I want to vary my product to alter the shelf life/expiry date, in-use shelf life and/or storage conditions

Applications to vary the shelf life details or storage conditions for registered products may be made via:

  • Item 12: No data of a technical nature is required. This type of application is used when risks are equivalent to a registered product not subject to data protection
  • Item 14: Technical modular application. All applications not meeting the requirements of Item 12.

Which application form do you need?

A number of active constituents are defined as “date-controlled”. When formulated into an agricultural product, the concentration of these active constituents may decline over time and any reaction taking place may also result in other toxic compounds. For this reason, products containing these active constituents have a defined shelf life and an expiry date must be included on the product label.

A date-controlled agricultural chemical product is a product containing any of the following active constituents:

  • organisms (including nematodes, bacteria, viruses, algae or protozoa)
  • Bacillus thuringiensis
  • mancozeb
  • zineb
  • diazinon
  • dimethoate.

Is a technical assessment required for my proposed variation?

Most variations of this type are likely to be made as Item 14 applications, as they will require a technical assessment.

For a variation to be processed without a technical assessment (Item 12), the application must only be supported by referencing another registered product (a reference product).

The suitability of a reference product includes the reference product as having:

  • the same active constituent/s at the same concentration/s
  • the other ingredients are the same or perform similar functions
  • the same formulation type
  • the label refers to the same crops, situations and pests
  • the same label claims
  • no limits on use of information apply (or consent has been provided).
Limits on use of information

When using a reference product, where there are limits on use of information on the product which is being referenced, written consent from the authorising party is required.

Application guidance

Specific information on completing this application form is provided below. Once you are familiar with the content you can proceed to ‘Start an application’ at the button below.

Legislation

Framework

The Agricultural and Veterinary Chemicals (Administration) Act establishes the APVMA as an independent statutory authority of the Commonwealth, responsible for the regulation and control of agvet chemicals in Australia up to the point of retail sale. This Act contains all of the internal details of the establishment of and the functions and powers of the APVMA. It also contains provisions controlling the import and export of chemicals.

The Agricultural and Veterinary Chemicals Act contains the constitutional and other legal provisions that enable the Agvet Code to have effect.

The Agricultural and Veterinary Chemicals Code Act, among other things, contains the detailed provisions allowing the APVMA to evaluate, approve or register and review active constituents and agricultural and veterinary chemical products (and their associated labels); and to issue permits and to license the manufacture of chemical products. It also contains provisions for controls to regulate the supply of chemical products; and provisions ensuring compliance with, and for the enforcement of, the code.

The Agricultural and Veterinary Chemicals Code Regulations 1995 prescribe detailed provisions of the Agvet Code.

The Agricultural and Veterinary Chemicals Code (Application Requirements) Instrument 2014 sets out the information that must be contained in, or accompany an, application under the Agvet Code.

Section 6A of the Agricultural and Veterinary Chemicals Code Act states that the APVMA may make guidelines. The APVMA has a number of guidelines which fall under this, for example:

Statutory criteria

In addressing the criteria, the applicant may provide information, or valid scientific argument that might address a specific criterion. The following sections of the Agvet Code provide definitions for meeting the criteria:

An active constituent or chemical product meets the safety criteria if use of the constituent or product, in accordance with any instructions approved, or to be approved, by the APVMA for the constituent or product or contained in an established standard:

a) is not, or would not be, an undue hazard to the safety of people exposed to it during its handling or people using anything containing its residues; and
b) is not, or would not be, likely to have an effect that is harmful to human beings; and
c) is not, or would not be, likely to have an unintended effect that is harmful to animals, plants or things or to the environment.

To satisfy the S5A criteria, the APVMA considers chemistry and manufacture, toxicology (including poison scheduling, residues, work health and safety, environment and target safety).

A chemical product meets the efficacy criteria if use of the product, in accordance with instructions approved, or to be approved, by the APVMA for the product or contained in an established standard, is, or would be, effective according to criteria determined by the APVMA by legislative instrument.

