Getting Certified as a Farm

1. Sign-up for Certification

Note: Before continuing with the Certification Application, make sure the organization setup tasks have been completed, such as registering in MyRA and providing your organization’s basic information. For more information on these tasks, you can view the guide for “MyRA User & Organization Management”.

Once your organization is setup by the Administrator, you will notice the Certification tile is now “Unlocked”. You can begin your certification journey by clicking on the arrow icon on the “Certification” tile under the “Recommended Services" section in the Dashboard.

Note: If the certification tile still appears locked as per below image, make sure you complete the pre-requisite steps by following the “Getting Started with MyRA for All Users

1.1 Accepting Certification Terms & Conditions

Before you begin the certification process, you will be prompted to review and accept the Terms & Conditions of engaging with the Certification and its process.

The agreement must be accepted to proceed with any certification-related services.

1. Rainforest Alliance Terms & Conditions for Farms

These Terms and Conditions define your farm’s relationship with the Rainforest Alliance Certification Program.

They outline what’s expected from you to achieve and maintain certification, including:

• Registering your farm and completing audits

• Using the Rainforest Alliance Seal and making sustainability claims

• Managing traceability, royalties, and data sharing

You can read a copy of the Rainforest Alliance Terms & Conditions here.

1.2 The Rainforest Alliance Certification Dashboard

Your Certification Dashboard is designed to guide you step by step through the entire certification journey.

Each tile represents a specific task or set of requirements you will need to complete along the way. Tiles include short descriptions to help you understand what’s expected and what actions to take.

This guide will walk you through each step, so you can move forward with clarity and confidence.

Knowledge Hub

The first tile on your dashboard is labelled “Knowledge Hub.”

Use this to access all manuals, guides, and support materials, including the one you’re reading now. It’s your go-to source for reliable, up-to-date information on both the certification process and how to use Rainforest Alliance platforms effectively.

Registration

Below the Knowledge Hub tile, you will find the various tiles where your input is required, starting with the “Registration” group of tiles.

This section may look familiar as it mirrors the information provided before when setting up the organization in MyRA. In fact, clicking on these tiles will take you to the same data entered during the Certification pre-requisite steps.

Here, your task is to review and verify that all information relating to the organization structure and sites is accurate. If anything has changed or needs correcting, now is the time to update it.

Follow the steps in this guide to confirm your registration information and proceed with certification.

2. Register for Certification

To register for the Rainforest Alliance Certification, you are required to provide some foundational information about your organization. On your MyRA dashboard, look for the tiles labelled “Organization Structure” and “Sites”. These areas were complete by your Administrator to unlock the ability to sign up for Certification.

Review the information contained in these sections to ensure accuracy and then complete the outstanding section regarding “Farms” and the information pertaining to the sites of your Farm.

Follow the steps described below to complete the registration for Certification.

2.1 Review Your Organization Structure

As part of the initial registration in MyRA, the Administrator already completed the basic organization setup.

Now, as you register for certification, you will need to review and confirm that this information is still accurate and make any updates if your organization’s details have changed. If no changes are required, you can simply leave as it is and proceed.

This ensures your certification scope is aligned with your actual organizational setup and that your Certification Body receives accurate data.

You will walk through the following sections completed in the setup, including:

Organization Details

Confirm or update your organization’s legal information:

• Name of the organization

• Legal name of the Organization (used in official documentation)

• National ID (if applicable)

• Phone number

• Website URL (optional)

Once updated, click “Next.”

Visiting Address

Provide the actual address of your main office or headquarters.

This will be used for general contact and administrative purposes.

Billing Contact

Enter your billing contact’s details and address.

If it is the same as your visiting address, simply click “Copy Visiting Address” to populate the fields automatically.

Organization Functions

Choose the function(s) that apply to your organization.

You may select more than one if relevant:

• Farm Organization

• Supply Chain Organization

• Retailer

• Design Agency

This helps tailor your MyRA experience and determine how you interact with Rainforest Alliance services.

If you are unsure which category applies to your organization, refer to the “Key Users Involved in Certification” guide for more information.

2.2 Review and Confirm Sites

The next step is to confirm the sites associated with your certification.

Click on the “Sites” tile.

This will open a list of all sites specified under your organization.

You can:

• Edit each site individually by clicking on its name

• Add new sites by clicking the “+ Add Site” button in the top right corner of the page

As part of the foundational setup the company administrator would have listed at least one site related to the Farm. Make sure that all site information is correct and up to date before continuing.

What is a Site?

In the Rainforest Alliance system, a site refers to an actual location related to the farming operations where certification-related activities take place.

This could include:

• A farm headquarters or office

• A collection centre or warehouse

• A processing or packing facility

• Any location where management, storage, or operational control over certified products occurs

Every certified organization must have at least one site, and one of them must be marked as the Central Management Location (CML). This is the site responsible for overseeing and managing the certification process.

