A Regional Council registers Local Groups and approves their certification decisions. Becoming one is a formal authorisation under Chapter 3 of the official guidelines, and obligations start the day it is granted. This episode covers eligibility, the application, the path to authorisation, and the first six months.
The short version
- At least 2 years' proven record in organic management and certification.
- Authorisation lasts 3 years; renewal is applied for 90 days before expiry.
- Within 6 months, register at least 10 groups with at least 100 farmers.
- No conflict of interest, such as trading in inputs or produce.
Who Is Eligible
A legally registered agency with no conflict of interest, two years' record, trained staff, local language and systems.
The applicant agency must be legally registered under the relevant state or central acts (government departments count as legal entities), and must meet these conditions:
| Requirement | What the guidelines ask for |
|---|---|
| No conflict of interest | No project management under government organic/natural farming schemes, and no trade in agricultural inputs or farm produce. Not-for-profit organisations mobilising organic farmers are exempt — provided they are not managing organic projects under a government scheme. |
| Track record | The agency, or most of its staff, must have a proven record in organic management and certification systems for at least two years. |
| Staff experience | Documented knowledge of organic guarantee or certification systems, or at least two years supporting third-party certification, ICS management or PGS. |
| Minimum manpower | One experienced PGS system facilitator and one PGS auditor-cum-data entry operator to start — increasing as the number of groups grows. |
| Local language | At least one member able to read, write and speak the local language of the area. |
| Systems | An office, working staff, adequate infrastructure and digital support, and documented quality and operational manuals with formats and checklists. |
| Finances | Financial resources to operate as a Regional Council. |
Off-farm processing and handling certification needs an extra authorisation. NPOP-accredited certification bodies already accredited for food processing and handling may be considered without a competence assessment; other RCs need proven competence, trained staff and their own procedures, assessed by the PGS Secretariat.
What Goes in the Application
An online application with manuals, procedures, staff records, a no-conflict declaration, accounts and the fee.
The application is made in the prescribed format on the PGS-India portal, with a hard copy sent to the PGS-India Secretariat, along with:
- Registration certificate showing legal status (government agencies submit the competent authority's order instead).
- Quality manual and operating manual.
- Standard operating procedures for running the PGS-India programme, with checklists and formats.
- Experience certificates showing competence.
- Staff list with biodata, experience certificates and training records.
- A declaration of no conflict of interest, independence and impartiality — by the agency and by each individual.
- A financial balance sheet.
- The prescribed application fee, as set by the NEC from time to time — non-refundable.
Separate applications are needed for each type of authorisation: farm certification (groups and individuals), food processing and handling, and large traditional or default organic areas.
From Application to Authorisation
Screening within 60 days, a competence assessment, closure of findings, then the NEC's decision.
on the portal"] --> B["Secretariat screens
within 60 days"] B -->|"Info missing"| C["Supply it within
30 days"] C -->|"Not supplied"| X["Rejected,
fee forfeited"] C --> D B -->|"Complete"| D["Competence
assessment"] D --> E["Close non-compliances
within 30 days"] E --> F["NEC decides"] F --> G["Authorised for
3 years"]
The competence assessment is done by an evaluation team constituted by the PGS Secretariat, and covers a physical inspection of the premises, a document audit, a check of minimum infrastructure and staff, and a witness audit.
After Authorisation: The Clock Starts
Within six months, 10 groups and 100 farmers; inactivity leads to suspension, then cancellation.
Within six months of authorisation, the RC must register at least 10 PGS groups with at least 100 farmers and be doing regular certification work on the PGS-India website. Six months of inaction leads to suspension of authorisation; twelve months leads to cancellation.
RCs are also subject to supervision and audits — announced or unannounced — at least once a year by the Evaluation and Assessment Committee, Zonal Council or PGS Secretariat. Renewal for a further three years requires an application at least 90 days before the validity end date; the Secretariat's recommendation to the NEC takes into account supervision reports from the past three years, overall performance and any sanctions imposed.
Where the RC sits in the wider structure is covered in Who Runs PGS-India.
Check yourself
Tap an answer to see whether you are right, and why.
How many groups must a new RC register within 6 months?
- At least 5
- At least 10, with 100 farmers
- At least 50
Six months of inaction leads to suspension.
How early must an RC apply for renewal?
- 30 days before expiry
- 90 days before expiry
- After expiry
The Secretariat then recommends to the NEC.
Remember these things
- Two years' record, no conflict of interest.
- A full application with manuals.
- Authorisation for 3 years.
- 10 groups and 100 farmers in 6 months.
Meeting the first-six-months target is what turns authorisation into a working RC. KrushiFlow validates these fields and submits farmer records to the portal in bulk.