A chemical product meets the trade criteria if use of the product, in accordance with instructions approved, or to be approved, by the APVMA or contained in an established standard, does not, or would not, unduly prejudice trade or commerce between Australia and places outside Australia.

In approving a label for a container for chemical products, the APVMA must be satisfied that the label contains adequate instructions. This allows the APVMA to ensure that the risks of using the agvet chemical product are adequately mitigated through appropriate instructions.

The APVMA’s Agricultural Labelling Code and Veterinary Labelling Code also contain further labelling requirements that ensure a standard layout, eligibility and further help in mitigating the risk of using agvet chemical products when used in accordance with the label instructions.

Varying relevant particulars and conditions

The APVMA must vary the relevant particulars or conditions if it is satisfied application requirements and statutory criteria have been met (Section 29 of the Agvet Code).

Section 20(1)(c) of the Agvet Code defines relevant particulars in relation to the registration of a chemical product as:

  • the distinguishing number
  • any instructions for the use of the product
  • any other particulars prescribed by the regulations.

Other particulars for chemical products prescribed by the regulations are:

(a)  the distinguishing name of the chemical product
(b)  the constituents of the chemical product
(c)  the concentration of each constituent of the chemical product
(d)  if possible, the composition and purity of each active constituent of the chemical product
(da)  the formulation type for the chemical product
(db)  the net contents for the chemical product
(e)  identifying information for the holder of the registration of the chemical product
(g)  the name of each manufacturer of the chemical product
(h)  the address of each site at which the chemical product is manufactured by the manufacturer
(j)  the date of entry of these particulars in the Register of Chemical Products
(k)  identifying information for any nominated agent for the registration.

The Agvet Code defines particulars in relation to approval of a label as:

(i) the name of the person who applied for the approval as the holder of the approval
(ii) the name of any nominated agent for the approval
(iii) the distinguishing number
(iv) the instructions and any particulars that are to be contained on the label
(iva) any other particulars prescribed by the regulations
(v) any conditions of the approval imposed by the APVMA.

Other particulars for labels prescribed by the regulations are:

Regulation 17(1)

a) the appropriate signal words required by the current Poisons Standard
b) the name of the chemical product that is to appear on a label for containers of the chemical product
c) the name of each active constituent of the product
d) the proportion of each active constituent of the product
e) the name of each constituent for the product that is

a. not an active constituent; and
b. classified as a poison in the current Poisons Standard

f) the proportion of each constituent referred to in paragraph (e)
g) the net contents of the product
h) particulars determined by the APVMA CEO under subregulation (2).

Regulation 17(2)

For paragraph 6(2)(c) of the Act, the APVMA CEO may determine additional particulars to be placed on a label for a product.

Regulation 17(3)

a) identifying information for the holder of the approval
b) identifying information for any nominated agent for the approval
c) the distinguishing name of the chemical product that is prescribed under paragraph 16(a) and entered in the Register
d) the distinguishing number of the chemical product that is entered in the Register.

Conditions are:

a) the conditions prescribed by the regulations (whether or not the conditions are prescribed at the time the constituent, product or label is approved or registered); and
b) any conditions imposed on the approval or registration as the APVMA thinks appropriate.

Application requirements

Section 8A of the Agvet Code provides the definition of 'meets the application requirements'.

Parts 2 and 4 of the Agricultural and Veterinary Chemicals Code (Application Requirements) Instrument sets out the information that must be contained in, or accompany an, application under the Agvet Code.

Guidelines

6A of the Agvet Code states that the APVMA may make written guidelines for performing its functions and exercising its powers under this Code.

