the session was good and it was conducted with seriousness and professionalism by all participants.

• It responds to the needs and expectations of participants and provided an excellent learning opportunity that is of direct relevance for enhancing participation in Codex meetings.

• Using national positions developed in an earlier practical session for the mock session was a good approach and would be particularly beneficial in assisting countries to develop national positions and present them at Codex meetings.

• In the interests of clarity and clear understanding by all, it is important to prepare interventions beforehand, preferably in written format, and to speak clearly, loudly and slowly into the microphone.

• It would be beneficial to give more information on the mock session, process, preparation etc. earlier on in the training.

• It was interesting to enhance learning by playing the role of other parties (e.g. observers, Chair etc.).

• The session helped participants gain an understanding of Codex procedures, the discipline necessary in delegations and how to move forward by consensus decision-making.

• Where there is a mix of participants who have attended Codex meetings and those who have not, it might be beneficial to ensure that this different experience is reflected in fictitious teams so that those with more experience can help those with less.

In order to enhance the learning from the mock session, the training team made the following additional comments:

• The Chair often paraphrases interventions from the floor in order to ensure clarity and understanding. If this does not capture the substance of what was said, the Chair needs to be informed. In this regard, it is helpful to write down your comments in case the Chair asks you to repeat.

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• The mock session considered only one substantial agenda item. However, real Codex meetings have many. It is, therefore, important to be organized, have all the documentation to hand and be clear on national positions and statements.

• In a consensus approach to decision-making, there has to be a willingness to listen to each other and be flexible. Behind the scenes negotiations may change what is happening. You have to be prepared for this and know what you can and can't do or have a back up plan to check with national authorities in capital if necessary.

• Reports of Codex meetings are concise and reflect the discussions in the briefest manner with emphasis on conclusions and decisions taken. It is absolutely vital that all delegations come back for the adoption of the report to ensure that the report is an accurate reflection of the deliberations and outcomes of the session.

• The role of the Codex Secretariat is to draw attention of the Committee to procedural aspects. Wherever possible FAO and/or WHO try to have a representative at committees where, for example, there is a science component. It is important to know what kinds of issues should be addressed to the Codex Secretariat, and which to FAO and WHO. In exceptional circumstances the Codex Secretariat is requested by one of the parent organizations to present the view of FAO/WHO but they try not to do this in order to preserve neutrality.

• National positions and written comments are two different things. In order to simplify for the mock session, national positions were included in the document circulated. However, in practice a delegation can have a national position on every agenda item. In contrast, written comments are only asked for on some agenda items.

• It is important to have in mind what the Terms of Reference (TORs) are of each Codex committee. This allows delegates to decide appropriately whether something proposed for consideration by a particular committee is within their purview.

Theme 6 – Blueprint for action at the national level

This session included presentations on: (i) Linkages between Codex and Food Regulation (ii) Strengthening Codex at National Level – Preparing a national action plan.

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6.1 Linkages between Codex and Food Regulation

The presentation illustrated how Codex helps address food regulatory issues at the national level, described the various components of food regulation and considered the way forward. Codex standards are essential building blocks for national food regulations providing guidance across most areas of food regulation (covering health protection and trade). Codex standards are international benchmarks under the World Trade Organization Sanitary and Phytosanitary (SPS) and Technical Barriers to Trade (TBT) Agreements and members have a strong incentive to harmonize with these to the maximum extent possible. The fundamental role of the regulator is to protect the consumer and this requires a sound regulatory framework. The presentation described the roles and functions of food authorities. In conclusion and looking forward, the presentation emphasised the need for countries to focus on the following priority areas for action;

• Securing high level commitment to food safety and strengthening national food control systems and capabilities;

• Commitment to harmonization and adoption of Codex standards;

• Strengthening national consultation and communication on food safety matters as a way of promoting stakeholder interest and involvement.

6.2 Strengthening Codex at the National Level – Preparing a National Action Plan

If there is a broad recognition of the links and benefits of participation in Codex to benefit food regulations, and an effective “national Codex programme” is needed to facilitate work on Codex. Guidance on the reasons for, and how to develop a national action plan were described. This included suggested steps to be taken in preparing a systematic action plan to support effective participation in Codex. Components may include: strengthening the national CCP; improving consultation and communication mechanisms at national level; reviewing training and capacity-building needs. Training needed for Codex staff and external stakeholders was acknowledged.

6.3 -6.4 Practical exercise “Developing a National Action Plan”

• A key objective of the practical exercise was to help participants apply the knowledge gained from the workshop to their national situations and help them identify some priority areas for action at the national level. Participants worked in their country groups for this exercise. Each country was asked to identify two priority areas for action (one short term and one longer term) which they propose to follow up on once they return to their countries. A template with examples of the types of activities, responsibilities, time frames and outputs was given in the presentation (see below) and a blank template was distributed to facilitate the practical session.

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National Action Plan Template

Activity By whom Time frame

Output / measurable objectives

Status

Establish National Codex Committee

Codex Contact Point in consultation with relevant departments

June 2009 NCC established

Identify priority Committees

Codex Contact Point in consultation with National Codex Committee

September 2009

List of Priority committees established

Develop National Codex Consultation Plan

Codex Contact Point or appropriate national official

December 2009

Consultation plan established and used to manage Codex consultation process

Feedback The main areas highlighted for action are summarised as follows:

• Start preparations to develop a National Codex Committee.

• Where a National Codex Committee (NCC) already exists, a number of countries recognised the need to review membership and take action to re-activate the NCC.

• Identify priorities for inclusion in a national action plan on Codex.

• Provide training to food handlers on food safety issues.

• Increase public awareness on food safety issues.

• Increase harmonization of national standards to Codex standards.

• Work to ensure the stability of the NCC against changes in the political system as well as ensuring sufficient funds.

• Continue ongoing efforts to strengthen food legislation and legal frameworks using Codex as appropriate.

• Try to access more training on development of national positions from parent bodies.

• Establish national risk assessment function as separate to risk

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management in line with risk analysis framework.

• Develop training materials and provide more training on Codex.

• Strengthen national sub-committees to mirror the Codex committee structure.

