A scientific authorisation can only be used to import or receive the material specified in Annex 1 of the authorisation. To import material not included in Annex 1, an application to amend an authorisation must be made to APHA CIT. Material must be accompanied by a valid Letter of Authority (LoA) during import, a PHI10 during internal movements within E&W and whatever documents are required by the importing National Plant Protection Organisation (NPPO) if being exported or moved outside of E&W.
General requirements when importing, moving or exporting specified material
Packaging
All material moved under a scientific authorisation should be contained in three layers of packaging, at least one of which should be shatter proof. It is the authorisation holder’s responsibility to ensure that all specified material they send or receive is packaged appropriately.
Transit
Specified material must be conveyed directly from the place of landing, or from the approved quarantine station/confinement facility in E&W providing the material is covered by the scientific authorisation. Consignments of specified material must not be opened anywhere other than in the approved facilities specified on the authorisation.
Inspection
All specified material must be available for inspection by the local inspector. The inspector will be permitted to inspect the conditions under which the material is being held and where necessary to take samples of the material, or any organism associated with it (e.g. invertebrates), for scientific examination by Fera diagnosticians.
For plant authorisations the authorisation holder must inform their local inspector on the first working day after new material has been imported and the plant material should be kept in isolation until inspected by the inspector.
Containment
Material imported under authorisation can only be opened, handled and stored in quarantine stations/confinement facilities which have been inspected and approved by the local inspector for that purpose. Details of the approved facilities are included in the main body of the authorisation and on the LoA.
Importing specified material
The LoA is a document that accompanies consignments of specified material being imported under a scientific authorisation. This document looks similar in layout to a phytosanitary certificate. The LoA should be available to inspect, fixed to the outside of any packaging used for a scientific authorisation consignment shipment. Specified material imported via luggage should travel with an appropriate LoA but does not need to be presented at the red customs channel.
Letters of Authority are automatically issued at the end of December and are valid for the following calendar year or as appropriate if the scientific authorisation is issued for a defined period of less than one year.
From Scotland and Northern Ireland
The authorisation holder should send a copy of their LoA to the intended supplier of the material. The LoA should be endorsed by the NPPO of the country where the material originates and then accompany the material to the authorised recipient. If in addition a LoA from the exporting country is accompanying the package this will also need to be endorsed by APHA CIT.
The LoA must be attached to the outside of the package/s containing the specified material during transit, and each individual consignment must be accompanied by its own endorsed copy of the LoA. It is also advisable for copies of the LoA to be included within packages as well.
From all other countries including EU member states and the Channel Islands
A copy of the LoA must be sent to the person supplying the material and must accompany the material during import. There may be a requirement for this LoA to be endorsed by the NPPO of the country the material is being sent from. It is the responsibility of the authorisation holder to check this requirement. If in addition a LoA from the exporting country is accompanying the package, there is no longer a requirement for this to be endorsed by APHA CIT.
The LoA must be attached to the outside of the package/s containing the specified material, and each individual consignment must be accompanied by its own copy of the LoA. It is also advisable for copies of the LoA to be included within packages as well.
Movement of specified material within England and Wales
Sending material to approved quarantine stations/confinement facilities within E&W
Material covered by a scientific authorisation may be sent to other persons or organisations within E&W who hold an appropriate authorisation, provided written agreement has first been obtained from APHA CIT. Applicants should complete a PHI10 form and return it to APHA CIT. The approval will be valid for 12 months (provided the recipients scientific authorisation does not expire or change within that time) after which a new approval request will need to be submitted.
Obtaining material from outbreak sites
In order to move material from an outbreak site which is under notice to an authorised quarantine station/confinement facility requires:
- the notice to permit such movement and
- the recipient of the material being in possession of an appropriate scientific authorisation to hold and work with the specified material in question.
Exporting specified material
To countries within the European Union, Liechtenstein, Switzerland, Scotland, Northern Ireland and the Channel Islands:
Authorisation holders wishing to send specified material to recipients within the EU, Liechtenstein, Switzerland, Scotland, Northern Ireland and the Channel Islands should send a copy of their LoA to the intended recipient. This should be sent to their NPPO to be endorsed. If the recipient sends a copy of their LoA this should be sent to APHA CIT to be endorsed. The endorsed LoA should then be returned to the authorisation holder and must be attached to the consignment/s before dispatch.
Note: In E&W Defra issues scientific authorisations for both listed and unlisted organisms whereas many other EU member states only require authorisations for organisms which are specifically listed in EU plant health legislation. In cases when an authorisation holder in E&W wishes to send unlisted organisms covered by their authorisation to another member state but have been informed by the intended recipient that an authorisation is not required, confirmation should be obtained from the NPPO of the importing country before material is sent.
To countries outside the European Union:
Sending material to third countries falls outside of the scope of the plant health scientific authorisation system in E&W.
It is assumed that compliance with the third countries plant health import regulations will apply, and it is the responsibility of the person sending the material to ensure compliance with such regulations. In some cases APHA CIT or planthealthinfo@apha.gov.uk may be able to provide advice or assistance in regards to identifying or meeting such regulations.
Back to Scientific authorisations guidance for authorisation holders and applicants