Prepare documentation and processes for pre-sowing notifications. Before sowing certified hemp seed, ensure you are ready to provide the Chief Executive with at least 28 days’ notice containing the specific elements listed in reg 7(1)(c). That means having firm decisions on the type of industrial hemp product to be produced, the variety and source of seed, the exact premises and GPS coordinates of the intended cultivation area, and any other information the Chief Executive requests. Keep templates aligned with the Chief Executive’s required form and manner (reg 7(5)) so notices meet the statutory format.
Adopt seed sourcing and labelling protocols. If using certified hemp seed, obtain test documentation showing the plant that produced the seed was analysed as the Chief Executive requires and that the seed will typically produce plants with THC in leaves and flowering heads not more than 0.5 per cent (reg 4). For each batch or lot of seed stored, attach labels stating the variety, that the plant which produced the seed had THC not more than 1 per cent, and, if applicable, that the seed is certified for the purposes of the Act (reg 7(1)(e); reg 7(3)(c); reg 7(4)(b)). Maintain provenance files linking lab test results to batch labels.
Implement monitoring and rapid-remediation procedures. Design operational procedures to identify and destroy plants outside cultivation areas, volunteer plants after harvest, and flowering heads and seeds from failed crops within seven days of discovery or harvest (reg 7(1)(f)-(i)). This requires regular field inspections, a log of detections, and contracts with labour providers or contractors who can attend rapidly to destruction tasks. Document destruction actions with dated records and photographs to evidence compliance.
Set up reporting and record-keeping systems mapped to statutory timeframes. Create an internal calendar and records system for the 28-day reports (sowing, failure, harvest, supply) and annual reports where applicable (processors and seed holders) (reg 7(1)(l), (m); reg 7(3)(i); reg 7(4)(f)). Because the Chief Executive determines the form and manner of reports (reg 7(5)), register to receive or check the Chief Executive’s reporting templates and submission channels. Keep copies of all submissions and confirmations of receipt.
Vet and manage personnel in line with notification and suitability duties. Implement recruitment checks and suitability assessments that align with the licensing suitability provisions and the definition of drug related offence (reg 5; reg 6; reg 7(1)(q)). Maintain an employee register with the full name, date of birth, residential address and position for all current employees and ensure the licence renewal application contains these particulars (reg 8). Notify the Chief Executive within 14 days of any new employee commencing (reg 7(1)(r); reg 7(3)(g); reg 7(4)(i)).
Manage supply chain compliance and customer verification. Before supplying viable industrial hemp seed to a person within the State, verify that the recipient holds a licence under the Act (reg 7(1)(k); reg 7(3)(d); reg 7(4)(c)). Require buyers to provide licence details and retain supplier-customer contracts that include representations and warranties on licenced status. Record transporter identity and details for supply reports (reg 7(1)(m)(i)(G) and (ii)(G)).
Design transport protocols and documents. Ensure transport packaging and vehicles are secure against theft and spillage and that every consignment is accompanied by the required notice stating the material was cultivated, processed or supplied pursuant to a licence under the Act (reg 7(1)(n); reg 7(3)(h); reg 7(4)(e)). Implement chain-of-custody documents for movements and instruct transport contractors on statutory notice obligations, insurance and incident reporting.
Budget for laboratory and contingency costs. Expect to bear the cost of testing when a sample or specimen is submitted to a laboratory or place approved by the Chief Executive (reg 11). Maintain a contingency budget for potential cost recovery claims if the Chief Executive incurs costs dealing with seized material and seeks recovery as a debt (reg 12(4)). Keep financial records that clearly link testing and seizure-related expenditures to the licence.
Procure approved laboratories and understand testing standards. Because certification depends on testing "in a manner that the Chief Executive thinks fit" (reg 4) and because samples may need to be submitted to laboratories or places approved by the Chief Executive (reg 11), identify and confirm laboratories approved by the Chief Executive. Retain copies of testing protocols and accreditations and keep documentation that demonstrates tests were performed according to the Chief Executive’s expectations.
Prepare for inspection and seizure procedures. Keep immediate access to records, labels, batch files, maps with GPS coordinates, employee lists and destruction records. When inspectors seize documents, samples or material the inspector must give a seizure receipt and make a written record (reg 10(1)-(3); reg 12(1)). If a seizure occurs, ensure you obtain and preserve the seizure receipt and a copy of any seized document where practicable. If the inspector cannot give a receipt immediately, monitor mail and premises for a posted receipt (reg 10(2)). Treat seizure receipts and records as the start of any administrative or legal process.
Maintain a current Industrial Hemp Register feed and data compliance. Because the Industrial Hemp Register content is determined by the Chief Executive (reg 13(1)) and may be administered by contractors (reg 13(2)(b)), maintain up-to-date records from your side so submissions to the register can be made timely and accurately. Be prepared to respond to requests from the register administrator and seek contractual protections where third-party contractors access your data.
Set up internal protocols for immediate notifications. Put in place a protocol for immediate reporting to the Chief Executive if the licence holder or an associate is convicted of a drug related offence, if there is a change in key executive roles, or of any unauthorised interference or theft (reg 7(1)(p); reg 7(3)(e); reg 7(4)(g)). Define who qualifies as an associate in your governance documents and create an escalation path so notifications can be made promptly.
Use written agreements for surrendered material scenarios. If suspension or cancellation occurs and surrendered material is to be dealt with, the regulations allow the Chief Executive to enter agreements with the licence holder or other persons to deal with surrendered material (reg 9(g)). Where surrender is contemplated, negotiate written terms that preserve evidentiary and valuation positions and, where possible, seek to limit exposure to cost recovery claims.
Engage early with the Chief Executive on discretionary matters. Because the Chief Executive has discretion over fee waivers (reg 14), the form of reports (reg 7(5)), testing methods for certification (reg 4), and approvals of laboratories and storage places (reg 11; reg 12(2)), seek early administrative engagement to obtain approvals, confirm report formats and understand any expected standards. Maintain a written record of any approvals or advice given by the Chief Executive to reduce later disputes.
Document quality assurance and traceability. Implement a documented chain-of-custody and inventory system that ties seed batches, lab test results, GPS-specified fields, harvest amounts and supply records together. That documentation will be essential for meeting 28-day reporting requirements, for responding to inspections and seizures, and for defending commercial disputes or administrative challenges.
Review and update compliance systems periodically. Because the regulations are recent and the Chief Executive's practices may evolve, periodically review your compliance processes against the Chief Executive’s current published guidance, approved laboratories list and reporting templates. Track amendments to the regulations and to related administrative instruments regularly to avoid lapses caused by changed forms or new approvals.