• Strengthen policy frameworks.

• Raise awareness and understanding among relevant stakeholders at national level.

• Strengthen the national food control system, and provide workshops on food administration and Good Manufacturing Processes (GMPs).

• Conduct risk assessment on microbiological hazards and food contaminants, and generate data in these fields as a basis for national standards and documents for national positions.

• Report on this training to the CCP to review effectiveness.

• Develop a national action plan.

• Strengthen the capacity of members of the NCC.

• Conduct training and workshops on awareness raising.

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6. PRACTICAL EXERCISES

A series of practical exercises were undertaken organized in a sequence to prepare for the mock session held on Day 2.

6.1 Preparing National Positions

For the purposes of this exercise, participants were grouped as fictitious countries or observers (international organizations) and asked to develop national positions. The topic selected was whether or not new work should commence in Codex on a Standard for Fish Sauce. The project document used as a basis is attached in Annex 4. Countries were guided as to whether they should support the proposal, oppose it or be undecided. The training team provided active guidance on what is involved in the development of national positions and the considerations that needed to be taken into account.

The positions prepared during this exercise were later discussed and presented during the mock Codex session.

6.2 Preparing a project document for new work

For the purpose of this exercise, participants were re-grouped as for the previous exercise. The task was to review the project document on fish sauce (as attached in Annex 4) and in particular assess its completeness against the Criteria for the establishment of work priorities. Where the document was found to be weak in responding to the criteria, participants were asked to prepare suitable text to improve the project document.

The training team provided active guidance on: main information and data that should be considered when preparing project documents for new work; the ways these information and data should be considered for the assessment against the criteria for the establishment of work priorities and; the importance of preparing proposals that are in line with the Codex strategic objectives.

6.3. The Mock Session

The practical exercise was organized and run as follows: For the purposes of the practical exercise a mock session of the Codex Committee on fish and fishery products was held to discuss the proposal for new work on the development of a standard for fish sauce. Participants were grouped in their fictitious countries as for the two previous exercises and asked to interact and present their position on the proposal for new work. The mock session was set up to simulate a real Codex meeting, with a top

21

table with Chair and Vice-chair, Codex Secretariat, and host country secretariat. A number of supporting documents were distributed including an agenda, a matters referred paper and some Conference Room Documents (CRDs) containing countries' written comments on the agenda item under discussion – proposal for new work on the development of a standard for fish sauce. The draft agenda for the mock session is attached in Annex 4. On the basis of the discussion, the mock session decided that further work was needed to develop the case of initiating new work on the development of a standard for fish sauce.

6.4. Preparing National Action plans

The practical exercise was guided by the presentations covered under 6.1 and 6.2. Participants were provided with a template for identifying actions that they consider were important to strengthening Codex in their respective countries. Participants were asked to identify two actions- one that could be achieved in the short term (within a year) and one that was longer term. For the purposes of this exercise countries worked as national delegations. Countries had the opportunity to discuss their respective ideas with colleagues from other countries as a way of helping each other and formulating ideas for action.

7. COURSE EVALUATION

38 out of 40 course participants completed a course evaluation form. 37 of these evaluation forms were properly completed. One was rejected as only the first question was answered. The outcome of the evaluation, as well as the discussion that took place in the closing session that revisited participants' expectations indicates that the stated objectives for the course were fully met. The model for the course evaluation form and a breakdown of results of the evaluation can be found in Annex 5.

22

8. CONCLUDING SESSION

Based on the training workshop, some general conclusions are:

• National positions - Developing national positions on Codex work is important and assistance such as that provided by the training course is valuable in helping prepare these positions.

• Linking to national regulations and standard setting national food standards – countries requested more guidance on harmonizing and making best use of Codex standards as a basis for food control measures

• Usefulness of bringing the two regions together – this had provided a very useful opportunity for exchange of information and communication within and between Codex regions.

• Organization of the training course prior to CCASIA – this had facilitated networking during the CCASIA session as delegates had got to know each other.

• Differences in Codex development in countries – there is still a wide range of knowledge and capacity in the regions with some countries very weak and still establishing food control systems and regulatory bases, while other countries are very effectively participating in Codex.

• Regional initiatives - these are important in enabling the sharing of information and expertise between delegates.

9. CLOSING CEREMONY

Mr. Suprato, Head of Center for Standard Application System, National Standardisation Agency of Indonesia said that it had been a great honour for Indonesia to host this training in Bali for the Asia and Pacific countries. He called attention to the importance of strengthening national and regional positions to support effective participation in Codex. He highlighted that national standards and harmonization with Codex should eliminate unnecessary barriers to trade. He thanked the attendees for their very active participation and the training team for the organization of the training course and the support provided to participants. It was hoped that the event would facilitate networking both within and between the two regions. Mr Suprapto closed the training course by saying that he looked forward to enhanced collaboration in the future and wished everyone a very successful 16th session of the FAO/WHO Coordinating Committee for Asia.

23

ANNEX 1

LIST OF PARTICIPANTS and Training Team

CODEX TRAINING COURSE FOR ASIA AND THE PACIFIC

DENPASAR, BALI, INDONESIA 13 - 15 NOVEMBER 2008

INNA GRAND BALI BEACH HOTEL

COUNTRY NAMES/POSITION/ CONTACT DETAILS

Afghanistan

Mr SAFI Saduddin General Director Food Security Ministry of Agriculture Kabul Tel: +93 799 240 012 E-mail: saduddinsafi@yahoo.com saduddinsafi@gmail.com

Afghanistan

Mr FURMULY Hamid Director Drug & food Quality Control Department Ministry of Public Health Kabul Tel: +93 799 332 956 E-mail: furmuly_h_s@yahoo.com

Bhutan Mr DORJI Jambay Planning/Food Safety Officer BAFRA MoA, Thimphu Tel: +9750-2-327031 Fax: +9750-2-327032 Email: jamsdor77@yahoo.com

Bhutan Mr DORJI Nim Food Inspector BAFRA, MoA Thimpho Tel: +975 17659340/77229340 Fax: +975 05 251718 / 252230 E-mail: nim_dorji@yahoo.com

