A Regional Council's authorisation lasts three years. Renewal is not automatic: the RC applies, the PGS Secretariat assesses, and PGS-NEC decides. This episode covers the timeline, what the renewal format asks for, and how to plan so authorisation never lapses.
The short version
- Authorisation lasts 3 years; apply at least 90 days before it ends.
- PGS-NEC decides on the Secretariat's recommendation.
- The renewal format asks for 3 years of performance figures.
- Repeated warnings for missed timelines may affect renewal.
The Renewal Rule
Authorisation lasts three years; apply for renewal at least 90 days before it ends.
The RC applies at least 90 days before its validity ends. The PGS Secretariat at the National Centre for Organic and Natural Farming assesses the application and recommends it to the PGS National Executive Committee (PGS-NEC), with the RC's supervision reports for the past three years, its overall performance, and any sanctions imposed.
Renewal is decided by PGS-NEC on the Secretariat's recommendation. It is not granted automatically on the portal.
Missing timelines is a minor sanction for an RC, but multiple warnings may affect renewal.
The Renewal Application: What Format 8.5 Asks For
Most of the format asks for performance figures on the groups, farmers and processors under the RC.
The official guidelines include a Regional Council Renewal format (Format 8.5). Gathering the complete set of ncof rc renewal documents early avoids delays in processing, because most of the format asks for performance figures covering the Local Groups, farmers and processors registered under your council.
Ensure your submission package includes the following required items:
- Staff: numbers in the main office, by role: PGS auditor-cum-data-entry operator, PGS system facilitator, quality manager, training staff and field inspectors.
- Infrastructure: computers, printers, internet, desks, and storage for offline documents.
- Offices and experience: head office and branch office addresses with GPS location, and years of experience in organic management and certification.
- Promotion and training: PGS-India literature prepared in the local language, and the number of trainings run for existing and new Local Groups.
- Physical inspections: how many Local Groups completed a first physical inspection within two years of registration, and the percentage evaluated each year.
- Certification figures: active Local Groups and individual farmers; groups issued and not issued certificates; farmers issued non-compliances; PGS-Green and PGS-Organic certificates generated; processors registered and inspected; livestock registered and certified; samples tested for pesticide residues.
- Attrition: farmers or groups that left or were dropped by the RC, and staff who left, with name and designation.
Preparing these records manually requires substantial operational effort. Reviewing each Local Group file, confirming farmer counts, and compiling physical verification logs takes approximately 15 minutes per group.
For a Regional Council overseeing 20 Local Groups, this task takes 5 hours. For a council supporting 150 Local Groups across multiple districts, manual compilation requires nearly 38 hours of clerical work before submission.
For additional details on field verification entries, refer to our guide on PGS India RC Physical Verification: Portal Entry Guide.
Planning So Authorisation Never Lapses
Work back from the expiry date, and keep acting on group decisions while the renewal is assessed.
- About 6 months before expiry (suggested).Start collecting the figures for the renewal format.
- At least 90 days before expiry.Submit the renewal application.
- While it is assessed.Keep acting on group decisions within 30 days. A decision left longer is auto-approved, and a non-compliance is recorded against the RC.
- On approval.Check the new validity dates on the portal and in your records.
If your authorisation has already expired, contact the PGS-India Secretariat at once, and tell your groups how pending decisions will be handled.
Check yourself
Tap an answer to see whether you are right, and why.
When must an RC apply for renewal?
- On the expiry date
- At least 90 days before expiry
- Within 30 days after expiry
The guidelines require at least 90 days' notice.
Who decides an RC's renewal?
- The portal, automatically
- PGS-NEC, on the Secretariat's recommendation
- The Zonal Council
The Secretariat assesses and recommends; PGS-NEC decides.
Remember these things
- Authorisation lasts three years.
- Apply at least 90 days before expiry.
- Collect three years of figures early.
- Keep deciding within 30 days meanwhile.
Starting the renewal early keeps the RC's work and its groups' certificates uninterrupted. KrushiFlow validates these fields and submits farmer records to the portal in bulk.