The APVMA has designed guidelines to help inform the APVMA and applicants as to the modules, data and information that will apply for different types of applications. The guidelines are not the law. The APVMA will have regard to it, but from time to time may depart from it when determining the modules, data and information are necessary for a particular application. The APVMA has a number of guidelines which fall under this, for example:

Applications may be withdrawn

Section 8D of the Agvet Code states that at any time after the application is made and before it is determined, the applicant may withdraw it by giving the APVMA written notice of the withdrawal signed by the applicant.

Timeframe and fees

A technical variation is a modular application type, therefore the fees and timeframe are variable according to the assessments necessary. Legislative timeframes commence once the application has passed preliminary assessment and fees have been paid.

An application for varying a product’s shelf life or storage conditions must satisfy the statutory criteria of safety, efficacy and trade. The following table examines each assessment module and provides an explanation of what modular assessments, levels, timeframe and associated fees are likely to apply to this type of application. Modules 1, 11 and 12 are mandatory modules for this application type. Considerations are necessary for this extension for Modules 2–10.

Module type

Module level*

Timeframe

Fee

1: Preliminary assessment

1.0

Up to 30 days

$710

2: Chemistry

2.3

6 months

$1 580

3: Toxicology

No assessment required as the product is currently registered and relevant health standards have previously been established.

4: Toxicology—Poison scheduling

No assessment required as appropriate scheduling is in place.

5: Residues and trade

No assessment required as there are no changes that would impact on product residue.

6: Work health and safety

No assessment required as the product is currently registered and the rate and method of application is unchanged.

7: Environment

No assessment required as the product is currently registered and the rate and method of application is unchanged.

8: Efficacy and safety

No assessment required as the registered product formulation and directions for use are unchanged.

9: Non-food trade (if applicable)

No assessment required as the product is currently registered and the rate and method of application is unchanged.

10: Special data assessment (if applicable)

10.3

7 months

Nil

11: Finalisation

11.2

2 months

$1 545

12: Limits on use (data protection)

12.0

N/A

$460

Examples

Scenario

Modules

Timeframe

Fee

Scenario 1

Variation to the shelf life (e-label not required)

1, 2.3, 11.2, 12

8 months

12 months (extended assessment period)

$4 295

Scenario 2

Variation to the shelf life (e-label required)

1, 2.3, 11.2, 12

8 months

12 months (extended assessment period)

$4 295

Pre-application assistance

Pre-application assistance is available to give applicants advice on the requirements of an application before submission.

Modules

The APVMA has developed a guideline for module descriptors to provide guidance as to the modules that will apply for different types of applications. The APVMA will have regard to it, but may depart from it, when determining which modules are necessary on a case by case basis. The guideline is not the law.

Module 1: Preliminary assessment

Preliminary assessment is an initial examination of the application for administrative completeness. It is an administrative check that the form and content of the application meet the application requirements. In other words, the outward look of the application and its accompanying information appears to be in order and complete. It is not a completeness check of the technical aspects of your submission.

Applies to all modular application items.

Module 2: Chemistry

The chemistry module includes assessment of the following aspects:

  • the active constituent
  • the formulated chemical product
  • the manufacturing process
  • quality control
  • specifications
  • batch analysis
  • storage stability
  • analytical methods
  • packaging and labelling.

There are general guidelines for chemistry and manufacture of agricultural and veterinary products available and you should consider any of the specific guidelines which relate to your product type.

Chemistry—Level 3

2.3.c A variation to:

(i) extension of shelf life;
(ii) extension of in use shelf life; or
(iii) changes to storage temperatures or conditions; or
(iv) a formulation change.

Module level Module type Timeframe Fee
2.3 Chemistry—Limited assessment 6 months $1 580

Module 10: Special data assessment

This module applies to all applications for registration of a new chemical product or variation of the particulars or conditions of a registered chemical product, which contain active constituents that are new antibiotic substances or which contain genetically modified organisms (GMOs) require a module 10 assessment.

Specifically, you should consider the following guidelines:

b. A product including an assessment of products containing GMOs, requiring a module 10 assessment.