Cambodia Mr DIM Theng Director, Laboratory Department CAMCONTROL Directorate-General Ministry of Commerce # 50, St. 144, Somgkat Olympic Khan Chamkamorn, Phnom Penh Tel: +855-12526660 Fax: +855 23426166 Email: dimtheng@gmail.com

Cambodia Mr KHLAUK Chuon Deputy Director General CAMCONTROL Directorate General Ministry of Commerce (Chief of the NCC Secretariat & Codex

24

COUNTRY NAMES/POSITION/ CONTACT DETAILS

Contact Point) # 044, St. 608, Samakat Boenng Kak II Khan Tual Kork, Phnom Penh Tel: +855-12908080 Fax: +855-23-426166 E-mail: camcontrol@camnet.com.kh

Cook Islands

Mr NGATOKO Ngatoko Ta Quarantine Adviser National Codex Contact Point Ministry of Agriculture Government of the Cook Islands Ranotonga Tel: +682 28711 Fax: +682 21811 E-mail: nngatoko@agriculture.gov.ck

Cook Islands

Mr TARIPO William Chief, Health Protection Officer Ministry of Health PO Box 109 Ranotonga Tel: +682 29110 Fax: +682 29100 E-mail: w.taripo@health.gov.ck

DPR Korea

Prof. Dr. KIM Myong Guk Chairman National Codex Coordinating Committee Vice President Academy of Health & Food Science Ryongbuk-dong , Taesong District Pyongyang Tel: +850 2 18111 8011 Fax: +850 2 381 4605 E-mail: ksctc151@co.chesin.com

DPR Korea

Mr KIM Song Guk Senior Scientific Officer Academy of Health and Food Science Ryongbuk-dong , Taesong District Pyongyang Tel:+850-2-18111 8011 Fax: +850-2-381 4605 E-mail: ksctc151@co.chesin.com

Fiji

Mr TAMAMI Ratu Jope Head of the Food Unit Ministry of Health Suva Tel: +679 3221 443 +679 3306177 Ext 2443 Fax: +679 3221434 E-mail: joertamani@yahoo.com

25

COUNTRY NAMES/POSITION/ CONTACT DETAILS

India

Mr PRASAD Amit Mohan Director Ministry of Health & Family Welfare, MoHFW 201-D, Nirman Bhavan Maulana Azad Road New Delhi 110011 Tel: +91-11-23062288 Fax: +91 11 23062288 Email: am.prasad@nic.in

Indonesia Ms. ARINI Widyastuti Head of Subdivision of Voluntary Standard Application System National Standardization Agency of Indonesia Tel. + 62 21 5747043 Fax. +62 21 5747045 E-mail: arini@bsn.or.id or Arini_widyastuti@yahoo.com

Indonesia Ms KUS YUNIATI Noviana Staff of Quality Control Export Commodity Division Directorate of Supervision and Quality Control Ministry of Trade Raya Bogor Street Km 26 Ciracas, East Jakarta Tel. +62 21 8710323 Fax. +62 21 8710478 E-mail: juniati_ana@yahoo.com

Indonesia Ms PRATIWIMINGSIH Theresia Istihastuti Head of Section of Quality Standard Analysis Ministry of Marine Affairs & Fisheries Directorate of Standardization and Accreditation Tel.+ 62 81 3175 22554 / +62 21 3500149 Fax + 62 21 3500149 E-mail: isti_theresia@yahoo.com

Indonesia Mr NUGROHO Berlianto Staff of Standardization and Technology Division Directorate General of Agro and Chemical Industry Ministry of Industry Jl Gatot Subroto Kav 52-53 Jakarta Selatan Tel + 62 21 525 2709 Fax + 62 21 525 2709 E-mail: berlianto@depperin.go.id

Indonesia Ms PERANA Ati Widya National Agency for Drug and Food Control Jl Percetakan Negara 23 Jakarta Tel. + 62 21 420 75504 Fax. + 62 21 428 75780 E-mail: athee77@yahoo.com

Indonesia Mr HARJANTO Singgih Secretariat of the Codex Contact Point

26

COUNTRY NAMES/POSITION/ CONTACT DETAILS

Manggala Wanabhakti Blok IV Lt 4 Jend Gatut Subroto, Senayan 10270 Jakarta Tel: +62 21 5747043 Fax: +62 21 5747045 Email: singgih@bsn.or.id

Indonesia Ms. MIA MARIANI Agustina Staff of Cooperation and Harmonization Sub-Directorate Directorate of Quality and standardization Ministry of Agriculture The Headquarter of Ministry of Agriculture, D Building, 3rd Floor Jl Harsono RM No 3 South Jakarta 12550 Tel. +62 21 7815881 Fax. + 62 21 781 1468 Email: miaw_cumeee@yahoo.com Codex_pertanian@yahoo.com

Indonesia Mrs. PRAWESTI Wiyas Staff of Quality Control Export Commodity Division Directorate General of Foreign Trade Ministry of Trade Raya Bogor Street Km 26 Ciracas Jakarta 13740 Tel + 62 21 8710321 Fax + 62 21 8710478 Email: Wijazz-bleu@yahoo.com

Indonesia Mr. DWIANTORO Yogo Staff of Supervision and Quality Control Raya Bogor Street Km 26 Ciracas East Jakarta Tel + 62 21 8710321 Fax + 62 21 8710476 Email: yogo_1802@yahoo.com

Indonesia Mr SYAIFUL Codex Contact Point of Indonesia 606 Manggala Wanabhakti Blok IV Lt.4 Gatot Subroto Senaya Jakarta 10270 Tel: + 62 21 574 7043 Fax: +62 21 574 7045 Email: syaiful@bsn.or.id

Lao PDR Mrs VANSILALOM Viengxay Deputy Head of Food Control Division Codex contact Point Secretariat Ministry of Health Food and Drug Department Simouang Road, Vientiane 01000 Tel:+856 21 214013-4 Fax: +856 21 214015 E-mail: codexcontactpoint_lao@yahoo.com vsysanhouth@yahoo.com

