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Guidelines
for
Plant Quarantine
In the
Ethiopian Agricultural Research Organization

T echnical M anual N o. 11
 Guidelines
for
Plant Quarantine
in
' the
Ethiopian Agricultural Research Organization

Technical Manual No. 11

Compiled by:
Awgechew Kidane
Plant Quarantine Officer

Published 1999 &

©
Ethiopian Agricultural Research Org
e-mail: iar@telecom.net.et
Introduction 1

Plant Q uarantine Regulations 3

Permission to import 3
Conditions in EARO plant quarantine regulations 4
PIP processing procedure 5
Post entry procedures 5
Field testing sites 6
Collaborative quarantine activities 8
Planting materials to be used for graduate research 9
Research obligation 10
EARO, Application for plant importation permit 11
Mo A, Application for phytosanitory inspection on export 12
Mo A, Plant importation permit 14
Application for an import permit for plants,
plant products and other articles 16
r

In t r o d u c t i o n

thiopia is a signatory of the 1951 International Plant

E Protection Convention and the 1967 Inter African

Phytosanitary Conventions. The Crop Protection and
Regulatory Department of the Ministry of Agriculture has assumed
a national responsibility of effecting quarantine activities in the
country that include the issuance of plant importation permit,
phytosanitary certificates, specify the need of chemical/ physical
treatments of plant materials, and post entry quarantine.

Agricultural research is a continuous activity that involves

exchanges of a large volume of germplasm annually. In the course of
the exchanges new plant diseases, insect pests and weeds could
easily be introduced into the country. The Ethiopian Agricultural
Research organization (EARO), formerly the Institute of Agricultural
Research (IAR) exchanges a large amount of Planting materials
(mainly seeds) annually. Such a large exchange of planting materials
was found too many to inspect by the Crop Protection and
Regulatory Department (CPRD) of the Ministry of Agriculture
(MoA), due to laboratory facility and manpower limitations.

The Ethiopian Agricultural Research Organization is mandated to

operate its own quarantine inspection under the supervision of
CPRD. To this effect EARO, under the framework of the national
quarantine system has formulated an internal quarantine guideline,
which is effectively used by its research scientists. The revised
guideline governing the exchange of planting materials in EARO is
outlined in this publication. ________
; E thiopia Agriculteral Research
O rganization C entral
| LI BRARY
l * *• ...
In addition different application forms used by EARO researchers
for importing or exporting research germplasm are given at the end
of this publication

2
 Plan t Q u a r a n t in e R e g u l a t io n s

Section A

Permission to Import

• The importer, i.e., EARO, Breeder, Agronomist, Plant

pathologist, Horticulturist or any other research officer should
fill in a form entitled Application for plant importationjpermit (PIP).

® The PIP is then signed by the respective national crop

coordinator (crop leader) or in his absence, it can also be signed
by his officially delegated regional representative.

® Completed PIP applications should be sent to the quarantine

officer currently affiliated to Holetta Agricultural Research
Center

• The quarantine officer, on the basis of current information will

review the application and will either

8 Advise the importer that the plant material to be

imported is too hazardous to import and his application
is rejected. (H e/ she may apply to the DDG if he/she is
not convinced)

or

■ Mark on the application with one or more of the

following conditions or EARO plant quarantine
regulations and pass it to the Director General of EARO

3
 Section B

Conditions in ERAO Plant Quarantine Regulations

• Planting materials can be imported without any restriction

• To be accompanied by phytosanitary certificate (International

model or its equivalent)

• For custom purposes, the value of the seed is given on the

proforma invoice of the airway bill. Where the seed or plant
material is for experimental use and of no commercial value, this
should be clearly stated.

• To be inspected on arrival at the EARC'S plant quarantine

laboratory at Holetta by a plant inspector before release to the
importer.

„# To be fumigated in the country of origin before dispatch. Details

?/ given in the phytosanitary certificate.

• To be treated with fungicide in the country of origin before

dispatch Details given in the phytosanitary certificate

• To be treated with an insecticide for the control of insect pests in

the country of origin. Details given in the phytosanitary certificate

• After arrival in Ethiopia, the material must be grown under the

supervision of a plant inspector before release to the importer.

