Food Safety Plan Template for Hawai‘i Farmers
Frederick Reppun
Junior Extension Agent, University of Hawai‘i
Overview. The federal Food Safety Modernization Act (FSMA) recommends, but does not
require farms to create a written plan to guide their efforts to improve the safety of the food they
grow. Food safety plans can help to organize the farm’s policies and practices, and can be used
as a reference in communications with buyers. While numerous food safety plan templates exist,
relatively few are aligned with FSMA, and many are too complicated to implement on small
farms. This template is meant to provide a starting point for small farmers to develop food safety
plans for their operations. It focuses on biological hazards of growing, harvesting, and packing
fresh produce. Where possible, we have tried to align the template with our current
understanding of the FSMA Produce Safety Rule, however this template is not meant to provide
legal advice for farmers.
How to use this template. Fill in the blanks. Study and follow the sections written for you;
they represent our basic recommendations. Where needed, edit the document to be more
relevant to your farm. Delete the sections that do not apply. Add new sections if necessary. For
example, we did not include a section on chemical hazards, as they are outside the scope of
FSMA. Farmers may want to also include a section on chemical storage and application if
relevant. Print the final document and keep it on hand at your farm. Print blank copies of the
record templates and use them as needed.
A special note on water. FSMA requires water quality testing for non-exempt farms that use
surface or groundwater for irrigation of fresh produce. The rules are complicated and may
change over time. This template emphasizes the main points of the rule as it is currently written.
Farmers should note that water that is unlikely to touch the edible portion of the crop presents a
low risk of contamination (e.g. subsurface drip irrigation), and does not require testing according
to FSMA. For help understanding and calculating figures such as the geometric mean (GM),
statistical threshold value (STV), and log die-off period, please contact your local Extension
Agent.
Reference. This template was adapted from S. Hardesty, Ag & Resource Economics, UC Davis,
April 2012: http://sfp.ucdavis.edu/files/143901.pdf
Good luck, and please contact your local Extension Agent with any questions.
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FOOD SAFETY PLAN1
Farm name:
_______________________________
Contents
1. General Information
Map
Product Flow Diagram
2. Food Safety Modernization Act
3. Traceability
4. Human Health, Hygiene, and Training
5. Agricultural Water
6. Wildlife and Domestic Animals
7. Soil Amendments
8. Harvest, Post-Harvest and Packing
Records:
Employee Training Record
Visitor Sign-In Sheet
Restroom Service Record
Water Quality and Corrective Action Record
Field Production Record
Harvest Record
Sales Record
Toilet Spill Plan
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Template developed by Frederick Reppun, University of Hawaii Cooperative Extension, May 2017.
Adapted from S. Hardesty, Ag & Resource Economics, UC Davis, April 2012:
http://sfp.ucdavis.edu/files/143901.pdf
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1. GENERAL INFORMATION
At _______________ farm food safety is an integral part of our entire operation and taken very
seriously. We follow the requirements and recommendations of the FDA’s Produce Safety Rule
under the Food Safety Modernization Act.
__________________ has been designated to oversee and implement our food safety program.
This entire food safety plan has been reviewed as of:
____________
____________
______________
______________
This food safety plan addresses traceability, human health, hygiene, and training, soil
amendments, wildlife and domestic animals, agricultural water, post-harvest handling and
sanitation, training, and record keeping.
Farm Managers: ______________________________________________________
Farm Location: _______________________________________________________
Mailing Address: _____________________________________________________
Contact information: __________________________________________________
Total acres farmed: _______________________
Farm description (ownership, employees, land history, activities other than farming):
Crops sold include:
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Farm Map
4
2. FOOD SAFETY MODERNIZATION ACT (FSMA) STATUS
The federal Food and Drug Administration has implemented the FSMA Produce Rule to regulate
farms that grow, harvest, pack, and/or hold food for human consumption.