27

COUNTRY NAMES/POSITION/ CONTACT DETAILS

Lao PDR Mrs LOUANGLATH Khamphoui Director Department of Agriculture Ministry of Agriculture Tel: +856 20 5621849 Fax: +856 21 412350 E-mail: phoui2@hotmail.com

Malaysia Mrs ABDUL TALIB Shamsinar Deputy Director Food Safety & Quality Division Ministry of Health Malaysia Level 3, Block E7 Federal Government Administration Centre 62590 Putrajaya Tel: +603 8883 3508 Fax: +603 8889 3815 Email: shamsinar@moh.gov.my

Mongolia Mrs ENKHTUNGALAG Batsaikhan Head, Nutrition & Food Safety Team, Nutrition Research Centre, PHI Secretariat of National Codex Team Public Health Institute, Peace Avenue-17 Bayanzurkh District Ulaanbaatar 211049 Tel: +976 11 458645 Fax: +976 11 458645 E-mail: dulaanuul@hotmail.com enkhee9965@yahoo.com

Mongolia Mr BYAMBAA.Tsegmed Officer Ministry of Food & Agriculture, Light Industry Government Building # 9, Enkhtaivan Avenue-16A, Ulaanbaatar – 21349 Tel: +976 11 252591 Fax: +976 11 453121 E-mail: tsegmee02@yahoo.com

Myanmar Dr SHWE Sin Hlaing (Mrs) Food Control officer, Microbiologist Food and Drug Administration Department of Health Ministry of Health 35, Min Kyaung Street, Dagon Township Yangon Telephone : + 95 1 245331 Fax : +95 1 250 282 E-mail : dirfda@myanmar.com.mm

28

COUNTRY NAMES/POSITION/ CONTACT DETAILS

Philippines Mr MATUBANG Mark Science Research Specialist II Bureau of Agriculture and Fisheries Product Standards, Department of Agriculture Bureau of Plant Industry Compound Visayas Avenue, Diliman Quezon City 1101 Telephone: +63 2 920 6131 Fax: +63 2 455 2858 E-mail: bafps@yahoo.com or markmatubang@yahoo.com

Philippines Mrs DAVID Almueda C. Bureau of Food and Drugs Department of Health Civic Drive, Fuinvest Corporate City Alabang, Muntinlupa City Food Drug Regulation Officer IV Blk 8 Lot 3, Phase 4 Soldiers Hills 4 Molino, Bacoor, Cavite Tel: +63 2 842 4625 Fax: +63 2 842 4625 E-mail: acdavid24@yahoo.com

Papua New Guinea Mr ZAIRO Benzamin Standards Officer Papua New Guinea National Institute of Standards and Industrial Technology P.O. Box 3042, Boroko, National Capital District Tel: +675 3231852 Fax: +675 3258793 E-mail: benzamin.zairo@nisit.gov.pg

Papua New Guinea Ms. HAUA Janet Senior Food Inspector or Senior Environmental Health Officer for Environmental Monitoring and Pollution Control National Capital District Commission P.O. BOX 7270 Boroko National Capital District, PNG Tel: +675 3233212 Fax: +675 3251182

Republic of Maldives

Mr ADAM Manik Director Ministry of Fisheries, Agriculture Ghazee Building, Ground Floor Ameer Ahmed Magu, Male 20-05 Telephone: +960 332 4730 Fax: +960 332 6558 E-mail: adam.manik@fishagri.gov.mv

Republic of Maldives

Mr HUSSAIN Solih Director, Standardization Maldives Standards and Metrology Unit Ministry of Economic Development and Trade Ghaazee Building Ameery Ahmed Magu, Male

29

COUNTRY NAMES/POSITION/ CONTACT DETAILS

Tel: +960 777 1541 Fax: +960 332 2566 E-mail: solih.hussain@trade.gov.mv

Republic of Maldives

Mrs ABDULLA DIDI Shibana Technologist – Food Safety Maldives Food and Drug Authority Sosun Magu Malé Tel : +960 334 3538 Fax : +960 331 2281 E-mail : shibana.ab@mfda.gov.mv

Samoa

Ms WILLIAMS Ruby Fair Trading and Codex Officer Vailoa Faleata Apia Tel: +685 20441 Ext 38 Fax: +685 20443 E-mail: ruby.williams@mcil.gov.ws

Thailand Ms SAPPREECHA Thitipa Scientist Department of Agriculture, Ministry of Agriculture and Cooperative Phaholyothin Road, Jatujuk Bangkok, 10900 Tel + 66 2940 6464 Fax + 66 2940 6470 E-mail: thitipa@hotmail.com or gpsig@yahoo.co.th

Thailand Ms INTRASOOK Jarunee Food Technologist Food Control Division Thai Food and Drug Administration Ministry of Public Health Tiwanon Rd., Muang, Nonthaburi, 11000 Tel: +66 2590 7179 Fax: +66 2590 7177 E-mail: jar204@fda.moph.go.th or jarz204@yahoo.com

Viet Nam Dr VU NGOC Quynh Secretary General Vietnam National Codex Committee 70 Tran Hung Dao st, Hanoi Tel: +84 4 39426605 Fax: +84 4 38222520 E-mail: vnquynhcodex@tcvn.gov.vn

Viet Nam Dr NGUYEN Hung Long Deputy Director-General Vietnam Food Administration 135, Nui Truc st, Hanoi, Telephone: +84 4 8464490 Fax: +84 4 8463739 E-mail: nguyenhunglong@vfa.gov.vn

30

COUNTRY NAMES/POSITION/ CONTACT DETAILS

TRAINERS/RESOURCE PERSONS

Mr RAJASEKAR Raj Lead Trainer Senior Programme Manager (Codex) New Zealand Food safety Authority (NZFA) 86 Jervoix Quay P.O.Box 2835, Wellington New Zealand Tel + 64 4 894 2576 Email: raj.rajasekar@nzfsa.govt.nz

Mr MANYINDO Ben Vice-Chair Codex P.O.Box 6329 Kampala Uganda Tel + 256 772 516 848 Fax + 256 414 286 123 Email: benm552000@yahoo.co.uk