Module level Module type Timeframe Fee
10.3 Genetically modified organism 7 months $Nil

Module 11: Finalisation

This module encompasses administrative steps relating to the finalisation of the application. This can include public consultation, entering the required information into the relevant record or register, and the completion of the technical evaluation and risk assessment report outlining the evaluation of the application.

b. A variation where fewer than three modules between 2.1 to 10.3 apply.

Module level Module type Timeframe Fee
11.2 Finalisation 2 months $1 545

Module 12: Limits on use of information

Module 12 relates to the protection, handling and use of information provided to the APVMA. In general, the APVMA must not use information given to it in connection with one application to assess or make a decision on another application, except in specific circumstances. These circumstances include, but are not limited to, where the applicant has given consent for the information to be shared or in an emergency situation; see CCI Practice Statement. This ‘limited use data’ includes information such as reports, studies and scientific arguments that may or may not include confidential commercial information. The applicant can request the module at the time an application is lodged, but the APVMA may also include it once an assessment of the application is undertaken.

Module level Module type Timeframe Fee
12 Data protection N/A $460

What you need to provide

To meet the application requirements you will need to provide:

  • a completed online application form
  • the application fee plus any amount that is due to the APVMA
  • supporting information to demonstrate the variation will not alter the safety, efficacy or trade risks related to the product
  • an information list
  • consent for use (if any of the information provided is subject to limits on use)
  • e-label (if required).

Completed online application form

First time applicants will need to complete an online services new user access form to access APVMA online services.

If you are unfamiliar with the application process you may wish to consult the guide to completing an online application.

The application fee

You may choose to:

  • pay the total fee on submission or
  • pay the preliminary assessment fee of $710 on submission and the remaining balance once the application has been accepted.

You can choose to pay by credit card, electronic funds transfer or BPAY.

Note: To meet the application requirements you must pay any amount (including an amount in respect of a tax or penalty) that is due and payable by you to the APVMA (including under a law of another jurisdiction or the agvet law).

Supporting information

The application must contain, or be accompanied by, information relevant to the whether the chemical poduct meets the safety and efficacy criteria, but only to the extent that the variation proposed affects whether the product meets the safety, efficacy and trade criteria. Applicants should include an explanation of why they believe supporting information is not required if they choose not to provide it with the application.

Relevant data for module levels—agricultural chemical products sets out the data that may be relvant to particular assessment modules detailed in the Agvet Regulations. This list is not exhaustive and is only intended to provide you with guidance in putting your application together.

  • Chemistry
    Detailed data guidelines for chemistry and manufacture are available in Part 2.

Information list

It is an application requirement that all applications for approval, registration or variation include a short description of each item of information contained in, or accompanying the application—an information list.

Any document (information) submitted with the application constitutes information for the purposes of the information list. This includes supporting information, such as consent for use letters, manufacturer's declarations, MSDS, certificates of analysis, GMP certificates and other such documentation, in addition to the scientific studies or data that may be submitted to specifically address the safety, trade and efficacy criteria.

The online application form contains fields to assist applicants in entering the information required to generate the information list.

Note: Information lists are published, including details of the holders of the information. Applicants should take care not to inadvertently divulge confidential commercial information (CCI) when creating the list.

Electronic label (e-Label)

The APVMA must have regard to certain matters or details in order to satisfy itself that a label meets the labelling criteria and approve the label (sections 5D and 14 of the Agvet Code). Applicants must use the e-label template to submit the label details that the APVMA must take into account.

Introduction to preparing a label and the label approval process provides more detailed information.

Note: In many cases the change will only result in a change to the Conditions of Registration, not the label itself. An application must include an updated e-label for review if changes to shelf-life result in a change to the current relevant label particulars.

Examples

Scenario 1: Variation to the shelf life

Objective

Application is made to extend the current shelf life for an agricultural chemical product containing mancozeb from 18 months to two years.

The applicant has undertaken real-time stability studies demonstrating that the product continues to meet the product specifications after two years in storage.