• For custom and clearance purposes, material must be

accompanied by certificate of donation

4
Section C

PIP Processing Procedures

© PIP applications reviewed by the quarantine officer and marked

with appropriate conditions will be passed to the Director
General for authorization.

« If the PIP is authorized by the DDG. five copies of the permit

will be typed at the headquarter, serial number will be given
and the PIP will be ready for dispatch.

e One copy of the PIP will be filed at the HQ, two copies of the
PIP will be sent to the quarantine officer the remaining two
copies will be sent to the importer.

« After obtaining the permits from EARO Director General, the

importer shall send his order or request letter along with one
copy of the permit to the exporter

Section D

Post Entry P rocedures

A rriv a l o f Planting M aterials

e When planting materials arrive, release certificate will be
obtained from the National Seed Industry Agency and the
materials will be collected by the EARO transitors from entry
points such as airport, post office. When encountering problems
in clearing materials, the quarantine officer will be notified
immediately.

5
 • Materials collected from entry points will be sent immediately to
the quarantine officer at Holetta Agricultural Research Center.

• At Holetta Plant Quarantine laboratory careful scrutiny of seeds

and plant samples will be done.

• Cutting and other perishable planting materials should be sent

to the quarantine officer immediately (in less than 24 hours in
possible after release from customs, post officers, etc)

• After laboratory examinations, imported materials will be

dispatched to their respective designated testing sites for further
field evaluation during the active growth stages.

• After frequent field evaluations, materials, which show disease

symptoms, insect damage, or abnormality, will be immediately
discarded. Planting materials found healthy from alien pests,
diseases and weeds will be certified to be harvested and will be
released for further research.

Section E

Field Testing Sites

Several crop species are being handled by EARO because of its

mandate to address the national agricultural problems. Hence to suit
all crop species. The following 6 permanent and 1 temporary field
testing sites were selected by national crop leaders, breeders,
pathologists and center managers under the chairmanship of the
Director General of EARO.

L
1. Ambo
□ Highland maize

2. BAKO
□ Maize/hybrid
□ Forest trees

3. Debre Z eit
□ Durum wheat
□ Chickpea
□ Lentil

4 GINICHI (tem porarily)

a Chickpea
□ Lentil
□ Fenugreek
□ Lathyrus

5 HOLETTA
□ Barley
□ Wheat
□ Tef
□ F ab a b e a n
□ Field pea
□ Tropical fruits
□ Highland oil crops
□ Potato
□ Forage crops

5 JIM A
□ Coffee
□ Spices
□ Tea
7
a Enset
a Tropical fruits

7 WERER
□ Maize(open pollinated)
□ Rice
a Sunflower
□ Caster bean
□ Sesame
□ Groundnut

8 MEKELE
a All cereals
a Cool season food legumes

9 NAZRET
□ Cotton
□ Fruits
□ Vegetables
a Lowland pulses
□ Maize (Mid-altitude)
□ Sorghum
a Finger millet

Section F

Collaborative Quarantine Activities

The quarantine section of EARO provides services to some

agricultural institutions, which have direct or indirect relationship
with EARO. This trend is still existing in a very limited scale due to
physical and human resources limitations. However, institutions,

8
which would like to receive such assistance, must fulfil the
following requirement:

c obtain official authorization of the Director General of EARO

prior to importation of any planting material into Ethiopia;

• follow all EARO's plant quarantine regulations;

® cover expenses involved during the quarantine operation and

provide any special equipment, if required for the operation;

o provide transport as required during tied observation of +;ie

materials.

Section G

Planting Materials to be Used for Graduate Research

EARO researchers who fulfil the requirements to be trained abroad

can take with them planting materials, which can be used for their
graduate research. Nevertheless, this requires authorization in the
following manner:

• trainees may apply to the Director General of EARO for

approval so that they can send or take planting materials for
their graduate research;

® the application letter should indicate clearly the type and nature
of their planting materials to be taken out; and

• after the dispatch of materials is approved by the DDG, the

quarantine officer handles all the necessary clearances, testing

9
 and certification from the Ministry of Agriculture and the
Institute of Biodiversity Conservation and Research .

. Section H

Researchers Obligation

• EARO researchers are expected to adhere strictly to this

quarantine regulations. Violation of any one of the above
regulations will result in serious penalties by the Director
General of EARO.