Ms BRUNO Annamaria

Food Standards Officer Joint FAO/WHO Food Standards Programme FAO Viale Delle Terme Di Caracalla 00153 Rome (Italy) Tel + 39 06 570 562 54 Fax + 39 06 570 54 593 Email: Annamaria.Bruno@fao.org

Mr KUSUKAWA Masashi

Food Standards Officer Joint FAO/WHO Food Standards Programme FAO Viale Delle Terme Di Caracalla 00153 Rome (Italy) Tel + 39 06 570 547 96 Fax + 39 06 570 54 593 Email: Masashi.Kusukawa@fao.org

Mrs KENNY Mary

Food Control and Consumer Protection Officer FAO Viale Delle Terme Di Caracalla 00153 Rome (Italy) Tel + 39 06 570 53653 Fax + 39 06 570 54 593 Email: Mary.Kenny@fao.org

Mrs MULHOLLAND Catherine

Administrator Codex Trust Fund Department of Food Safety, Zoonoses and Foodborne Diseases Health and Security Environment Cluster The World Health Organization (WHO) 20 Avenue Appia 1211 Geneva 27 Switzerland Tel + 41 22 791 3080 Fax + 41 22 791 4807 Email: mulhollandc@who.int

31

COUNTRY NAMES/POSITION/ CONTACT DETAILS

Mrs EL RHARBI Khadija

Administrative Assistant Office of the Director Department of Food Safety, Zoonoses and Foodborne Diseases Health and Security Environment Cluster The World Health Organization (WHO) 20 Avenue Appia 1211 Geneva 27 Switzerland Tel + 41 22 791 1067 Fax + 41 22 791 4807 Email: elrharbik@who.int

32

ANNEX 2

PROGRAMME

CODEX TRAINING COURSE FOR ASIA AND THE PACIFIC

DENPASAR, BALI, INDONESIA 13 - 15 NOVEMBER 2008

INNA GRAND BALI BEACH HOTEL

DAY 1

0800 – 0830 Registration

0830 - 0900 Opening ceremony

0900 - 1000 Introduction – Objectives of Training Workshop and

participants’ expectations – FAO/WHO/Raj Rajasekar

1000 – 1030 Morning Tea/Coffee Break

Theme 1: Strengthening participation in Codex - Overview of Codex,

Codex Trust Fund and FAO/WHO activities 1030 - 1100 1.1 Overview of Codex Structures and Processes –Codex

Secretariat

1100 - 1130 1.2: Strategic Objectives, Challenges and Priorities –Codex

Secretariat

1130 - 1200 1.3: Codex Trust Fund – Objectives and Expectations-

Catherine Mulholland

1200 - 1230 1.4: FAO/WHO activities to strengthen participation in

Codex – FAO

1230 - 1400 Lunch

Theme 2 : Managing Codex at the National Level 1400 - 1430 2.1: Codex information tools - Codex Secretariat

1430 - 1500 2.2: Codex Contact Point Roles and Functions -

Participant countries (Samoa & Thailand)

1500 - 1530 2.3: Managing information, communication and

consultation to prepare national positions (Raj Rajasekar)

1530 - 1600 Afternoon Tea/Coffee Break

1600 - 1700 2.4: Preparing National Positions- Practical Exercise in

mixed fictitious teams

1700 - 1715 Wrap up of Day 1

DAY 2

33

0830 - 0900 2.5: Preparing national positions- Practical exercise

(continued)

0900 -1000 Presentation from groups on 2.5 Practical exercise

1000 -1030 2.6: Hosting and Managing Codex Committees- Raj

Rajasekar and Shamsinar Abdul Talib

1030 -1100 Morning tea/coffee break

Theme 3: Codex, Science and Risk Analysis

1100-1130 3.1: Science and Risk Analysis in Codex work- Codex

Secretariat 1130-1200 3.2: FAO/WHO scientific advice and Codex – FAO

1200-1230 3.3: Science - Priorities and challenges at the national

level- Group discussion

1230 – 1400 Lunch

Theme 4: Developing national/regional strategies for Codex 1400 - 1430 4.1: Prioritizing Committees at the national level – Raj

Rajasekar

1430 - 1500 4.2: Development of a Regional Strategy – Regional

Coordinators (Tonga and Indonesia)

1500 - 1530 4.3: Preparing New Work proposals- Criteria and format -

Codex Secretariat

1530 – 1600 Afternoon Tea/Coffee Break

1600 - 1700 Preparing a New Work Project Document- Practical

Exercise in mixed fictitious teams 1700 - 1715 Summary and Wrap up of Day 2

DAY 3

Theme 5: Effective Participation in Codex Meetings

0830 – 0900 Mock Codex Session – Practical Exercise in Participation

in a Codex meeting (Introduction) Raj Rajasekar / Codex

Secretariat

0900 – 1030 Mock Session- Practical Exercise in mixed teams

1030 – 1100 Morning Tea/Coffee Break

1100 – 1200 Comments, Questions & Feedback on Mock Session

34

1200 -1230 Preparing New Work Project Document- Report back from

groups

1230 – 1400 Lunch

Theme 6: Codex-Blueprint for action at the international; level

1400 – 1430 6.1: Linkages between Codex and Food Regulation –Raj

Rajasekar

• Regulatory Framework

• Legislation

• Standards development

1430 – 1500 6.2: Strengthening Codex at National Level – Preparing a

National Action Plan- Raj Rajasekar

1500 – 1530 6.3: Developing a National Action Plan – Practical

Exercise in national teams

1530 – 1600 Afternoon Tea/Coffee Break

1600 – 1700 6.4: Presentation from groups on National Action Plan

1700 - 1715

1715 - 1730

Wrap up

Closing ceremony and presentation of certificates

35

ANNEX 3

USEFUL REFERENCES

1. Understanding The Codex Alimentarius, 3rd

Edition

(ftp://ftp.fao.org/codex/Publications/understanding/Understanding_EN.pdf)