Note: You will be able to update details like the site address, crop types, related activities (e.g. farming, processing, trading), and traceability level during the Certification process.

2.3 Providing Farm Information

Note: This step of providing Farm information is not mandatory at this point. If you have the necessary information and data available you can complete this step now, if you need more time to gather and prepare this data you can return at a later stage and proceed to the application phase for now.

An essential step in preparing your certificate application is providing your farm information in the platform. This contributes to the data contained in the Certification Application Form and allows the certification body to understand the scope of your operation to provide an accurate quote.

In the Certification Dashboard click on the “Farms” tile.

From the next screen there are two ways to add farms to your organization profile, and the method you choose depends on the structure and how many farms make up your organization.

1. Add Farms Manually, recommended for:

• Organizations with a single farm

• Multi-farm setups with only a few farms to register

2. Import Farm Data Using the GMR (Group Member Registry) Template needs to be used for:

• Smallholder setups or farm groups

• Organizations managing many farms at once

Below we will walk through both methods, proceed to the method appropriate to you and skip the one not applicable.

2.3.1 Adding Farms Manually

This method is recommended for:

• Organizations with a single farm  

• Multi-farm setups with only a few farms to register

To add a Farm, Click “+Add Farm” button to open the farm creation screen below.

Complete the mandatory fields under each heading:

• General Info

• Employment Info

• Operator/Manager Info

Note: In Brazil and Turkey, the National ID is mandatory.

Click “Save” to create the farm in the system. It will now appear in the Farm section of your Certification Dashboard. If you have a few more farms to add you may repeat the process to add them.

You can click on the 3 dots to the right of each farm and edit the info for each or delete the farm if it is no longer part of the certification.

2.3.2 Crop Information

A Crop refers to the specific agricultural product grown on a farm - such as cocoa, coffee, tea, or banana. When you register a farm in the platform, you need to list all the crops grown on that farm that is applicable to certification.

To do this click “View/Edit” and you will see the Tabs relating to each section at the top of the page.

Click the “Crops” tab and then “Add Crop” button.

Choose a crop from the dropdown list, then select the variety.

Enter the required values of the crop as required in the pop-up window:

• Crop area (ha)

• Estimated harvest (kg)

• Previous harvest (kg)

• Volume delivered (kg)

Click “Save Crop”.

Repeat the process for the number of crops applicable to the farm.

2.3.3 Farm Units

A Farm Unit is a piece of continuous land with defined boundaries that is part of a farm. A farm can include both agricultural and non-agricultural farm units.

Farm units may include certified crops, other crops, building facilities, conservation areas, etc. Within the boundaries of a farm unit there may be features such as natural vegetation, water bodies among others.

Adding farm units helps the Rainforest Alliance better understand the structure of your farm, ensure geolocation accuracy, and carry out a more targeted audit.

Add the Units by opening the relevant farm and navigating to the “Units” tab, from there click “+Add farm unit” button.

2.3.4 Import Data Using the GMR (Group Member Registry) Template

If you’re managing a group of farms, using the GMR template is more efficient.

To import farm data using this template, navigate to the “Import GMR” tab in the left panel.

Then, click “Download GMR Template” to get the Excel file.

Note: This file will download in the language that you have set in MyRA.

Once the file is downloaded you can open the file in Excel on your computer. Start with the tabs along the bottom of the sheet from left to right starting with Cover page.

GMR Cover page

• Purpose: Provides general context and identifies the file as the official Rainforest Alliance GMR template.

• What to do: No action needed. This is for reference only.

Guidance

• Purpose: Offers detailed instructions for filling out the GMR. It explains each column’s purpose, expected data types, and formatting requirements.

• What to do: Read this tab before entering any data. It will help ensure correct formatting and avoid errors during upload.

Hint: Click any column heading in the sheet to see instructions on what information to provide in the cells.

GMR 1. Farm Information

• Purpose: Captures general information about each farm.

• What to do: For every farm you want to register, fill in the required fields such as:

  • Farm ID

  • Group Member Name

  • Country

  • Contact details

  • Legal identification

  • Farm size, etc.

  • This tab is essential to uniquely identify each farm in your group.

GMR 2. Certified crop

• Purpose: Lists the crops grown on each registered farm.

• What to do: For each farm, provide:

  • Crop name

  • Crop Variety

  • Area planted

  • Estimated and previous harvest quantities

  • Volume delivered

• This data links specific crops to the farms entered in the previous tab.

GMR 3. Farm unit

• Purpose: Details of the units within each farm.

• What to do: Add a row for each farm unit and include:

  • Unit ID (identifier)

  • Associated Farm ID (from Tab 1. Farm Information)

  • Area (ha)

  • GPS coordinates (latitude and longitude) - minimum of 4 decimals and a maximum of 8 decimals are required

• This supports location accuracy and is especially useful for audit planning.

• Ensure the coordinates are in WGS84 - EPSG: 4326 format.

GMR 4. Dashboard

• Purpose: Displays an auto-generated summary of the data you have entered, and any issues flagged.