Under the Produce Rule, certain farms and commodities are exempt from full compliance. These
exemptions are based on average sales of produce, average sales of total food, distribution
distance, types of crops grown, and documentation of commercial processing steps that reduce
microorganisms of public health significance.
Exemptions Based on Sales and Distribution
Our sales in recent years have been:
Year
Produce Sales ($)
Total Food Sales ($)
We sell ______________ (more than/less than) half of our produce to Hawaii retail markets or
directly to consumers.
Based on our sales and distribution, our farm status under FSMA’s Produce Rule is:
 Exempt
 Qualified Exemption (must display business name and address at point of sale)
 Not Exempt (must comply with all Produce Rule requirements)
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Exemptions Based on Crop Type and Processing
The following rarely eaten raw crops are not covered by the Produce Rule:
Asparagus; beans, black; beans, great Northern; beans, kidney; beans, lima; beans, navy; beans,
pinto; beets, garden (roots and tops); beets, sugar; cashews; cherries, sour; chickpeas; cocoa
beans; coffee beans; collards; corn, sweet; cranberries; dates; dill (seeds and weed); eggplants;
figs; ginger; hazelnuts; horseradish; lentils; okra; peanuts; pecans; peppermint; potatoes;
pumpkins; squash, winter; sweet potatoes; and water chestnuts.
Food grains and oilseeds are not covered by the Produce Rule.
The following list of produce grown on our farm is not covered by the Produce Rule:
Exemptions Based on Commercial Processing
Produce that goes through a commercial processing step that “adequately reduces the presence of
microorganisms of public health significance” (e.g. cooking) exempt from the Produce Rule as
long as written assurance is obtained from the customer.
The following list of covered produce grown on our farm undergoes such a commercial
processing step:
Produce Item
Processing Step
Customers
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3. TRACEABILITY:
A traceability program has been developed and adopted. We can track one-step forward and
one-step backward for all fresh produce at our farm. Our product tracking system includes
information about production area, harvest date, type of crop, place of storage, and where
product is sent after leaving the farm. This information can be retrieved from copies of our sales
invoices and production records linked to them.
Recall procedure:
1. A customer calls farm to report potential foodborne illness from produce sold to them
during a certain date range.
2. Copies of all sales invoices for that customer and date range are retrieved from the filing
system.
3. Trace back: invoices used to identify which crops are suspect, where they were grown,
and which date they were harvested on. Farm manager inspects fields and packing
facility, and asks workers who were present if they noticed anything on those harvest
dates. Probable source of the problem is identified.
4. Trace forward: The affected crops and harvest dates are used to retrieve invoices for all
other customers who received produce from the same batch or lot. Contact information
for those customers is retrieved and calls are made to alert them to recall the affected
products.
We performed successful mock recalls on the following dates:
______________
______________
______________
______________
______________
______________
______________
______________
______________
______________
______________
______________
To help our customers contact us, we display our farm name and address in the following ways:





on produce labels
on bins/boxes
on a sign displayed at markets
on all invoices/receipts
other (describe): _________________________________________________________
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4. HUMAN HEALTH AND HYGIENE
Training
All new employees are trained on the contents of this food safety plan. See employee training
record for dates of training.
General Hygiene
Readily understandable signs are posted to instruct employees to wash their hands before
beginning or returning to work.
All farm personnel must follow good hygiene practices, including:
 Smoking, eating, and chewing tobacco is allowed only in designated areas.
 Proper Hand washing: Hands must be washed with soap before beginning or returning to
work, and after the following activities:
o using the restrooms,
o smoking or tobacco use,
o taking breaks,
o handling trash containers or disposing of trash,
o using the telephone,
o handling money,
o touching face or head with hands
 Clean work clothes.
 Clean and cut nails.
 Take a daily shower.
 Do not take gloves to lunchroom or restrooms.
 Dangling strings and/or jewelry are prohibited.
 If long hair is worn, it must be tied back.
Illness and Injury
Any employee who is ill or appears to be ill with diarrhea or another possibly communicative
disease must tell their supervisor. They will be sent home or assigned a task away from harvest
and packing areas.