2. Enhancing participation in Codex activities – FAO/WHO Training package-

Section 2

http://www.fao.org/docrep/008/y5884e/y5884e00.htm

3. Codex Procedural Manual, 17th

Edition

ftp://ftp.fao.org/codex/Publications/ProcManuals/Manual_17e.pdf

4. Codex Strategic Plan for 2008-2013

(ftp://ftp.fao.org/codex/Publications/StrategicFrame/Strategic_En.pdf

5. FAO/WHO Project and Fund for Enhanced Participation in Codex (Codex Trust

Fund) project document June 2003

(http://www.who.int/foodsafety/codex/en/proj_doc_e.pdf)

6. WTO Agreement on the Application of Sanitary and Phytosanitary measures

http://www.wto.org/english/docs_e/legal_e/15-sps.pdf

7. WTO Agreement on Technical Barriers to Trade

http://www.wto.org/english/docs_e/legal_e/17-tbt.pdf

36

ANNEX 4

DOCUMENTS FROM MOCK CODEX SESSION

Practical Exercise 2.4 “Developing National Position”

Codex Training Workshop For Asia and the Pacific, 13 -15 November 2008

CL 2008 28-FFP

Circular Letter

STANDARD FOR FISH SAUCE (prepared by Vietnam and Thailand)

The 11th Session of the Codex Committee for Fish and Fishery Products requested the Governments of

Thailand and Vietnam, with assistance of China, Germany, and Indonesia to prepare a project

document outlining new work on the elaboration of a Standard for Fish Sauce. The Committee agreed

that the project proposal developed by Vietnam and Thailand be circulated to Codex members and

observers for comment and subsequent discussion at the 12th Session of the Codex Committee on Fish

and Fishery Products, 15th November, Denpasar, Bali.

Your comments are requested on the project document and in particular whether this proposal should

be submitted to the next session of the Commission for approval as new work for the CCFFP.

Comments should be submitted to the Codex Secretariat no later than 14 November 2008. The

discussion will take place at the 30th Session of CAC.

DRAFT PROJECT DOCUMENT

CCFFP PROPOSAL FOR NEW WORK ON THE STANDARD

FOR FISH SAUCE

PREPARED BY:

Vietnam and Thailand – with support of China, Germany and Indonesia

PURPOSED AND SCOPE OF THE STANDARD

An elaboration of world wide standard for fish sauce is to provide essential guidance relating to food

safety, essential quality, hygiene, and labeling, for the purposes of protecting the health of the

consumers and ensuring fair practices in food trade.

ITS RELEVANCE AND TIMELINESS

Fish sauces are traditional product of many countries in the Asia region (especially in South East

Asia). It is not only used as condiments but also as a kind of ingredients in cooking to the dishes. The

fish sauce with high quality characterized by high content of protein, essential amino acid for human

body such as valine, leucine, isoleucine, threonine, methionine, lysine, phenylalanine, and histidine. Its

name is difference at different countries for example: it is called in Vietnam as “Nuoc mam”,

“Nampla” in Thailand, Ketjab-ikan in Indonesia, “Yu lu” in China. “Patis” in the Philippines. In

2005, the total export fish sauce in Thailand is estimated at 39 millions kg, 960 millions bath and the

total production quantity is appropriate 100 million litre in Vietnam. This product increasingly used in

the world-wide (for examples: Fish sauce presented in countries as France, America, Belgium, EU,…).

However, there are different national standards for fish sauce among the regional countries and this

37

affected on international trade benefits. Therefore it is necessary to elaborate standard for fish sauce

due to the commercial importance of this product.

The proposed work is directly related to CCFFP terms of reference, i.e.: to elaborate worldwide

standards for fresh, frozen (including quick frozen) or otherwise processed fish, crustaceans and

molluscs.

THE MAIN ASPECTS TO BE COVERED

The standard covers essential quality and safety aspects.

AN ASSESSMENT AGAINST THE CRITERIA FOR THE ESTABLISHMENT OF WORK

PRIORITIES

Are specifically relevant for this work: The “General criterion” (i.e. “… ensuring fair practices in the

food trade”) and among the “criteria applicable to commodities”: criteria (a), (b), (c), (e)

RELEVANCE TO THE CODEX STRATEGIC OBJECTIVES

The proposed standard is relevant to Codex Alimentarius Commission’s General Principles to develop

“internationally agreed standards and related texts for use in domestic regulation and international

trade in food that are based on scientific principles and fulfill the objectives of consumer health

protection and fair practices in food trade”: it will contribute mainly to the implementation of

Objective no1 “Promoting sound regulatory frameworks” and Objective no6 “Promoting maximum

application of Codex standards”.

INFORMATION ON THE RELATION BETWEEN THE PROPOSAL AND OTHER EXISTING

CODEX DOCUMENTS

The standard will be used in conjunction with all existing Codex standards.

It will take into account the Codex Standard for food grade salt (Codex Stan 150-1985),

Recommended International Code of Practice – General Principles of Food Hygiene (CAC/RCP 1-

1969) and the following Recommended International Code of Practice for food hygiene and handling

(CAC/RCP 52-2004), Codex General Standard for the labelling of Prepackaged Foods (Codex Stan 1-

1985), Codex Sampling Plans for Prepackaged Foods (AQL 6.5) (Codex Stan 233-1969) and the

Codex General Standard for Food Additives (CODEX Stan 192-1995).

IDENTIFICATION OF ANY REQUIREMENT FOR AND AVAILABILITY OF EXPERT

SCIENTIFIC ADVICE

Nil

IDENTIFICATION OF ANY NEED FOR TECHNICAL INPUT TO THE STANDARD FROM

EXTERNAL BODIES.

Nil

THE PROPOSED TIMELINE FOR COMPLETION OF THE NEW WORK, (including the start date,

the proposed date for adoption at step 5, and the proposed date for adoption by the Commission; the

time frame for developing a standard should not normally exceed five years.)

The new work should commence following the 2009 Commission meeting. A proposed draft standard

for fish sauce elaborated by a working group subjected to approval of the new work could be

circulated at Step 3 as early as October 2009.

