| Step by Step Instructions |
1. Mechanics of Operation
2. Sending the Material
3. Seed Sending Instructions
4. What will happen on arrival of your material?
5. Logistics for collaborators visiting the site?
6. Fee-for-service
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7. Step List and forms for sending material to Ethiopia
8. Step List and forms for sending material to Kenya |
I. Mechanics of Operation
The three institutes, Kenya Agricultural Research Institute (KARI), Ethiopian Institute of Agricultural Research (EIAR) and the International Maize and Wheat Improvement Centre (CIMMYT) work very closely with the national and international collaborators, stakeholders and donors for stem rust screening of wheat and barley germplasm. |
- For all screening needs, liaise with International Focal Point (IFP) who will consult with National focal points (NFP) in Kenya (KARI) and Ethiopia (EIAR). The contact details are given below:
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- Contact three months in advance of each season using Screening Request Form (SRF-K for Kenya and SRF-E for Ethiopia) to ensure that your material is accommodated as iterations may be necessary to fit demand to resources. Do Not ship seeds or request import permits without explicit agreement and instructions, and response to your screening request. Shipment sent without prior approval will not be considered.
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II. Sending the Material
Deadlines |
- The screening facilities of East-Africa cater two cycles per year so meeting sowing dates is crucial and we request you to strictly adhere to deadlines. Material received after the season-specified deadline given below will be sown in the next season. For each season, all material must reach the respective country by the following deadlines:
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- Main season (Kenya 1 May; Ethiopia 1 May)
- Off season (Kenya 15 October; Ethiopia 30 November)
IF MATERIAL IS ‘WINTER TYPE’ SEND ONE MONTH IN ADVANCE TO DEADLINE
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- If all paper work is in place, it takes about one week for clearance, once shipment reaches the respective country. Plan accordingly so that the shipment is cleared before deadline.
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| Import Permit |
- All material entering into Kenya and Ethiopia must be accompanied by valid import permit. Import permits for authorized materials will be organized and sent to the collaborators on request by e-mail; the original copy will be retained by KARI or EIAR because it is needed to carry out the clearance procedure. To obtain an import permit contact wanyera@plantprotection.co.ke for Kenya and Bedada_g@yahoo.com for Ethiopia with a copy to dav.singh@cgiar.org
- An ordinary seed import permit normally takes about one week to be granted. The permit remains valid for six months after it is issued. Once the import permit is granted, a copy will be sent to the exporting co-operator. Instructions outlining proper importation procedures must be followed strictly to ensure successful importation.
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III. Seed Sending Instructions
In order to accelerate seed clearing process from customs and quarantine of Kenya and Ethiopia, follow the steps below: |
- The seed shipment must be properly and tightly packed along with the original clearance documents (plus a copy). The seed envelopes should be numbered and arranged in a sequence. Dispatch to the following address:
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- Kenya: Dr Ruth Wanyera
Kenya Agricultural Research Institute (KARI)
National Plant Breeding Research Centre
PO Box Private Bag
Njoro 20107
Kenya
- Ethiopia: Dr Girma Bedada
Kulumsa Agricultural Research Center (KARC)
Ethiopian Institute of Agricultural Research (EIAR)
PO Box 2003
Addis Ababa
Ethiopia
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- The seed shipment must be accompanied by the following documents:
- A copy of a Seed Import Permit granted by the Kenyan or Ethiopian Government that we sent to you previously.
- An International Phytosanitary Certificate issued by authorities in the country of origin, including a description of the fungicide seed treatments used, if any.
- A Certificate of Origin on your institution letterhead page.
- The Sender’s Complete Address
- List of Material along with pedigrees.
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| These ORIGINAL documents (plus a copy) must be put INSIDE the box with the seed. Do not stick them outside the box, as occasionally they get lost and thus we insist that the documents be placed inside the box. If the shipment has more than one box, please clearly mark the box containing documents. |
- Send the shipment and documents with the most convenient express courier or air company; we strongly suggest that you do not use mail postal services.
- When you dispatch the shipment, you are requested to communicate the Airway Bill Number (AWB) and Seed Dispatch Form (SDF-K for Kenya and SDF-E for Ethiopia) to dav.singh@cigar.org with a copy to wanyera@plantprotection.co.ke (Kenya) and Bedada_g@yahoo.com (Ethiopia). At this point, we request that you send a complete list of material including pedigrees (a must), cross information and any additional relevant passport information in an excel (xls) file via e-mail.
- Winter wheat should be marked clearly as ‘winter’ in the list so that they can be separated out for vernalization. If they are not marked ‘winter’, they will be planted under spring category and this means no data for you and waste of resources for us.
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IV. What will happen on Arrival of your Material?
On customs and quarantine clearance of your material, it will be brought to the research testing sites of Kenya or Ethiopia and may be further subjected to seed health checks to prevent the spread of exotic pests and diseases that may arrive in seed imported from outside East-Africa to the testing stations. After final clearance, and if material reaches before the deadline, it will be stored and planted for the requested season.
For field lay-out, rust development, races used, inoculation procedures, vernalization procedures, field management, and data recording consult dav.singh@cgiar.org directly. Once the data is collected and recorded, we will deliver it to you by e-mail and also post it on the net. If you have concerns for sharing your data, please advice us before hand. |
| V. Logistics for Collaborators Visiting the Site |
- If you are intending to visit your material, we will help you with the logistics of your travel. For invitation letters to facilitate visas, accommodation and transport needs, please contact dav.singh@cgiar.org (Kenya) and Bedada_g@yahoo.com (Ethiopia). Be advised that you are wholly responsible for all travel costs incurred, including transportation, meals and accommodation while in Kenya or Ethiopia.
- If you visit screening site at KARI or EIAR, you are required to sign a form stating that you will comply with the rust control protocols of the respective institute. You are required to follow the bio-security protocols provided to you before visiting field. For more information visit www.rustopedia.org/resources/biosecurity
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VI. Fee-for-Service
Almost all developing country programs and International Agricultural Research Centres are currently exempted from fee. However, a fee may be applicable to certain industrialized country programs and private companies. Please check with the International Focal Point (Dr Davinder Singh Tel. +254 7142 46907 email: dav.singh@cgiar.org), to determine whether you are exempted or not and if not exempted, what sort of fee is involved and services included. |
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