• What to do: Review this tab after filling in your data. It helps you catch missing fields or format errors before uploading to the platform.

Fill out the required fields in the file for all farms, crops and units relevant for certification.

Once complete, save the file on your computer and return to the “Import GMR” tab.

Click “Browse File” and upload your GMR or simply drag and drop it into the square.

Next, you need to ensure the correct language of the file is specified using the drop-down list.

To proceed with the import, click the “Load” Button to import the data.

The system will now check and validate accuracy of the data imported via the Excel document.

2.3.5 GMR Validation process and data interpretation

After uploading your GMR, you may encounter one of several outcomes.

If your file has issues:

• You will see a pop up telling you to review your data and errors inside the Validation summary at the top of the page.

• Affected rows will be marked with a red warning on the left.

• Specific cells with errors will be highlighted in red on the right indicating what the error is.

Common Errors with GMR Upload

Some errors are easy to fix once you know what to look for.

The most common issues include:

• Farm unit ID not being unique

• Wrong farm type

• Wrong gender term

• Same coordinates for different farm units

Ensure your coordinates minimum of 4 decimals and a maximum of 8 decimals

Farm Information such as names and areas must correspond with the Farm Crops and Farm Units information

Check your coordinates carefully before uploading to avoid these common issues.

How to Fix GMR Errors

• Click a red cell to view an explanation of the issue.

• Select a correct value from the dropdown or enter the accepted format.

• You can apply a correction to all matching errors at once by checking the box.

When all errors are resolved, the warning will disappear, and you will see a green status.

You can now click “Submit Data” to complete the upload.  

Once the import is complete, you can click the “View farms” button and you will be able to view all the uploaded farms in the platform.

2.3.6 How to Upload Your Geodata (Polygons)

Note: This step is not mandatory at this point. If you have the polygon data available you can complete this step now, if you need more time to gather and prepare this data you can return at a later stage when preparing for the Certification.

After providing your Farm Information including Crop and Unit data in the “Farm Unit Overview” screen in the platform, you will notice a column labelled “Polygon Status” for each farm.

Right now, this will say “Not Uploaded”.

In the steps below, we will guide you through how to upload the correct polygon file to update this status.

To meet certification requirements, each farm must have submitted geospatial data in the form of a polygon.

A Polygon is a geographic boundary that encloses an area representing a farm/farm unit. Such polygons can be mapped and coded with essential data about the farm (referred to as attributes), such as farm ID, farm area (hectares), production area, crop, owner, certification status.

This spatial data helps ensure transparency and traceability in your certification journey. It also allows the Certification Body to better assess your operation and plan the audit.

This section will help you understand what a polygon is, what it is needed for and how to submit it.

What is a Polygon and How to Create the Required File

To meet Rainforest Alliance certification requirements, you need to create a polygon file that shows the boundary of each farm or farm unit.  

This area needs to correspond to the real area of the farm units. This shape needs to match the area and location details that you already provided in the platform previously.

Creating a polygon file requires mapping the farm area digitally and exporting it in a compatible file format.

The platform accepts these polygons in the form of files with the following extensions only .json, .geojson, .kml, .kmz.

Geojson Basic Requirements:

1. File Format

   • Must be a valid UTF-8 encoded .json or .geojson file.

   • The top-level object must be a JSON object ({ }), not an array.

   • CRS should be WGS 84 (EPSG:4326) only

2. Type Property

   • Every file must include a "type" member.

   • Accepted values: "Feature", "Feature Collection", "Polygon", "Multi Polygon", "Geometry Collection".

   • Do not use "Line String" or "MultiLine String", as these cause polygon errors in the Certification and Farm Intelligence (CFI) system.

3. Geometry Object

   • Must include "type" and "coordinates".

   • Coordinates format: [longitude, latitude].

   • Longitude range: -180 to 180

   • Latitude range: -90 to 90

   • Tip: The first and last coordinate must be identical to close the polygon shape.

Sample .geojson file:

Note: It is important to note that inside the polygon file the naming of each polygon is case-sensitive and must match the Farm Unit ID(s) exactly as provided in the Farm Unit Information area.

Recommended Practices for Creating Polygons

• Use "Feature Collection" for multiple farm units

• Use "Geometry Collection" only when necessary

• Add relevant attributes (for example, Farm Unit ID, name) in "properties"

• Use clear and consistent naming

Need Help Creating the File?

If you have technical experience and feel comfortable attempting it yourself, there are free tools such as the ones listed further below.

If you’re unfamiliar with mapping tools, we recommend you:

• Ask someone with GIS or mapping experience to assist you

• Reach out to a field officer or technical support team in your organization

• Or reach out to Customer Success at customersuccess@ra.org to find out who your Rainforest Alliance representative is for advice. They cannot create the file for you but can provide guidance and advice.