38

Agenda Item 1 CX/FFP 08/12/1 September 2008

JOINT FAO/WHO FOOD STANDARDS PROGRAMME

CODEX COMMITTEE FOR FISH AND FISHERY PRODUCTS

Twelfth session

Bali, Indonesia, 15 November 2008

To be held at the Inna Gran Bali Beach, Bali,

on Saturday 15 November 2008 from 09.00 to 12:00

PROVISIONAL AGENDA for MOCK SESSION

Item Subject Matter Reference

1. Adoption of the Agenda CX/FFP 08/12/1

2. Matters Arising from the Codex Alimentarius Commission and

other Codex Committees

CX/FFP 08/12/2

3. Proposal for new work on the development for a Standard for Fish

Sauce

CL 2008/28-FFP

- comments CX/FFP 08/12/3

4. Other Business and Future Work

5. Date and Place of Next Session

6. Adoption of the Report

ANNOTATIONS TO THE PROVISIONAL AGENDA

Item 1 Adoption of the Agenda (Doc. Ref.: CX/FFP 08/12/1). In accordance with Rule VII.2 of the Rules of

Procedure, the first item on the Provisional Agenda shall be the adoption of the Agenda.

Item 2 Matters Arising from the Codex Alimentarius Commission and other Codex Committees (Doc.

Ref.: CX/FFP 08/12/2). This item includes matters related to the work of the Committee arising from recent

sessions of the Commission and other Codex Committees and Task Forces.

Item 3 Proposal for new work on the development for a Standard for Fish Sauce (Doc. Ref.: CL 2008/28-

FFP). The 11th Session of CCFFP requested the Governments of Thailand and Vietnam, with assistance of

China, Germany, and Indonesia, to prepare a project document outlining new work on the elaboration of a

Standard for Fish Sauce for circulation for comments and consideration at its 12th

Session.). Comments

submitted in response to CL 2008/28-FFP are compiled in document CX/FFP 08/12/3.

Item 4 Other Business, Future Work. In accordance Rule VII.5 of the Rules of Procedure, any Member of

the Commission may propose the inclusion of specific items of an urgent matter.

Item 5 Date and Place of the Next Session: The Committee will be advised of the tentative dates of the next

session.

Item 6 Adoption of the Report. In accordance with Rule X.1 of the Commission's Rules of Procedure, the

Committee shall adopt the report of its 10th Session, based on a draft provided by the Secretariat.

E

39

ANNEX 5

FAO/WHO PROJECT AND FUND FOR

ENHANCED PARTICIPATION IN CODEX

(CODEX TRUST FUND)

Codex Training Course for Asia and the Pacific

Denpasar, Indonesia

13-15 November 2008

COURSE EVALUATION & RESULTS

Your assistance in completing this form is appreciated. The comments you make will help in

planning and delivering future courses. You do not have to give your name.

Reminder of course objectives:

1. Improve awareness of Codex role, structure and procedures;

2. Improve understanding of the linkages between Codex and national food control systems

and of the application of Codex standards at the national level;

3. Improve networking among Codex/food regulatory professionals in the Asia/Pacific

region;

4. Improve understanding of role of Codex Contact Point to ensure proper communication

and strengthening participation in Codex;

5. Assist members of the regions to develop National Action Plans for strengthening

participation in Codex.

------------------------------------------

Please mark with an X in the relevant boxes and add comments in the space provided if you

wish.

1. The course provided me with knowledge of how Codex is organized, how it functions

and what support FAO and WHO provide.

Strongly

agree

Agree Disagree Strongly

disagree

Comments:

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2. The course provided me with exposure to ways in which countries can become

involved in the work of Codex.

Strongly

agree

Agree Disagree Strongly

disagree

Comments:

3. The course provided me with practical experience in identifying Codex issues of most

relevance to my country.

Strongly

agree

Agree Disagree Strongly

disagree

Comments:

4. The course provided me with practical experience in developing national positions and

representing these positions at Codex meetings.

Strongly

agree

Agree Disagree Strongly

disagree

Comments:

5. The course provided me with an understanding of the criteria and bases for preparation

of a new work proposal and project document.

Strongly

agree

Agree Disagree Strongly

disagree

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Comments:

6. The course provided an opportunity for me to share my experiences and ideas for

Codex development with colleagues from other countries within and outside the

region.

Strongly

agree

Agree Disagree Strongly

disagree

Comments:

7. Will this course help you with the Codex work in your country? If yes, please give

some concrete examples

8. What was the most valuable session of this course for you?

9. What was the least valuable session of this course for you?

10. What actions are you personally most likely to take when you return to your country

as a result of this course (please list 2-3)?

11. Based on existing challenges, please provide suggestions for future capacity-building

activities (at national or regional level) related to Codex.

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12. How well was the course organized?

Very well Well Fairly Poorly

Comments:

13. How do you think we could improve this course?

14. What is your overall rating of the course?

Very good Good Fair Poor

15. Are there any other comments you would like to make?

*****

THANK YOU FOR YOUR VALUABLE INPUT

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Breakdown of evaluation results Question 1: 62% of the respondents strongly agreed and 38% agreed that they had been provided with knowledge of how Codex is organized, how it functions and what support FAO and WHO provide. Among the additional comments given were:

• Information is needed on how to implement Codex standards to evaluate food quality and safety in practice.

• Course enhanced general knowledge on Codex and provided stimulation to be more involved in Codex work.

Question 2: 46% strongly agreed and 51% agreed that they had been exposed to ways in which countries could become involved in the work of Codex. One person disagreed with this question and gave as their reason that it is the first time that they have participated in a Codex training course. Among the other additional comments on this question were:

• Some difficulties were experienced with the way material was presented.

• Limitations of budget and human resources still remain barriers to involvement in Codex work.

• Enhanced understanding of significance of working in partnership with other countries in a Codex region.

Question 3: 51% strongly agreed and 49% agreed that they had gained practical experience in identifying Codex issues of most relevant to their country. Additional comments included the following:

• Idem first bullet point in Question 2.

• This exercise helped in understanding the importance of regulations to promote trade of exported products.

