Board Approves Simplified Registration System For 2002 On:
CWHBA registration procedures have historically been modeled after the European systems. This system placed a large emphasis on stallion owner participation in collecting & filing breeding certificates.
To run smoothly, it required the annual entry of mares in the mare book prior to breeding. For those people who used the system as designed, it worked well. In practice however many members have been using blank forms, rather than pre-printed ones, and filing mare entry, breeding certificates and registration applications all at one time. This has multiplied the opportunity for errors and delays.
After extensive consultation with Ron Black, Manager of the CLRC and Glenn Clark, Computer Program Manager, the Board of Directors has adopted a new system with a revised fee structure, which will virtually eliminate blank forms, be more user friendly and self explanatory. The new system took effect June 1, 2002.
Here is how it works:
In the Breeding Year:
- For mares already entered in their appropriate level of the mare books, pre-printed Breeding Certificates will automatically be mailed directly to mare owners with an invoice letter and explanation of the renewal process.
- Mare entry fees received by CLRC will be duly recorded
- For registered, but not entered mares, three years and older; notice of eligibility for inspection & mare entry will be mailed directly to owners.
**NOTE: all CWHBA registered mares MUST be inspected prior to being entered in the Stud Book.
- Stallion owners will be responsible for filing only one Stallion Report by November 1st, which includes all mares (entered or not) bred for that year. Stallions which do not have a report filed will not be listed in the subsequent Handbook/Stallion Directory. Late filing will result in a penalty Fee.
- Upon receipt of the Stallion Report, the CLRC will issue pre-printed registration applications directly for all mares (whether entered or not) recorded on the report.
In the Year of Foaling:
- Upon receipt of the Stallion Report, or a breeding certificate from a mare owner for a foreign stallion or other stallion for which a Stallion Report would not normally be filed, the CLRC will issue pre-printed registration applications directly for all mares (whether entered or not) recorded on the report.
- After foaling, mare owners will complete the registration application as normal and attach a copy of the signed Breeding Certificate. Please note that foals must be identified prior to weaning, if not, DNA parentage verification on the dam & foal must accompany the registration application.
- For non Canadian Warmblood registered mares which have not previously been entered in a mare book, mare entry documentation and fees will still be required to accompany the registration application.
- Issuing pre-printed breeding certificates and pre-printed mare inspection forms for eligible mares, as they come of age, along with a mare entry renewal notice letter from CLRC, will be the most practical method of starting the procedure and keeping mares owners informed of their responsibilities.
- Stallion owners file an Annual Stallion Report with a single $50 annual fee, but do not file the breeding certificates. The Stallion Report is being redesigned to include sufficient information to properly identify the mares and owners plus such information as we may require concerning pregnancy status, stud fees paid, etc. Both mare and stallion owners will be responsible for ensuring the accuracy of the Stallion Report (of Mares Bred).
- The registration applications will also be redesigned to provide more direction to mare owners of non entered mares, more fee information, and information to our office regarding entry status of mares.
- Mare owners, by attaching the signed breeding certificate to the pre-printed registration application form will confirm the information on the Stallion Report and provide proof that all stud fees have been paid.
Although the cost of administering this system will be slightly higher, it is felt that providing pre-printed forms where ever possible will minimize errors and therefore save money and time by reducing the number of rejected applications that have to be dealt with.
- It will also be clearer and easier for our members and most importantly for first time breeders. The new fee structure eliminates the Breeding Certificate fee and is designed to encourage us to register foals in the year of foaling.
- Mare entry renewal letter and preprinted Breeding Certificates are mailed directly to members.
- Mare entry fees received by CLRC and recorded.
- Stallion Report filed by stallion owners/managers.
- Pre-printed registration applications are sent to all mare owners listed on Stallion Report.
- Mare owners submit completed registration application with the Breeding Certificate, mare entry documentation and fees as required to National Office.