Free Tools You Can Use to Create a Polygon File

You don’t need expensive software to create a polygon. Several free tools are available online where you can draw your farm on a map and export the data. Here are two simple options:

1. Google Earth Web

• Go to: https://earth.google.com/web/

• Use the “Projects” tool to draw a polygon over your farm location.

• After drawing, export the file by clicking the three-dot menu > Export as KML.

• Save the file to your computer for upload.

• Explainer Manual: Create a KML file with Google Earth

1. Geojson.io

• Go to: https://geojson.io

• Use the map to draw your farm area using the polygon tool.

• Once you’re done, click Save > GeoJSON and download the file.

• Explainer Video: How to create a GeoJSON file using geojson.io

Final Steps to Complete Your Polygon Upload

Once you have your appropriate polygon file saved on your computer, follow these steps to complete the upload:

1. Return to the Geodata KML/JSON tab under the Farms tile in the Rainforest Alliance Certification dashboard

2. Click Browse File, select your polygon file, then click Import

3. Wait for confirmation - if successful, the Polygon Status will change to “Pass” and you can move on to the next section for completing your Risk Assessment if you get a failure read the section below to resolve.

What to Do if the Polygon Data Status Fails?

If your polygon upload fails, you will see an error screen like the one below. This screen highlights the issues found in your file.

Common Errors Uploading Polygons

These typically occur due to one or both of the following reasons:

• The polygon name does not match the Farm Unit ID (name) or the location specified in previous steps

• File formatting issues or unsupported structure in the polygon file – refer to the example in the section “What is a Polygon and How to Create the Required File”

To resolve these errors you should first, double-check the Farm data in the Rainforest Alliance Certification platform. Make sure the number of farms and their units are correct.

If your farm data is correct in MyRA, review the polygon file itself. Look for any inconsistencies in naming, coordinates or format.

If needed, re-create the polygon using a mapping tool (like Google Earth or Geojson.io), then export it again in the correct format.

Once you have done this re-upload the corrected file in the Geodata KML/JSON tab as before.

If you are still experiencing issues, you can reach out to customer success at customersuccess@ra.org for assistance.

Note: Customer Success can help identify the issue the platform is giving you and help you with MyRA features but they cannot assist with creating to Polygon files using external platforms.

Your Certificate registration has now been complete at this stage, and you can proceed.  

3. Certificate Application for Farms

Now that your organization is registered and the foundation setup is in place, it’s time to prepare for your certificate application. This stage bridges the groundwork the administrator has laid and the next step of engaging with a Certification Body.

In the following sections, we will guide you through each step to complete the application.

3.1 Confirming the Certification Scope

Before a Certification Body can issue a quote or plan your audit, they need to understand the scope of your certification. The certification scope refers the set of activities, processes, actors, and products that are covered under the certificate of a Certificate Holder.

Follow these steps to confirm your scope:

Step1 - Access the Certification Scope

From your Rainforest Alliance dashboard, scroll to the “Application” section and click on the tile labelled “Complete Certification Scope”.

You may be prompted to re-enter your MyRA credentials (your registered email and password).

After logging in, you will be redirected to the Rainforest Alliance Certification Platform, this is your primary portal for submitting data to the Certification Body.

Most of the information inside this platform will already be pre-filled from your previous setup steps in MyRA.

Step 2- Complete the Certification Scope Questionnaire

Once inside the Rainforest Alliance Certification Platform, locate the “Certification Preparation” section under the welcome banner and click on the “Certification Scope.”

You will be presented with a questionnaire, pre-populated with the data you provided during organization and site setup.

What to do:

• Review each section carefully

• Answer any questions that have not been pre-filled by clicking on the correct answer, an example of this is the “First Buyer” question below

• Do not change any of the data, if anything needs correcting, please return to the relevant section in MyRA and update the info there and re-submit, then come back here to confirm.

• Click “Submit” once you have confirmed everything is accurate

You will then be taken to the “End of Self-Assessment" page where you can:

• Add comments or clarifications for the Certification Body

• Check the box confirming the information is truthful

• Click “Submit” again to finalize

Processing Note

Once submitted, the “Certification Scope” line item will disappear from the Certification Preparation section of your RACP dashboard.

This is expected as it means the data is being processed. It may take a few minutes before the system updates on your progress.

At this stage, your certification scope is considered confirmed, and your information will be captured and stored for the quoting and audit planning process.

3.2 View and Download Requirements

After you submit your Certification Scope, the platform will automatically generate a customized list of requirements that must be completed as part of your Certification Application Form (CAF).

These requirements are based on the information you provided and reflect what your organization must fulfil to meet the Sustainable Agriculture Standards 1.4.

How to Access Your Requirements:

1. In the Rainforest Alliance Certification Platform, open the main menu

2. Click on “My Requirements” (located just below the “Auditee Portal” option)

3. You will see a list of all applicable requirements for your certification process

You may be asked to choose the Certification Service that corresponds with the type of certification you are applying for, you can do this at the top of the page in the drop down.