Question 4: 62% strongly agreed and 38% agreed that the course had provided them with practical experience in developing national positions and representing those positions at Codex meetings. Additional comments included the following:

• A number of participants found this exercise very helpful. Question 5: 35% strongly agreed and 65% agreed that the course had provided them with the criteria and bases for preparation of a new work proposal and project document. Additional comments included the following:

• While recognizing this as essential information, one first time participant found it hard to follow the flow of this section and recommended that it should be further developed for future training courses.

• A number of participants said that this had clarified the requirements for preparation of a new work proposal, how to assess/provide inputs to proposed new work, and how challenging this work can be.

• Lots of knowledge gained but more training needed in this area. Question 6: 46% strongly agreed and 54% agreed that the course had provided them with an opportunity to share their experiences and ideas for

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Codex development with colleagues from other countries within and outside the region. Additional comments included the following:

• Time for discussion between countries was too short. Time for group discussion and exchange between countries should be factored in to future training courses.

• A number of participants cited the training as an important opportunity for comparing between countries and sharing experiences.

• Substantial information picked up from other countries that can be applied in home country setting.

• Provided for an exchange on involvement in Codex in other regions/countries and constraints faced.

Question 7 on whether the course would help with Codex work in the participant's country elicited the following examples:

• Encourages the harmonization of standards with Codex standards.

• The mock session provided experience in participating on Codex meetings to those who do not attend real Codex meetings.

• Preparation of national position papers (including providing assistance to and coordination among national stakeholders) and presentation during Codex meetings.

• Strengthening of Codex Contact Point.

• Working with criteria for new work is helpful in working more quickly and complying with criteria.

• How to cooperate with public health and other sectors implementing Codex activities.

• How to make the consultation process more inclusive.

• Better prioritization of Codex issues including the relevant Codex standards needed.

• How to coordinate and organize if the country hosts a Codex meeting.

• Provide quality comments on circular letters.

• Strengthen capacity of national Codex team members.

• Develop a national Codex programme and action plan.

• Establish and start work with special Codex committees at national level.

• Establish legislation and regulation for food safety at national level. In response to Question 8 on the most valuable session, participants cited the following:

• Mock session (cited by 16 participants).

• Preparing national positions and presenting in the mock session (cited by 6 participants).

• Science and risk analysis (cited by 4 participants).

• Preparing new work proposals (cited by 4 participants)

• Theme 2 (Managing Codex at the national level).

• Understanding linkages between Codex and national food control system and application of Codex standards.

• In all sessions, sharing views and coming to consensus positions.

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In response to Question 9 on the least valuable session, most participants left this question blank or indicated that they had found none of the session to be of no valuable. A few participants cited the following as least valuable sessions:

• Theme 1

• Hosting and managing Codex committees.

• One participant found the technical questions and definition of words in the mock session difficult to understand.

• Codex information tools session and website workshop (cited by 3 participants).

• Preparing a new work project document. In response to Question 10 on the actions that the participant would be most likely to take on return to office, the following were listed:

• Produce a report on the training course and share it with my colleagues/NCC.

• Share experience and feedback session with national Codex committee and technical committees.

• Organize effective national consultations.

• Create a training module based on the FAO/WHO Codex training package.

• Conduct the same training workshop for concerned stakeholders.

• Restructuring the NCC and assigning shadow committees to each NCC technical working group.

• Ensure more effective and efficient follow up action in connection with the progress in each Codex committee of particular interest to the country.

• Recommend the undertaking of risk assessment.

• Read Codex documents.

• Keep connected with co-trainees.

• Use Codex website effectively.

• Prepare better national positions.

• Organize a national Codex committee.

• Raising awareness of policy-makers to obtain more support for Codex activities.

• Encourage others to attend such training courses.

• Report writing for Codex meetings.

• Develop a national Codex Strategic Plan (2009-2013).

• Develop a national Codex Policy Framework.

• Undertake risk analysis and health education.

• Assist in preparing national standards.

• Strengthen the Codex office.

• Establish a "food safety roadmap" for better integration of food safety control.

• Set up a Codex "desk" in participant's immediate working organization.

• Circulate Codex documents to relevant bodies. Question 11 on suggestions for future capacity-building activities elicited the following:

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• GMP

• HACCP

• Risk analysis

• Traceability systems

• Training/workshop on Codex awareness for stakeholders involved in food safety and Codex activities.

• Strengthening of Codex Contact Points, national Codex committees and effective coordination between members.

• Codex training courses at national level.

• Regional activities and training on strengthening Codex work including technical assistance for weakest countries and networking.

• More training exercises on how Codex meetings work.

• How to improve electronic communication at national, regional and international levels.

• Training on testing methods (e.g. testing for melamine).

• Training on inspection in different areas of food safety and laboratory services.

Question 12: 62% of participants felt that the course had been very well organized, with 38% responding that it had been well organized. Question 13: Suggestions for improving the course included the following:

• More practical work on the Codex website.

• More time for the course.

• Set up of meeting room (additional screens, better functioning microphones, different seating arrangement).

• Give all handouts prior to the course for better understanding. Providing presentation material to participants prior to the workshop to read.

• More focus on scientific advice and practical exercise on risk assessment.

• Improvement/strengthening of the module on preparing new project documents.

• More from individual participants representing their countries.

• Providing interpretation.

• Better administration of travel.

• Shorter lectures with more role play and mock exercises and more videos.

• Provide practical information on Bali/Sanur for organization of free time.

• Request participants to prepare national action plans prior to the training and bring them to share for richer discussion.

• Categorize participants according to the level of involvement in Codex.

• Better arrangement of participants with different background and knowledge to make group discussions more effective.

Question 14: Participants gave the following overall rating for the course: 73% gave a "very good" rating; 27% gave a "good" rating. Question 15 asked for any additional comments and the following were cited:

• More joint meetings between the Asian and Pacific regions.

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• Participants to arrange their own hotel accommodation.

• Opportunity for other people involved in Codex activities to benefit from the training.

• In order to enhance work at national level, support is needed for countries to attend Codex meetings, trainings and workshops organized by FAO/WHO and others.

• Through FAO/WHO, the training course should be followed up in each country with technical and financial assistance.

• Extend the training to other regions and come back to Asia and Pacific with another cycle of training.

• Avoid holding the training on weekends.