10
 ETHIOPIAN AGRICULTURAL RESEARCH ORGANIZATION (EARO)
Application for plant importation permit

Name of Applicant: _
Current research post:
Research Center:___

Plant Material Required

Plant species Type of Material (seeds, Amount to be imported (.. i.e., wt, no.)
(Scientific name) cuttings... etc.)

Country of origin: _
Address of supplier:

Type of importation:
Parcel by post □
Air freight □
Hand carried □
Other means□ (Please identify_

Signaiure o f Applicant___________________ Date

Com m ents from the Quarantine Officer

The planting material requested above can be imported subject to the following
conditions of EARO plant quarantine regulations.

1□ 11□ m□ iV□

v□ VI□ vn□ VDIQ K□

Name o f Quarantine Officer__________

Signature___________________________ Date

11
 M in istry o f A gricu ltu re
Application For Phytosanitary Inspection
On Export

Plant Quarantine Division

P.O. Box 62347
Addis Ababa

I _requested that a phytosanitary

inspection should be carried out in view of the export of the consignment described
below:
Descriptior of Consignment

Sender (Name and Address)_________________________________________

Consignee (Name and Address)______________________________________
Number & description of packages____________________________________
Distinguishing marks___________________________________________ ___
Means of conveyance______________________________________________
Point of entry____________ ________________________________________
Approximate date of dispatch________________________________________
Contents of the packages_____ ____________________________________
Type of plant (fruits, seeds, rooted plants etc.)___________________________
Name of plant and varieties:_________________________________________
Botanical name (1 )________________________________________________
Quantity (by variety if necessary)_____________________________________
Origin (2)________________________________________________________
Certification required
General phytosanitary certificate: (3 )______ ___ ________________________
12
 Additional declaration (4)

Treatments requested (4)

P lace_________________________ Date___________
Date and place agreed for the inspection (5)
Signature
Date

Notes: 1. I f requested by the importing country o f deemed useful by the inspector.

2. Place o f production.
3. FAO model unless otherwise stated by the importing country.
4. To be stated by the exporter, with the help o f the inspector in accordance with
the regulations in the importing country.
5. To be stated by the inspector, after agreement with the exporter.

13
 Ministry of Agriculture
Plant Quarantine Division
Plant Importation Permit
Permit no. _
Date issued

Permission is hereby granted to __________________________

(Name and address o f the importer)

to import from______________________________________the following plants
/seeds/ plant parts:

Common name Botanical name Quantity

1. ________________ ____________________ _____
2. _______________ ____________________ ____
3. ______________ __________________ ____
through the port(s) o f___________________ subject to the following conditions
1. Country and place of origin___________ ___ __________________________
2. The consignment is subject to inspection on arrival and if necessary to treatment
of destruction or return to the country of origin, as the case warrants.
3. Plants of plant parts must be entirely free from soil
4. Phytosanitary' certificate from the country of origin together with one of this
permit shall accompany cash consignment.
5. The following materials are prohibited entry as packing material:

14
 6. Additional Declaration:

Note: A/ This permit is validfo r from the late o f issue, but may be canceled at any
time by plant quarantine division,
B/ This permit is drawn up in triplicate: two copies are delivered to the importer
who should send one copy to the supplier

Signature
Name
Position

15
 Application for an Import Permit for Plants
Plant Products and other Articles
To Plant quarantine Division
Ministry or Agriculture
P. O. Box 62347, Addis Ababa

Dale

(State Name and Address)

Occupation____________________________ here by apply to import by (post/air
freight/see freight the port o f_________________________________ the following
plants/ plant products:
Description or Consignment
Common name and weight:__________________________________________
Botanical name:_____________________________________ (use separate sheet
ofpaper if necessary & attach it to thisform)
Country and place of origin:
Number and description of package (1):_________________________________
Name and address of exporter:________________________________________

Purpose of import (2)_______________________________________________

at (3)
Additional information if anv__________________________________________

With best regards

Name________________________
Signature_____________________

1 If it is a plant indicate the species, the type (fruit, seeds, tubers, bulbs, rooted or unrooted, cbudwood.
cuttings etc.) I f other goods, please state the nature.
2 State which one or more o f the following applies: sale private use, consumption, industry, cultivation or
propagation for sale.
1State exact place where the consignment is to be said used or grown.

16