If an employee has an open wound or cut, it must be bandaged and covered to prevent contact
with produce. He/she must stop working immediately, contact his/her supervisor, and have it
attended to. A first aid kit is available on the farm for injuries (see farm map). Produce that has
come into contact with blood or other bodily fluids will be discarded. If any bodily fluids come
into contact with food contact surfaces (e.g. harvest bins), these surfaces must be disinfected as
soon as possible.
All workers are aware of the location of first aid supplies and what steps they should take in case
of a first aid emergency to stop work and avoid bodily fluid contact with others or product.
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Toilets
Field sanitation units (toilet and hand-washing facilities) are located within a 1/4 mile or 5minute walk, for all workers. One toilet facility and one hand washing facility shall be provided
for each twenty (20) employees or fraction thereof (working more than three hours during the
day, including travel time). These sanitation units are in a location that minimizes the potential
risk for product contamination. If there are fewer than eleven employees, a toilet facility must be
readily available for all workers; home toilet facilities may be used.
All employees and visitors must use restroom facilities provided. They are equipped with handwashing facilities with
 potable running water,
 single use hand towels,
 toilet paper, and
 hand soap
Toilets are maintained on a scheduled basis that is indicated on the unit, or more frequently as
necessary. If restroom facilities are not properly maintained, any employee or visitor should
notify the onsite supervisor.
Cleaning of restroom facilities includes the following:
 Wash walls from top to bottom, as needed.
 Sanitize toilets, urinals, doorknobs, and any other surface inside unit.
 Fill paper products and soap dispensers.
 Remove trash to dumpster.
 Record initials and date of cleaning on “Service Record” sheet when unit is serviced.
 Brushes and any other cleaning utensils used to clean the restrooms must be identified for
this use and stored separately from any other cleaning utensil.
Field sanitation units are directly accessible for servicing and directly accessible in the event of a
spill or major leak. In the event of a major spill or leak of field sanitation units, a response plan
is in place (see Toilet Spill Plan in records section).
Visitors
Visitors are informed of the farm’s food safety policies and the location of the restrooms.
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5. AGRICULTURAL WATER
Pre-harvest
All irrigation sources and water lines are inspected _____ times per year for unauthorized use or
potential contamination.
Irrigation Water Sources:
Irrigation methods:
Water quality testing (check one):
 Water quality testing not needed because ______________________________________
_______________________________________________________________________.
 Water is tested _____ times per year). Samples are submitted to
__________________________ lab for analysis.
Corrective actions:
 As per FDA regulations, the farm must take certain corrective actions if water that
contacts the edible portion of covered produce contains generic E. coli levels above a
geometric mean of 126 CFU/100mL or an STV above 410 CFU/100mL.
 If tests and/or inspection show potential contamination, the farm will (check one):
 use a pre-harvest die-off period (period of no use of contaminated water) to allow
potential pathogens to reduce in number on produce.
 treat irrigation water using ___________________________________________.


The corrective actions remain in place until the contamination is fixed or further testing
indicates that E. coli levels have dropped below the required values.
All test results and corrective actions are recorded on the Water Quality and Corrective
Action Record.
Harvest and Post-Harvest
All water used during harvest, washing, and cooling (ice) of fresh produce is potable (i.e. no
detectable generic E. coli).
Water sources:
Water quality:
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6. WILDLIFE AND DOMESTIC ANIMALS
Crop production areas are not located near or adjacent to dairy, livestock or poultry production
facilities. No manure lagoons are located on or near the crop production areas. Domestic
animals are not allowed in the crop production areas.
All fields are routinely monitored for unusual presence or signs of entry by wildlife or
neighboring domesticated animals to the fields. When needed, measures will be taken (trapping,
fencing, and deterring) to reduce entry by wild and domesticated animals to minimize the risks of
potentially contaminated product or production areas.
