DOMESTIC (USA)
PURCHASED Domestic EMBRYO REGISTRATION

Required Documents for Registration

Step 1:
Gather Required Documents

REQUIRED DOCUMENTS are listed below along with descriptions and annotated examples to help you gather all of the necessary documents required to submit for your Embryo Registration.

Refer to the annotations on the examples to make sure your forms contain all critical information.  Your paperwork may differ from the examples we provide, but as long as the required information is included on your paperwork then it is considered valid. We have also provided links to blank copies of some forms to be downloaded and filled out in case you are missing necessary documents for submission.

NOTE: A registration submission may include multiple embryos which is reflected in your Bill of Sale. ONLY one Bill of Sale is allowed per each registration process. All paperwork you will submit will be connected to that specific Bill of Sale.

Step 2:
Submit Documents via Google Form

Once you have gathered and acquired ALL of your required documents you can click the link below to upload and submit. The link below will open a separate tab, bringing you to a Google Form where you can begin the submission process and upload the required materials for your Embryo Registration. You will not be able to save your progress without a Gmail account.

NOTE: If you do not have your DNA Testing Results along with the completed Application for Registration, DO NOT begin STEP 2. Your registration is not complete without ALL required documents. Hold your documents in a folder on your computer until all documents are gathered.

Step 1: Gather Required Documents

For gathering your documents, we recommend you work through this process from a computer and save all of your files to one folder on your computer until you’re ready to submit everything at once.

Required Documents:

1: Embryo Conception Type

1a: Natural Cover (someone else’s ram)
1b: AI Conception (AI/ET Certificate of Service)

2: Harvest (Evidence of Harvest Form)

2a: Frozen Embryos (freeze/thaw sheet)
2b: Fresh Embryos with Direct Implantation (flush sheet)

3: Bill of Sale

4: Donor Pedigrees

5: Transfer of Ownership Form

6: Implantation (AI/ET Certificate of Service)

7: DNA Testing Results

8: Application for Registration

FAQ:

  • 1c: AI Conception (AI/ET Certificate of Service)

    2a: Frozen Embryos (freeze/thaw sheet)

    2b: Fresh Embryos with Direct Implantation (flush sheet)

    3: Bill of Sale

    4: Donor Pedigrees

    5: Transfer of Ownership Form

  • 1b: AI Conception (AI/ET Certificate of Service)

    2: Harvest (Evidence of Harvest Form)

    6: Implantation (AI/ET Certificate of Service)

    NOTE: You may have received paperwork from your the Breeder and Service Provider/Vet that is different from the official VBSS forms listed above. Take the information from the paperwork you received and transfer it over to the official VBSS forms. A signature from your vet or service provider is required. If this signature is not included on the official VBSS forms, then you must also submit any original paperwork including those signatures (ie. 2a: Freeze/Thaw Sheets or 2b: Flush Sheets) along with the VBSS official required forms.

  • 2: Harvest (Evidence of Harvest Form)

    6: Implantation (AI/ET Certificate of Service)

    8: Application for Registration

    NOTE: The VBSS 2: Harvest form is fairly new and chances are the Breeder didn’t provide you with this form filled in. Take the information from the Freeze/Thaw or Flush Sheets you should have received with the purchase of your Embryo and transfer it over to the official VBSS Harvest form. A signature from your vet or service provider is required. If this signature is not included on the official VBSS forms, then you must also submit any original paperwork including those signatures (ie. 2a: Freeze/Thaw Sheets or 2b: Flush Sheets) along with the VBSS official required forms.

  • 1a: Embryo Conception Type – Natural Cover (someone else’s ram)

    NOTE: In this instance, the owner of the ram will record this within their own Grassroots account, by in clicking the "Service Certificates" option of the Grassroots drop-down menu.

  • 7: DNA Testing Results (ONLY available after birth) - you’ll take a screenshot of these charts and submit them to the VBSS.

Continue scrolling to review details and annotated examples of each required document. After gathering the required documents, proceed to Step 2 where you will upload and submit files via the online submission form.

1: Embryo Conception Type

–– Provided by Embryo Breeder/Seller to Buyer

FAQ:

  • It's important to document how embryos are conceived, which can happen in one of two ways:

    1. Natural breeding with another person’s ram: Ram owner records this within their own Grassroots account, by selecting the "Service Certificates" option in the Grassroots drop-down menu.

