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AgVetLink for PAR Traders September 2004

What is required to become an approved trader?

The ACVM Group will approve a ‘trading entity’, which may be an individual or a company/organisation.

Approval will be based on evidence that the entity has:

• the capacity, capability and control to manage PAR products appropriately;

• specified the places where PAR products will be traded, in particular all retail outlets; and

• specified the person(s) responsible for:

• the trading activity

• the staff involved in transactions

• the management of the PAR products.

Application

Any person or entity wanting to become an approved trader must lodge an application with the ACVM Group. The form can be found on the ACVM Group website (www.nzfsa.govt.nz/acvm).

Lodging the application is a statement of interest and is only the first step. Further information will be required. Receipt of an application form will be acknowledged and arrangements will be made (if considered necessary) to review the operational systems to confirm that the capacity, capability and controls are adequate and appropriate. When providing the ACVM Group with a full description of their business, applicants will have to specify the trading sites and the person(s) responsible for the trading activities relevant to their business.

Responsible person

Each person(s) specified as responsible will have to be confirmed as ‘fit and proper’ to hold that responsibility. When that person is not known to the ACVM Group, the minimum requirement for the responsible person will be confirmation that they have no felony convictions relevant to the responsible control of drugs. This is confirmed via advice from the New Zealand Police. Applicants must lodge a permission for disclosure of information for each person specified as a person responsible for trading activity.

Where persons are already known to the ACVM Group, the Group will advise the applicant whether or not it will require advice from the New Zealand Police to confirm them as fit and proper (see box on page 4).

Entry

Where an applicant and his or her trading operation is not already known to the ACVM Group, an entry ‘verification visit’ will be carried out, at the expense of the applicant, by a representative of the ACVM Group.

Approval will be issued upon a satisfactory visit report, confirmation of the fit and proper person status of each responsible person and notification of trading sites. Any change in the sites, responsible persons or areas of responsibility must be notified to the ACVM Group within ten working days. Failure to do so may result in suspension or withdrawal of the approval.

The following should be noted:

• Although the approval is issued for the trading entity, each person who has been specified as a responsible person must also be confirmed as appropriate.

• Confirmation that a person is fit and proper must be backed up by the trading entity’s quality systems that place adequate control in the responsible person’s hands.

• The quality system must specify what activities the person is responsible for, e.g. the specific retail sites under that person’s responsibility.