Defining Organizational Structure with Clear Roles & Responsibilities

Aligned with SQF Code Edition 9 – System Element 2.1.3

Requirement Overview

SQF Code Edition 9, System Element 2.1.3 states:

“The organizational structure shall be defined, documented, and communicated to ensure clear understanding of roles and responsibilities for implementing and maintaining the SQF System.”

A documented and communicated structure ensures accountability and consistency across all food safety activities.

Note: This article is intended for educational use only. Food Safety Systems is not affiliated with or endorsed by the Safe Quality Food Institute (SQFI). Visit www.sqfi.com for official guidance.

Key Compliance Objectives

To meet compliance with SQF System Element 2.1.3, an organization must:

  • ✓ Establish a formal organizational chart

    ✓ Define and document job roles related to food safety

    ✓ Assign backup personnel for critical positions

    ✓ Ensure roles and responsibilities are clearly communicated

Step-by-Step Implementation Guide

1. Develop the Organizational Structure

  • Requirements:

    • • An up-to-date organizational chart that shows:

      • - Reporting lines and leadership

        - Food safety-critical positions

        - Assigned backup personnel
    Evidence to Maintain:

    • • Version-controlled org chart

      • Document showing senior management approval

2. Define Key Food Safety Responsibilities

  • Critical Roles Include:

    • • SQF Practitioner

      • HACCP Team Leader

      • Quality Assurance Manager

      • Sanitation Lead

      • Allergen Control Coordinator

    Best Practices:

    • • Maintain signed job descriptions

      • Use a matrix (e.g., RACI) to map responsibilities

    Evidence to Maintain:

    • • Role descriptions with responsibility scopes

      • Assignment confirmation records

3. Establish Delegation and Backup Plans

  • Recommended Actions:

    • • Assign trained alternates for all key positions

      • Clarify authority levels and decision-making roles

      • Integrate backup plans into training and scheduling

    Evidence to Maintain:

    • • Backup assignment logs

      • Cross-training records

      • Succession planning documents

4. Communicate and Reinforce the Structure

  • Implementation Methods:

    • • Post org charts in strategic facility locations

      • Include in onboarding programs

      • Conduct annual refresher sessions

    Evidence to Maintain:

    • • Employee sign-off sheets or digital acknowledgments

      • Training attendance logs

      • Intranet or LMS postings

Common Audit Findings & Recommended Fixes

Audit Issue Recommended Fix
No documented org structure Create a chart using org chart builder tools
Undefined food safety roles Develop and issue detailed job descriptions
Lack of assigned backups Document succession and delegation plans
Employees unaware of their roles Conduct training with quizzes or acknowledgment forms

Auditor’s Checklist for SQF Code 2.1.3

Auditors may request:

  • • A current organizational chart with food safety roles highlighted

    • Signed job descriptions for key staff

    • Records of backup or alternate personnel

    • Training logs verifying that staff know their responsibilities

    • Interviews to confirm understanding and communication

Organizational Structure Implementation Roadmap

Map Your Structure

  • ✓ Build or update an org chart with reporting lines

    ✓ Highlight food safety-critical roles

Define and Document Responsibilities

  • ✓ Assign job descriptions with accountability scopes

    ✓ Review and approve through senior leadership

Establish Backup Personnel

  • ✓ Assign alternates and record training

    ✓ Include authority levels and escalation protocols

Communicate and Maintain

  • ✓ Display org charts in common areas

    ✓ Provide annual refreshers and updates

Why This Matters?

A clearly defined organizational structure is essential to:

  • ✓ Ensure food safety accountability

    ✓ Maintain consistency during staff transitions

    ✓ Demonstrate management's leadership and commitment

    ✓ Minimize audit risks and system breakdowns

Need Help Defining Your Organizational Structure?

Food Safety Systems provides:

  • ✓ Editable org chart templates

    ✓ Regulatory-compliant job description libraries

    ✓ Succession and delegation planning tools

    ✓ Internal communication and training support

GET STARTED NOW

This document is for internal training and compliance use only. It is not affiliated with or endorsed by the Safe Quality Food Institute (SQFI).

Please refer to www.sqfi.com for official certification requirements.