Once selected, the screen will update to show a list of requirements tailored to your certification type and scope.

Export and Review

After reviewing your list of requirements, click the export option to download a copy.

We recommend keeping this document as a reference as you move through the final steps of your application.

3.3 Completing and Submitting the Certification Application Form (CAF)

Once you have submitted your Indicator Data, the next step is to complete the Certification Application Form (CAF). This form consolidates all your organization’s information into a structured summary for the Certification Body to review and use during the quotation and audit planning process.

Step 1: Access the CAF

• Log back into MyRA with your credentials and click on the “Certification” tile

• Once inside the Certification page, click on the “Fill in Certification Application Form” tile to access the Rainforest Alliance Certification Platform (RACP) again

• From the RACP Dashboard, locate the “Certification Preparation” section

• Click directly on the row titled “Certification Application Form”

Step 2: Complete the Application Form

You will now be directed to a questionnaire that looks similar to the Certification Scope.

• Scroll through the questionnaire to review fields

• On the right-hand side, complete the “responses” section to ensure that all required details have been provided

• When ready, click “Save and Validate”

If any errors exist such as missing responses, you will receive a red warning notifying you of the error.

If all information is entered correctly, you will see a green confirmation message that everything is in order.

Then click “Submit” to finalize your application.

Step 3: Download Your CAF Document

After submitting, return to your RACP Dashboard and go to the “Documents” menu.

There, you will find a downloadable PDF titled “Rainforest Alliance Certification Application”, this document compiles all the information you have submitted and will be helpful during the quotation phase with Certification Bodies.

4. Contracting with a Certification Body

With the preparation tasks and assessments completed, most of your required information has now been submitted through the Rainforest Alliance systems. The next step is to begin the contracting process with a Certification Body, who will be responsible for conducting your audit and issuing your certificate.

While the platform centralizes your data and helps manage the overall workflow, some parts of the contracting process occur outside of the platform, directly between your organization and the Certification Body.

We will guide you through each step and clearly indicate which actions take place within the system and which ones require direct contact and coordination with your Certification Body.

Note: At any point in this process, you can re-gain access to the Rainforest Alliance Certification Platform by returning to MyRA dashboard and clicking the Complete Certification Scope tile.

4.1 Getting a Quote from an Authorized Certification Body

Note: This phase is done outside of the platform. Once you have engaged a Certification Body and you have signed off a contract, you will return to the platform to confirm the contract (handshake) and proceed with your audit.

At the bottom of the CAF document, you will see a list of authorized Certification Bodies based on your region and certification scope.

You can now:

• Review your CAF document downloaded to your computer from RACP

• Reach out directly via email to the Certification Body of your choice providing them with the CAF document

• Request a quotation based on your submitted application

Once you have obtained a quotation from one or more Certification Bodies you may review them and proceed to contracting with the one that best suits your needs.

Note: After contracting is complete, Certificate Holders may only be transferred from one Certification Body to another in between certification cycles i.e. this transfer can only happen once every 3 years.

4.2 Confirm the Contract with a Certification Body (Handshake)

Once you have signed a contract with your preferred Certification Body outside the platform, the next step is to register this agreement inside the Platform. This process is called the Handshake.

The handshake is a critical step that signifies the start of the contract between you and the Certification Body.

4.2.1 Handshake

Here is what happens during and after the handshake is completed:

1. Initiation by the Certificate Holder

   • You are responsible for initiating the handshake in the RACP. This grants your selected Certification Body access to your organization’s profile, including your submitted application and indicator data.

2. Access for the Certification Body

   • Once the handshake is initiated, the Certification Body can begin reviewing data provided by you for the audit.

3. Audit Preparation

   • With access to your profile, the Certification Body can prepare thoroughly for your audit, using accurate data and documentation provided through the platform.

4.2.2 How to Initiate the Handshake

Follow these steps to initiate the handshake from within the platform:

1. Log into MyRA and navigate to the “Certification” tile. Click the button to open the Certification overview page and then click either the scope tile or Certification Application Form tile to access RACP.

2. You will land on the RACP dashboard. At the top of the screen, click on the “Contracts” menu.

3. In the Sustainable Agriculture Standard tab, click the page icon to open a new contract form.

4. In the pop-up form:

   • Click the person icon in the Certification Body field and select the body you have contracted with

• • Ensure the correct service is specified on the next page. (If the incorrect service is listed, you should reach out to Customer Success at customersuccess@ra.org, as this might also mean that the requirements are incorrect in your scope)

  • Enter the year of audit, Contract start date (date on which the contract was signed and entered with the certification body, and Contract end date of the service period (exactly 3 years after the start date)

  • Click “Save and Close” at the top of the page to complete the step

Note: Its crucial you select the correct Certification Body in the above steps because once selected the Certification Body cannot be changed unless you put in an official request with the Certification Body. More information about changing Certification Bodies can be found in the Certification Rules for Farms.