    2. Artificial insemination (AI): Complete the required AI/ET Certificate of Service form provided by VBSS.

    A Certificate of Service Form provides this information and should accompany every Domestic Embryo purchase and/or registration. This form of documentation is akin to the Inventory sheets that are supplied with embryo Imports from other countries.

    Accurate documentation of the conception method is essential for registering births with VBSS as it ensures proper tracking of their source.

    Some of the required information will have already been provided by the service provider on their service form. However, the Certificate of Service requires the owner of the ewes to attest to and define the arrangements that the parties involved are operating under. The legible signatures of all parties involved are required.

  • Breeder/Seller is responsible for providing you with this form. You will receive this filled out when you purchase your embryo from them.

    If you did not receive this form when you purchased your embryo(s) contact the Breeder/Seller ASAP and thoughtfully ask them for it.

  • This is a form you will receive from the Breeder/Seller and should be completely filled out. However, we are only looking for the required information as annotated on the example provided.

    Where needed we have provided clarifications on information that is required:

    1. Owner at time of Service - Name, VBSS #, Date, Farm Name, Address, Email, Phone, Farm prefix

    2. Can be found inside Grassroots

    3. Can be found inside Grassroots

    4. Can be found inside Grassroots

    5. Should match the Freeze/Thaw or Flush Sheets and/or Harvest Form the Breeder/Seller provided to you

    6. If Signature is not on this Certificate of Service form you need to request the Freeze Thaw or Flush Sheets that do have their signature etc.

The method of conception for the embryo will determine what you need to submit for this step and where to obtain that documentation. Select one of the following:

  • 1a. Natural Cover (Someone Else’s Ram)

    • Nothing to Submit: Confirm that mating has been electronically submitted through the Ram Owner’s Grassroots Account (completed by Ram Owner)

  • 1b. AI Conception

    • Provide: Certificate of Service for AI/ET (see annotated example along with list of required items below)

List of Required Information for 1b: AI Conception on Official Certificate of Service Form:

1. Owner at time of Service information

2. Donor Dam VBSS #

3. Donor Sire VBSS #

4. Live Cover Ram VBSS #

5. Date of Service

6. Licensed Service Provider Name, Signature, etc.

Click the image to enlarge

2: Harvest

–– Provided by Embryo Breeder/Seller to Buyer

FAQ:

  • Each embryo used to create the animal being presented for registration has had a certificate generated at the time of its harvest (Freeze Thaw/or Flush Sheet) in the country of origin, this case being Domestic. These sheets provide third party verification that the straw identification number and its contents have been packed and frozen under the oversight of a licensed official in the country of origin. Or in the case of a Flush and direct implant, this process too has been performed by and under the oversight of a licensed official.

  • This form can be downloaded here .

    It can also be found on the Forms and Policies page of the VBSS website.

    Because this is a new form, the Breeder/Seller probably didn’t provide you with this form.  You will need to fill it out using the information in the Freeze/Thaw or Flush Sheets you should have been provided at the time of sale.

    If you are a Breeder/Owner registering your own embryos, please fill this out based on the forms the Service Provider gave you.

  • Required in the case of SOLD (at time of Service ) Bred recipient ewes.

    In the instance of a sale and/or purchase of a bred recipient ewe carrying embryo(s), documentation must be provided proving a legal transfer of ownership of the ewe. This can be achieved by the signed and completed Certificate of Service provided by the seller to the buyer. All embryos implanted must be entered on this form. This form needs to be signed by the service provider as well as the applicable owner/owners as noted on the form. The legible signatures of all parties involved are required.

  • If your Evidence of Harvest form does not include an official signature from a licensed vet or service provider, then you will need to submit one of the following, showing proof of signature, in addition to the official form:

    • 2a. Frozen Embryos

      • Provide: Freeze/Thaw Sheet – with Vet Signature

    • 2b. Fresh/Flush Harvested Embryos with Direct Implantation

      • Provide: Flush Sheet – with Vet Signature

  • As long as the parentage of your embryos are the same, you’ll only have one Freeze/Thaw or Flush Sheet to locate and transfer to this Evidence of Domestic Embryo Harvest sheet. But if the parentage is different for multiple embryos, multiple Freeze Thaw or Flush sheets will need to be shared with you by the Breeder/Seller so you can transfer it to this form.