7. SOIL AMENDMENTS
Example: Fish/Bone Meal
Source: Island Commodities, Inc.
Components and treatment: fish and cow parts properly treated by cooking and rendering to
lower the level of any pathogens that may be present.
Application: _______ weeks before planting.
Storage (location, method):
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8. HARVEST AND POST-HARVEST HANDLING AND SANITATION
Harvest
We conduct a pre-harvest assessment of each production area prior to harvesting any
crop; risks and possible sources of crop contamination are assessed. Crops within a 3-foot radius
of any known animal feces are not harvested.
Harvest Equipment
All harvest equipment is kept clean:
 Harvest equipment is used only for harvesting produce.
 All harvesting equipment, including hand harvesting implements and bins, is maintained,
cleaned and washed ______________________ (frequency).
 Hand implements are disinfected _____________________ (frequency).
 During harvest, equipment is kept as clean as practical, and maintained to prevent
contamination by leaking oil, grease, loose parts, and any other source of foreign material
contamination.
 Harvest equipment is stored in a covered area off of the ground.
Washing and Packing
Receiving (describe):
Washing (describe):
Packing (describe):
Post-harvest equipment:
Tubs, coolers, scales, shelves, tabletops, and all other food contact surfaces are
cleaned/sanitized regularly following a pre-rinse, wash, rinse & sanitizing protocol. All packing
materials are stored in plastic totes off the ground.
Packing facility maintenance:
Facility is regularly inspected for evidence of animals, leaks, or other sources of
contamination. Rodent bait stations are kept stocked around the outside of the facility.
Transportation
Vehicles transporting product are cleaned on a regular basis, and as needed.
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EMPLOYEE TRAINING RECORD
Food Safety Trainer: ______________________________
Employees acknowledge that have been informed and trained in the requirements of the Food
Safety Plan for ABC Farms.
Employee Name
Employee Signature
Training
Date
Trainer
Initials
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VISITOR SIGN-IN SHEET
Visitors acknowledge that they have been briefed on the farm’s food safety
policies and location of restrooms.
Name
Purpose of Visit/Group
Date
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RESTROOM SERVICE RECORD
Tasks: clean surfaces; empty rubbish bin; check/restock toilet paper, soap, and
paper towels.
Name
Date
Name
Date
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WATER QUALITY AND CORRECTIVE ACTION RECORD
Water is tested by taking a single sample at the spigot farthest from the source. Water is run for
3 minutes prior to sampling to flush line. Rolling geometric mean (GM) and statistical threshold
value (STV) of most recent 5 samples is calculated.
Farm must take corrective actions if water that contacts the edible portion of covered produce
contains generic E. coli levels above a GM of 126 or an STV above 410 CFU/100mL.
Sampling
Date
Generic E. coli
(CFU/100 mL)
GM
STV
Corrective Action?
(yes/no)
Corrective Actions (begin date, description of action, end date):
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FIELD PRODUCTION RECORD
Record additions of soil amendments (type, amount/rate, method of application),
planting of crops, pest/weed control actions (product, amount/rate, method of
application, water source used for spray dilution), and any other details.
Date
Field
Action
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HARVEST RECORD
Harvest Field
Date
Product
Amount
Notes
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SALES RECORD
Lot No. includes harvest date and field in this format: MMDDYY-Field.
Sale Date
Product
Lot No.
Quantity Customer
Sold
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TOILET SPILL PLAN
1. Notify farm manager
__________________ (phone)
2. Call portable toilet company __________________ (phone)
3. Put on appropriate protective equipment (waterproof gloves, boots, eye
protection)
4. Evaluate cause of spill and areas affected, and stop new leakage if possible.
5. Use shovels, tractor to build dam of soil around the spill area to prevent
spread if necessary
6. Secure area against unauthorized entry (at least 20 days)
7. Wash and sanitize tools and equipment away from crop production areas
8. Wash hands with soap
9. Record spill below
Date
Source and Cause of Spill
Actions Taken
Date Safe for
Reentry
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