The Certification Body will now be able to access your data in RACP. They will continue the process of preparing for the audit, the first step for them to prepare is known as the Audit Order, once this has been created this is regarded as your handshake being complete.

The contract signed with the Certification Body will have a minimum duration of three years, which corresponds to the length of the certification cycle.

You can read more about the relationship between you and the Certification Body in the Certification Rules for Farms. Certificate Holders may only be transferred from one Certification Body to another in between certification cycles, this means transfer may happen once every 3 years.

Note: In some countries (such as Ghana), Rainforest Alliance staff may pre-assign a Certification Body to your profile. You will still need to initiate the handshake yourself to confirm the contract.

5. Preparation for Audit

To proceed with the audit, you need to enter key details about your farms. This includes information such as crop type and variety, farm size, location, geodata, and more.

This data helps define the scope of your operation that will be audited and included in the certification.

In the following sections, we will guide you through each step to prepare for the audit.

5.1 Reporting Your Indicator Data

Indicator Data is a structured set of information that reflects how your farm operations and organization align with the requirements of the Rainforest Alliance Sustainable Agriculture Standard and is crucial for the Certification Body to execute the audit.

You will complete your Indicator Data directly in the Rainforest Alliance Certification Platform (RACP). Much of the information will already be pre-filled based on what you submitted in earlier steps (e.g., during registration and scope confirmation). Your task is to review, complete, and submit the dataset.

5.1.1 Using FieldEntry (optional)

For Farm groups that do not have visibility of all their Farm data, The Rainforest Alliance has introduced a tool – FieldEntry - to help farm groups meet the indicator data reporting requirement.

The tool has two components: KOBO and FieldEntry web App. The components are designed to work together, making it easier for farm groups to collect data at group members level, aggregate and report indicator data in the Rainforest Alliance Certification Platform (RACP).

For information on how to use this tool please refer to this manual.

5.1.2 Completing the Indicator Data Questionnaire

Step 1: Access the Certification Platform

• Log in to MyRA with your credentials and click on the Certification tile

• On the Certification page, click the “Complete Certification Scope” tile. This will take you into the Rainforest Alliance Certification Platform (RACP).

Step 2: Generate and Open the Questionnaire

• From the top navigation bar, go to the Identifiers section.

• Click the Excel export icon on the right to generate an export.

• Open the file and inside you will find a link, copy the Link shown and paste it into your browser.

Step 3: Start the Questionnaire

• Click Start under the General tab to begin.

• The questionnaire status will change to In Progress.

Step 4: Complete the Questionnaire

• Click the “Next” button to begin filling out the questionnaire

• Work through each question carefully and provide the required responses

• Work through the pages clicking “next” to proceed through all of them

• At any point if you need to return to the previous page click “Previous” button

• On the final page once the answers are provided, the “Next” button is inactive and you can only press “Complete”

• Once complete you will return to the main Indicator dashboard where you will see the status of the questionnaire updated to “Complete” and any other Farm Questionnaires will be visible

Note: if you click “Complete” at any point and you have outstanding items it will highlight them in red.

Step 5: Repeat if Needed

• If your organization has multiple questionnaires (depending on your setup), repeat the same process for each Farm.

Step 6: Submit for Review

• After all questionnaires are completed, press Request to Review to submit your indicator data for evaluation.

• You can view a summary of all data provided below the Farm Questionnaires.

Once the Indicator Data is submitted the data becomes visible to the Certification Body to validate your application and initiate the audit planning process.

5.1.3 How to correct the Questionnaire

If the Certification Body requires any adjustments or corrections, they will communicate this to you.

The Certification body will open the Questionnaire again for editing, you will need to go back into the relevant Questionnaire using the steps above and correct the data.

5.1.4 Download your indicator data report

You can download a PDF document of the data provided by clicking the “download PDF” button on the top right. This can be used for referral when offline or not at your computer.

A high-level overview of the process can be seen below.

5.2 Providing Farm Information

In order for the Certification Body to perform the audit they need to understand the number and structure of the farms that make up your organization.

This is done by providing them with Farm Information in MyRA.

If this was not done previously in section 2.3 of this manual, then now is the time to complete this information. Please refer to this section above to complete the steps for providing your Farm Information.

5.3 Completing Your Risk Assessment

The Risk Assessment is a systematic process to identify and analyze the issues that could impact compliance with the requirements of the Rainforest Alliance Standards and reaching the expected sustainability outcomes. The Rainforest Alliance has developed a Risk Assessment Tool to support this analysis.

This tool is linked with global Geographic Information Systems (GIS) that checks your farm’s location data that was provided in the previous steps for early signs of sustainability risks specifically, deforestation and encroachment into protected areas.

Each farm unit will receive a rating of Low, Medium, or High risk for both categories above.

This assessment plays a critical role early in your certification process. It helps detect any high-risk locations before an audit is scheduled.

