Passport Requirements

All animals already registered with the Society should, by now, be in possession of a DEFRA approved Passport. The final deadline for this was 28^th February, 2005. Although this deadline has long passed, the Society is still able to issue Passports to the owners of animals who have not as yet complied with the requirement.

DEFRA rules require that the colour and markings forms must be completed by a Veterinary Surgeon or Competent Authority, unless the animal has been micro-chipped. The Society will also accept colour and marking forms completed by the following for animals owned by them.

IMPORTANT MEMBERS CANNOT FILL IN SILHOUETTE FORMS FOR ANY OTHER INDIVIDUALS

1. owners/breeders who have had a prefix registered prior to 1^st February, 2004 (members and Non-members)

2. current members of the Society

3. owners of the animal, who are not members of the Society, PROVIDED that silhouette form is accompanied by a photo-copy of a DEFRA approved diagram form completed and signed by a Veterinary Surgeon.

4. owner/breeder who has been approved by another PIO authority to complete silhouette forms - written proof of approval to be supplied to the Society’s Office.

The Society will still retain the right to return colour and marking forms if they are not of the standard required and request that these be completed by a Veterinary Surgeon. The breeder concerned will then be taken off the list of those deemed to be competent to complete forms

IMPORTANT ANNOUNCEMENT – RESCINDING OF PASSPORTS DEADLINE 31^ST DECEMBER, 2006
The Society has, in agreement with DEFRA, been able to rescind non-pedigree Passports for those owners who wished to have a Society Passport for animals that had originally been passported by non-pedigree PIOs, Please note that this window of opportunity will be closing on the 31^st December, 2006. After this date it will not be possible for the Society to issue re-placement Passports for other PIO Passports.

TRANSFERS OF OWNERSHIP
Where a transfer of ownership is also required at the same time as up-grading the Passport, please add a further £10.00 to cover the transfer fee. Please ensure that the previous owner has signed the transfer to your name showing the date of sale. The buyer/purchaser is responsible under DEFRA rules to ensure that the Passport is correctly up-dated within 30 days of purchase.

FOALS
DEFRA have agreed that foals must be issued with a Passport before 31^st December in the year of birth or within six months of being born, whichever comes first. Foals at foot can accompany their dams to the stallion without a Passport and for showing purposes.For selling purposes, all foals must be in possession of a Passport – there is no alternative to this – all foals sold, whether they are foals at foot or weaned MUST BE in possession of a Passport to enter any Sale.

DEADLINE FOR SALES
Our current average turn around time for registrations is approximately 4-6 weeks, providing that there are no problems with the application (eg signatures missing, incorrectly filled in forms, incorrect fees sent, etc.) Please note that should you require your Passport for selling purposes the application forms for registration must be submitted at least 4 weeks prior to the Sale/Show and perhaps a little longer during the busy Autumn Sales period.

When submitting your application forms please confirm, in writing, the name and date of the relevant sale.

ADDITIONAL NOTE RE ENCLOSURES
When submitting documents please do not enclose Vaccination cards, JMB Certificates (JMB Certificate is not recognised as am approved PIO Passport) or any other documentation. All the Society requires is the colour and marking (silhouette) form and the original registration certificate (or gelding form if re-entering from a stallion to a gelding) plus, if applicable, copy of an additional silhouette form signed by a Vet as outlined above.

The Society will only accept colour and marking forms supplied by this Society as these are specifically designed to be scanned on to the computer system and to fit into Society Passports. Please do not submit any other format as these will be returned as being incompatible with our system.

All application forms being sent from the Office are being accompanied by a blank acknowledgement card, if you require proof of receipt, please complete and return with the completed forms, with the postage paid, so that the Society can acknowledge safe receipt of your forms.

POSTAGE
Normal postage procedure is 2^nd class post. If alternative posting is required for the return of Passports by 1^st Class, Special Delivery or 1^st Class Recorded Delivery, please draw this to the attention of the Office, in writing, and include the additional cost as indicated below: The Society will not send out Special Delivery Passports unless this service is paid for. (Postage rates correct as at April, 2007):

PASSPORT UP-GRADES
Animals holding the Old Type Registration Certificate
For animals that still hold the old type Registration Certificates these can be replaced with new Passports. For this purpose a colour and marking form (silhouette) will have to be completed and the appropriate document is available from the Society’s Office. This should be returned together with the original Registration Certificate in order that it can be scanned for direct inclusion into the Passport. The fee for this service will be £10.

If the original Registration Certificate has been lost and is not returned with the silhouette form the fee will be £20 for a duplicate re-placement.

Animals holding Passports issued pre 2001
For animals already in possession of a Passport issued prior to 2001 this may need to be returned to the Office in order for the Unique Equine Life Number and the extra medicinal pages to be added. If there are no pages headed Medicinal Treatment and no declaration regarding Human Consumption, the Passport needs to be up-dated. There is no fee for this service but please enclose a stamped addressed envelope. At present there is no backlog for this service and Passports should be returned within 14-21 days.

Animals Holding Passports Issued After 2001
For Passports that include the required Medicinal Treatment pages relating to Human Consumption the only up-dating that may be required will be to include the Unique Equine Life Number. Again, there will be no charge for this service but a stamped addressed envelope would be appreciated (36p at least per Passport). At present there is no backlog for this service and Passports should be returned within 14-21 days. As and when Passports are received in the Office these will be automatically up-dated prior to being returned.

STALLIONS/GELDINGS
Where a gelding is still, incorrectly, recorded on a Stallion Passport there are two options available:

1. If the Passport has a Gelding Castration section, on the same page as the Licence, please get your Vet to sign this as proof of castration and return the Passport to the Society. Currently, there is no charge for this service. This is a new section in the Passport and would only apply to Passports issued after Spring 2003. This must be completed for ALL colts/stallions that are castrated.  OR

2. If there is no castration certificate included in the Passport, please apply for a gelding re-entry form from the Office. Complete the form, including the colour and markings, and return this together with the Passport to the Office. Currently there is no charge for this service. The animal will be re-entered as a gelding and a new Passport issued.

Old Type Stallion Registration Certificate
If the gelding is still on the old type stallion registration certificate this must be up-dated to the new Passport and the animal re-entered as a gelding. A gelding application form must be completed, including the colour and markings and returned together with the fee of £12.00, the breeder’s signature will not be required.

If the original stallion registration certificate has been lost/mislaid, the gelding application form must be completed, including the signature of the breeder and colour and markings. The fee will be £17.00.

New Gelding Application
Where a gelding has not been registered previously, the appropriate gelding application form must be fully completed, the fee being £17.00.

November, 2006