    1. VBSS Member # is a 5 digit number, 123 becomes 00123.

    2. This information can be found in grassroots.

    3. This information can be found in grassroots.

    4. Found on the Freeze/Thaw or Flush sheets from Service Provider (Breeder should have these).

    5. Found on the Freeze/Thaw sheet from Service Provider (Breeder should have these).

    6. Only applicable in the case of direct implant from a Flush - information can be found in the flush sheet(s) or the AI/ET Cert. of Service form given to you by the breeder so long as it has a licensed Vets Signature.

    7. If registering frozen embryo(s), Identify straw ID for every embryo you are registering.

    8. If your form does not include an official signature from your vet or service provider, then you will need to submit either the signed Freeze/Thaw or Flush Sheets in addition to this newly filled out Harvest Form. 

    Required ONLY in the case of SOLD Bred Recipient Ewes at time of Service: In the instance of a sale and/or purchase of a bred recipient ewe carrying embryo(s), documentation must be provided proving a legal transfer of ownership of the ewe.

    All embryos implanted must be entered on this form. This form needs to be signed by the service provider as well as the applicable owner/owners as noted on the form. The legible signatures of all parties involved are required.

List of Required Information on Evidence of Harvest Form:

If you do not have this document or your copy lacks required information then you will need to contact the Breeder or Seller. If your form does not include an official signature from your vet or service provider, then you will need to submit either the signed Freeze/Thaw or Flush Sheets in addition to the Harvest Form.

  1. Owner of Dams & Ewes at Time of Service Information (VBSS Member #, Farm Name, Prefix, Address, Email, Phone)

  2. Ewe VBSS # Dam

  3. Ram VBSS # Sire

  4. Harvest Date 

  5. # of Embryos Implanted or # Frozen

  6. Recipient Ewe ID (if implanted) and date

  7. Straw ID  (if frozen) and date

  8. Service Provider Name & Signature and all other information requested on form

Required ONLY in the case of SOLD (at time of service) Bred Recipient Ewes:

  • Buyer Name, Address, Farm Name and Prefix, Date, Buyer VBSS #, Phone

  • Buyer of bred recip ewe Signature

  • Seller of bred recip ewe Signature and date

Click the image to enlarge

3: Bill of Sale

—— Provided by Embryo Breeder/Seller to Buyer

FAQ:

  • This should be a Bill of Sale from the embryo creator/seller.

    In the instance of a sale and/or purchase of a bred recipient ewe carrying embryo(s), documentation must be provided proving a legal transfer of ownership of the ewe.

  • Any paperwork that proves transfer of ownership from the embryo creator/breeder to the buyer. Also, the transfer of ownership of a bred recipient ewe is viewed as a Bill of Sale.

  • Where needed we have provided clarifications on information that is required:

    1. Domestic seller name is required, both if more than one

    2. In some cases, this name will be different from the Seller but address should be the same for both. Other times, this will be a joint sale of two different parties.

    4. Domestic seller address is required, both if more than one

    5. Usually name of parents, can be ID #’s - something that connects it to the 1: Conception Type/AI Certificate of Service form or the Freeze Thaw/Flush Sheets (Harvest Form).

List of Required Information on Bill of Sale:

If you do not have this document you will need to contact the Seller(s) for a copy.

  1. Naming Domestic Seller(s)

  2. Naming Domestic Breeder/Embryo Creator

  3. Naming Buyer

  4. Address of Seller(s)

  5. Description of Goods Sold

  6. # of Embryos purchased

Click the image to enlarge

4: Donor Pedigrees

—— Provided by Embryo Breeder/Seller to Buyer

FAQ:

  • VBSS Policy documents require imported semen sires to provide a three-generation pedigree and proof of registration in the country of origin. This will be required for the donor dam and sire of all embryos to ensure that the Society is validating verifiable purebreds and to provide complete lineage in the issued pedigrees.

  • If all of your embryos being registered have the same parents, you will only have to submit 1 Dam pedigree and 1 Sire pedigree.

    If your Bill of Sale shows you have purchased embryos from different sets of parentage you will need to locate the pedigrees for each Dam and each Sire as indicated on the Freeze/Thaw or Flush Sheet(s)

    1 set of parentage = 1 dam pedigree, 1 sire pedigree

    2 sets of parentage = 2 dam pedigrees, 2 sire pedigrees (4 pedigree documents)

    3 sets of parentage = 3 dam pedigrees, 3 sire pedigrees (6 pedigree documents)

    And so on and so forth.