The risk assessment uses the geolocation points and polygon files you uploaded during audit preparation. It also checks that each farm unit:

• Is located on land

• Is within the country included in your certification scope

• Does not overlap with other farm units

EUDR Validation

Along with the Risk Assessment the system also does a check for EUDR validation. Which is a check for coordinates decimals and farms bigger than or equal to 4ha should have a polygon data uploaded.

When the risk assessment is completed successfully the EUDR validation results appears as well. This Validation is related to requirements EUDR1 and EUDR2 as per below image.

Note: for more information about EUDR and the requirements for Farms please refer to this document in the Rainforest Alliance Knowledge Hub.

5.3.1 How to Find the Risk Assessment

You have two methods of accessing the Risk Assessment page described below.

Option 1: In the Farms Page

1. Go to the Certification dashboard.

2. Open the Farms tile.

3. Click the Risk Assessment tab in the left panel of the screen.

Option 2: In the Certification Dashboard

1. From the Certification dashboard, scroll down to the Preparation section.

2. Click Risk Assessment tile.

5.3.2 Syncing Crops for EUDR Validation

There is a button beside the "Start risk assessment" which says "Sync crops for EUDR".

If you would like to/are required to opt-in for EUDR validation, you can synchronize the crops from the farm to the farm unit.

There are 3 possible methods for syncing this data.

Method 1:

Sync crops for EUDR is by using the button shown next to the “Start Risk Assessment” button, and it will be enabled if you have Cocoa or Coffee as a crop.

Method 2:

To sync these crops is using a similar button labelled “Copy crops to Farm units” in the Farms tab.

Method 3:

If you click on the Farm and go into the Farm Unit Overview page, click the button on the top right that says “Sync crops to farm units”

5.3.3 Running the Risk Assessment

1. In the Risk Assessment window, click Start Risk Assessment.

2. A pop-up will confirm the assessment has started. Close this message.

3. The status will update to In Progress.

The system will begin analyzing your farm data.

Once complete (this usually takes about 10 minutes), the status will change, and results will be shown.

5.3.4 Understanding the Risk Assessment Results

For each farm unit, you will see the following areas assessed:

• Overlap Check – Pass/Fail

• On Land Check – Pass/Fail

• In Country Check – Pass/Fail

• Deforestation Risk – High / Medium / Low

• Protected Area Risk – High / Medium / Low

If the results are successful, the platform will display a summary confirming this.

If there are issues, you will see details for each failure, and you can read further below to learn how to resolve these.

5.3.5 Reviewing and Fixing Issues with Risk Assessment

To view results:

• Scroll down on the same page where you started the Risk Assessment.

• Results will be listed per farm unit, showing what passed and what failed.

  • Invalid Geometry Errors – Pass/Fail

    • Overlap Check

    • Self-intersections

    • Short Segments

  • On Land Check – Pass/Fail

  • In Country Check – Pass/Fail

If any checks fail:

• Review and correct the data in your Farm Crop/Unit data or your polygon file.

• Make sure your coordinates, polygon shapes, and farm boundaries are accurate and match the earlier data you submitted.

• Once corrections are made, re-upload the updated data and run the risk assessment again.

When all issues are resolved, your risk assessment will pass, and you will be ready for the next step in your certification journey.

Your information will now be visible to the Certification Body in RACP – there is no need to download it.

6. Audit and Certification Process

6.1 Accepting an Audit Plan

After you have signed a contract with a Certification Body and they have reviewed your information, they will prepare an audit plan.
This plan explains how they will carry out your audit and will be sent to you directly (not through the platform).

The plan contains the following information:

• Planned dates for the audit

• The planned audit duration

• Activities for the duration

• Sampled farms or sites

You will need to:

• Review the plan carefully

• Either approve it or talk to the Certification Body if you need any changes

Once you both agree on the plan, the Certification Body will go ahead with the audit.

Note: All Communication around audit planning happens outside the platform, directly between you and the Certification Body.

6.2 Process and Closure of Non-conformities

At this point in your audit process, the Certification Body has completed the audit to check if your organization meets the Rainforest Alliance standards you chose.

If they found any areas where your organization did not fully comply, you will need to:

1. Explain what actions you will take to resolve the non-conformities

   1. The rules outline all the steps that you must follow to address non-conformities identified during an audit. Please refer to page 64, clause 4.2.10.

2. Share how you plan to prevent them from happening again.

The Certification Body will review your proposed corrective actions to see if they are sufficient. They also require that you provide evidence to prove that the non-conformities have been resolved once action has been taken.

You need to submit both your action plans and any supporting evidence through the RACP platform.

To submit corrective actions, follow the steps below.

Step 1- Log into the RACP Platform

Log into the RACP platform.

• On your dashboard, go to the “Findings” section. In this section, you will see the audit report/findings generated by the auditor after your audit. It details areas of conformities and non-conformities identified during the audit.

• Double-click the finding you associated with your audit. This will open the detailed view of the report.