Application type

This application is considered under a technical variation (Item 14) as evidence is needed to demonstrate that the extended shelf life does not impact the safety (Section 5A), efficacy (Section 5B) and trade (Section 5C) criteria.

No label is required with this application as the change only applies to a condition of label approval.

The following table examines each assessment module and provides an explanation of what modular assessments, levels, timeframe and associated fees are likely to apply to this extension. Modules 1, 11 and 12 are mandatory modules for this application. Considerations are necessary for this extension for Modules 2–10.

Module type

Module level

Timeframe

Fee

1: Preliminary assessment

1.0

Up to 30 days

$710

2: Chemistry

 

A limited chemistry assessment is required to assess the data provided to demonstrate that the product continues to meet the product specifications after two years in storage.

2.3

6 months

$1 580

3: Toxicology

No assessment required as the product is currently registered and relevant health standards have previously been established.

4: Toxicology—Poison scheduling

No assessment required as appropriate scheduling is already in place.

5: Residues and trade

No assessment required as there are no changes that would change residues.

6: Work health and safety

No assessment required as the product is currently registered and the rate and method of application is unchanged.

7: Environment

No assessment required as the product is currently registered and the rate, method and timing of application is unchanged.

8: Efficacy and safety

No assessment required as the registered product formulation and use pattern are unchanged.

9: Non-food trade

No assessment required as there are no changes to product risks to non-food trade.

10: Special data

No assessment required as neither the product nor the target crop contain any GMOs.

11: Finalisation

11.2

2 months

$1 545

12: Limits on use (data protection)

12.0

N/A

$460

Total

8 months

$4 295

Scenario 2: Variation to the shelf life from a change in storage conditions

Objective

An application is made to extend the current shelf life for an agricultural chemical product containing Bacillus thuringiensis from 12 months to two years. The current label includes the statement that the product “not be exposed to extremes of temperature”.

The applicant has undertaken real-time stability studies at 20°C which demonstrates that the product continues to meet the product specifications after two years in storage if stored at 20°C.

Application type

This application is considered under a technical variation (Item 14) as evidence is needed to demonstrate that the extended shelf life and new storage conditions do not impact the safety (Section 5A), efficacy (Section 5B) and trade (Section 5C) criteria.

An amended label is required with this application as the directions regarding the storage of the product (to be stored at 20°C) are to be changed.

The following table examines each assessment module and provides an explanation of what modular assessments, levels, timeframe and associated fees are likely to apply to this extension. Modules 1, 11 and 12 are mandatory modules for this application.

Module type

Module level

Timeframe

Fee

1: Preliminary assessment

1.0

Up to 30 days

$710

2: Chemistry

A limited chemistry assessment is required to assess the data which is provided to demonstrate that the product continues to meet the product specifications after two years in storage at 20°C

2.3

6 months

$1 580

3: Toxicology

No assessment required as the product is currently registered and relevant health standards have previously been established

4: Toxicology—Poison scheduling

No assessment required as appropriate scheduling is already in place

5: Residues and trade

No assessment required as there are no changes that would change residue

6: Work health and safety

No assessment required as the product is currently registered and the rate and method of application are unchanged

7: Environment

No assessment required as the product is currently registered and the rate, method and timing of application are unchanged

8: Efficacy and safety

No assessment required as the registered product formulation and use pattern are unchanged and the infectivity of the formulation after two years in storage will be assessed under the chemistry module

9: Non-food trade

No assessment required as there are no changes to product risks to non-food trade

10: Special data

No assessment required as neither the product nor the crop contain any GMOs

11: Finalisation

11.2

2 months

$1 545

12: Limits on use (data protection)

12.0

N/A

$460

Total

8 months

$4 295

Start an application

If you want to vary the shelf life/expiry date, in-use shelf life and/or storage conditions of your product and a technical assessment (Item 14) is required:

You will be redirected to online services to log in.