  • Where needed we have provided clarifications on information that is required:

    3. Number or ID, whichever matches information on the Bill of Sale

    4. Example: If you are registering 2 embryos of different parentage, that is 4 documents

List of Required Information on Donor Pedigrees:

If you do not have these documents you will need to contact the Seller(s) for a copy of each or locate them in Grassroots Registry.

1. Country of Origin Pedigrees / or Pedigrees from Grassroots Registry

2. Showing three Generations

3. Dam and Sire ID # or Name

4. Must locate and submit a pedigree of each breeding pair, both Sire and Dam, for each embryo you are registering

Click the image to enlarge

5: Transfer of Ownership

—— Provided by Embryo Breeder/Seller to Buyer

FAQ:

  • According to the VBSS Rules of Registry, if embryos are purchased, ownership must be transferred from the seller to the purchaser, just as in the sale and transfer of a live sheep.

    Proof of legal transfer of ownership from the listed owner of the embryo is required. All embryos purchased must be included. Even those that do not succeed. We need to track and verify the transfer of all embryos.

    The legible signatures of all parties involved are required. Each time legal ownership of the embryo is transferred to another person or entity, proof of this transfer needs to be provided. This establishes a clear and unbroken path of ownership and validates the applicant’s right to own and register the resulting animal.

  • Direct link to VBSS Form: Transfer of Ownership form

    OR

    Submit the form provided to you by the Embryo Breeder/Seller making sure it shares all the required information on the checklist.

  • The VBSS accepts our official Transfer of Ownership Form. If you have a Transfer of Ownership form provided by Breeder/Seller you can either transfer the information to the VBSS form or turn in the form you were provided.

    If you choose to only share the original paperwork provided to you by the Embryo Breeder/Seller, please make sure all required information is on the form.

    You can always choose to share both.

  • Joint Breeder/Seller simply means the seller is different than the breeder. If this is the case both parties information must be disclosed on this form.

    If an embryo sale is a Joint Breeders/Sellers Transfer-of-Ownership you need BOTH the breeder and sellers names, addresses and signatures on the form you are turning in.

    If joint information is missing DO NOT turn in this form until you have their information.

  • Where needed we have provided clarifications on information that is required:

    1. Should match Freeze/Thaw or Flush Sheets

    2. Should match Freeze/Thaw or Flush Sheets

    3. Should match Freeze/Thaw or Flush Sheets

    4. Should match Bill of Sale

    5. VBSS Member # is a 5 digit number, 123 becomes 00123

    6. *Joint seller only when applicable

    7. *Joint seller signature only when applicable

    *See FAQ about Joint Breeders

List of Required Information on Embryo Ownership Transfer Form:

The VBSS accepts both our official Transfer of Ownership Form or the form provided to you by Embryo Breeder/Seller.

1. Dam ID’s/Name

2. Sire ID’s/Name

3. Straw ID’s

4. Embryo Count

5. Buyer Information: Name, Address, Date & Buyer VBSS Member #

6. Breeder/Seller Information: Name and Address (Joint seller info only applicable when seller is different than the breeder)

7. Breeder/Seller: Signature and Date (Joint seller signatures only applicable when seller is different than the breeder)

Click the image to enlarge

6: Implantation - AI/ET Certificate of Service

—— Provided by Owner/Embryo Buyer to the VBSS

FAQ:

  • A Certificate of Service Form should accompany registrations when conception was via an AI/ET procedure or when the live cover sire is not owned by the owner of the ewe.

    The VBSS has provided a form called the “Certificate of Service” that should be completed and submitted with all applications for registration.

    All embryos implanted must be included on the Certificate of Service. We need to track and verify the eventuality of all embryos. Some of the required information will have already been provided by the service provider on their service form however the VBSS Certificate of Service requires the owner of the ewes to attest to and define the arrangements that the parties involved are operating under. The legible signatures of all parties involved are required.

  • The form can be found and downloaded from the Forms & Policies page of the VBSS website.

    It can also be downloaded here.

  • Step 14 is required in the case of SOLD (at time of service) bred recipient ewes. In the instance of a sale and/or purchase of a bred recipient ewe carrying embryo(s), documentation must be provided proving a legal transfer of ownership of the ewe. This can be achieved by the signed and completed Certificate of Service provided by the seller to the buyer. All embryos implanted must be entered on this form. This form needs to be signed by the service provider as well as the applicable owner/owners as noted on the form. The legible signatures of all parties involved are required.