Step 2- Review the Audit Findings

Read through the report. At each control point where your organization was not in compliance, you are expected to provide input. Present the same information mentioned in the certification rules (page 64) to ensure consistency of information related to root cause analysis, correction and corrective action:

• Root Cause Analysis: Here you provide the underlying reason why the non-conformity occurred. It goes beyond the immediate issue to identify the systemic or process-level failure that allowed the problem to happen.

• Correction: Here you provide the immediate action you will take to fix the non-conformity and bring the situation back into compliance

• Corrective Action: Here you provide a long-term solution that addresses the root cause to prevent recurrence of the non-conformity

See the sections in the image below:

Step 3- Attach necessary documentation or evidence

The platform allows for the attachment of documents to be shared with Certification Bodies. For example: to provide proof of correction for a non-conformity, you can attach various types of supporting documents or images that demonstrate the issue has been addressed. These attachments help Certification Bodies verify that the correction has been effectively implemented.

• Use the "Files” tab to upload the files you want to attach to the findings

Step 4- Submit Corrective Action

Once you have provided all necessary information, you need to submit it to your Certification Body.

• This is done by selecting the option of “submit corrective action” from the dropdown panel at the top right-hand corner of your screen as illustrated in the picture above and click on the “Execute” button.

You will notice when you go back to your RCAP dashboard that the finding you reviewed has disappeared. It will now be available to your Certification Body for review.

The Certification Body may request any necessary additional information to ensure the non-conformity is resolved. Only after all non-conformities are closed will the Certification body make a certification decision.

6.3 View My Certificate

This section will show you how to quickly access and review your certification through the platform. Whether you need to check your certificate’s status, confirm key dates, or download a copy for sharing, this guide will walk you through the steps to find everything you need in one place.

Follow these simple steps to view and download your certificate:

• Log in to your MyRA platform using your usual credentials.

• Once you're on your dashboard, look for the section “Recommend Services”

• Click on the “Certification” tile, this will take you to your certification details.

• A new window will open, this takes you to the Rainforest Certification platform (RACP).

• Once you are on your certification dashboard, simply scroll down until you see the “Certificates” section.

• In the “Certificates” section, find the certificate you want to download.

• Click the Download button, it is the first icon in the row, marked with a medal symbol.

• Your certificate will be downloaded directly to your device as a PDF.

Note: Your certificate includes a QR code. You can scan it with a mobile device to quickly view your certificate on another screen, perfect for sharing or quick reference!

7. Certificate Scope Extensions

A scope extension is an official update to your valid Rainforest Alliance certificate that reflects significant changes in your operations—such as adding new farms, crops, sites, or increasing certified volume. It ensures your certification remains accurate, trustworthy, and compliant with Rainforest Alliance standards.

7.1 Understanding Certification Scope Extensions

Below are certain aspects to Certificate Scope Extensions that you as a Single farm, multi farm or farm group or Farm Group need to understand.

7.1.1 What is a scope extension?

A scope extension is a formal update to your certification that reflects changes in your organization’s operations. It allows you to add new elements such as more volume, additional farms or sites, new crops, activities, or traceability levels to your existing certificate before it expires.

7.1.2 Why and When is an Extension required?

You must request a scope extension if you:

• Increase certified volume, area, or group members

• Add a new crop, site, or processing activity

• Change your traceability level (e.g., from Mass Balance to Identity Preserved)

These changes must be updated in MyRA and may require an extension audit depending on the risk and scale of change.

7.1.3 Who initiates the Extension?

You as the Farm Certificate Holder are responsible for initiating a scope extension.

When your operations change, such as adding volume, farms, or crops, you must do the following:

Step 1: Notify your Certification Body (CB)        

Let them know you plan to extend your scope. This is essential for coordination and

determining whether an extension audit is needed.

Step 2: Update your details in MyRA and Certification Scope in RACP

• Follow the relative steps explained in the “Register for Certification” section in the manual above for providing the necessary extension details for example - volumes, farm or crop Information in MyRA.

• Follow the relative steps explained in the “Confirming the Certification Scope” section to update the scope form in RACP.

Step 3: Ensure the Certification Body receives the Updated Scope

Ensure all relevant changes are reflected in the scope.

If the Certification body needs to perform an extension audit based on the changes they will then create and Audit order and engage the same way as you did for the initial Certification Surveillance Audit.

If no audit is necessary, CB will grant the extension to the certificate in the platform and you will be notified via email upon receiving the updated certificate.

7.2 Extension Options for Farms and Audit Triggers

For in depth knowledge on Extensions, kindly refer to the Auditing Rules for Farms and the Certification Rules for Farms.

8. Request Certification Body Transfer

A Certification Body transfer means moving your certification oversight from one authorized Certification Body to another. This process ensures that your certification remains valid and recognized, while changing the organization responsible for your audits and compliance monitoring.

For Certification Body transfers please refer to the Certification Rules for Farms for more details and to maintain the integrity of your certification. It is important to initiate the process correctly and communicate clearly with your new Certification Body.