  • The VBSS # for each animal can be found within Grassroots.

List of Required Information on AI/ET Certificate of Service:

If you do not have this document you will need to contact the Vet/Service Provider for a signed copy.

1. Name, Farm Name, Farm Prefix, Address, Email, Phone

2. Recipient Ewe ID/Tag Number

3. VBSS # of Recip Ewe

4. Donor Dam ID

5. Donor Dam VBSS #

6. Donor Sire ID

7. Donor Sire VBSS #

8. Live Cover Ram ID and VBSS #

9. # of Embryos Implanted

10. Straw ID codes

11. Exposure Date/Transfer Service

12. Service Provider Name & Signature and all other information requested on form

13. Name, VBSS #, Signature, Date of recipient ewes Owner at time of service

14. Required ONLY in the case of SOLD (at time of service) Bred Recipient Ewes:

  • Buyer Name, Address, Farm Name and Prefix, Date, Buyer VBSS #, Phone

  • Buyer of bred recip ewe Signature

  • Seller of bred recip ewe Signature and date

Click the image to enlarge

7: DNA Testing Results

—— Provided by the Owner/Embryo Buyer to the VBSS (available ONLY after birth of sheep)

FAQ:

  • All animals entering the Registered Stock category of the VBSS database must submit DNA samples for testing and provide the lab’s official test results along with their Application for Registration packet. This data will be used to verify sire and dam parentage. To verify sire and dam parentage, donor sires and dams must also have DNA results in the VBSS database.

  • DNA Information Document: Testing Checklist

    Flock 54 has been adopted as the VBSS approved lab for testing of all Registered Stock and Purebreds. Trait testing and codon 171 testing are included in the Flock 54 package. 

List of Required Information on DNA Testing Results:

If you do not have this information, save everything you have gathered for the previous steps and wait until you have your DNA information before moving forward.

1. Flock 54 Test Results (screenshot from your spreadsheet)

1a. BDI # of animal(s) being registered

1b. Codon 171

2. Parentage Results (screenshot from your spreadsheet)

2a. BDI # of animal being registered

2b. Parental Verification W/ BDI #’s

Click the image to enlarge

8: Application for Registration

—— Provided by the Owner/Embryo Buyer to the VBSS (available ONLY after birth of sheep)

FAQ:

  • This is the official application for registration for the VBSS. All animals resulting from embryos should be listed on the completed VBSS Application for Registration. The legible signatures of all parties involved are required.

  • The form can be found and downloaded from the Forms & Policies page of the VBSS website.

  • Where needed we have provided clarifications on information that is required:

    1. 5 digit number, ex: 123 becomes 00123

    2. Creator of the embryo. Can be found on Freeze/Thaw or Flush Sheet(s) or Bill of Sale

    4. Farm prefix can be found on tag

    6. Birth Type: Single/Twin/Tiplet

    7. Conception Type: ET

    8. Codon 171: Look at Flock 54 test results. Blood %: ET is always 100% purebred

    9. Color is either white w/ black markings or Spitti

    10. Should match Pedigree

    11. VBSS # for BOTH Sire and Dam can be found in Grassroots

List of Required Information on VBSS Application for Registration:

If you do not have this information, save everything you have gathered from the other steps and wait until you have this form filled out before submitting anything.

1. VBSS Member #

2. Breeder Name

3. Name, Address, Email, Phone, Farm Name, Website

4. Farm Prefix / Tag ID # / Name of Lamb

5. DOB

6. Sex (M/F) and Birth Type (Single/Twin/Tiplet)

7. Conception Type (ET)

8. Codon 171/Blood % (ET is always 100% purebred)

9. Color

10. Sire and Dam Name & ID #’s

11. VBSS # for BOTH Sire and Dam

12. Signature of Owner of Animals and Date

Click the image to enlarge

Step 2: Domestic (US) ET Submission Form:

DO NOT begin STEP 2 without ALL required documents.

Once you have gathered and acquired ALL of your required documents you can click the link below to upload and submit. You will not be able to save your progress without a Gmail account.

The link below will open a separate tab, bringing you to a Google Form where you can begin the submission process and upload the required materials for your Embryo Registration(s).