NEW ZEALAND / AUSTRALIA EMBRYO REGISTRATION DOCUMENT REQUIREMENTS

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.

Forms from Exporter or Seller:

1: Inventory Sheet

3: Bill of Sale

4: Donor Pedigrees

5: Transfer of Ownership Form

Forms from Vet or Service Provider:

2: Freeze/Thaw Sheets

Forms You Fill Out and Provide:

6: AI/ET Certificate of Service

7: DNA Testing Results

8: Application for Registration

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: Inventory Sheet(s)

—— Provided by Embryo Breeder/Seller to Buyer (usually attached to Import Permit)

FAQ:

  • Inventory sheets usually accompany the Permit to Import and contain detailed information on each embryo approved for importation. The unique straw identification codes for the embryos that have been used to create the animal being presented for registration need to be provided within this document.  Each collection is carefully documented under the oversight of licensed officials.  The embryos are packed into straws and each straw is issued a specific ID number unique to the mating that produced it. They validate the contents of each straw and are signed and dated by the attending veterinarian/embryologist. This document contains vital information that is required for tracking the validity of the embryos and the right of an individual to own and transfer that ownership interest to another.

  • You need to provide all Inventory Sheet pages that detail the embryos on your Bill of Sale for this specific registration (ONLY 1 Bill of Sale per registration process).

    Depending on how many Embryos you are registering, you could be gathering anywhere from 1 or more pages of inventory sheets to share. We recommend highlighting the required information as shown in annotated examples.

  • 1 set of parentage = 1 freeze/thaw sheet, 1 dam pedigree, 1 sire pedigree, 1 bill of sale, and usually one of everything else.

    2 sets of parentage = 2 freeze/thaw sheets, 2 dam pedigrees, 2 sire pedigrees (4 documents), and usually one of everything else.

    And so on and so forth.

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

    1. If Permit # is not included on the actual Inventory Sheet, you will need to include a page of the Import Permit that does share this number

    3. Identify straw code for every embryo you are registering

    4. Identify quantity for every embryo you are registering

    5. Identify Dam ID for every embryo you are registering

    6. Identify Sire ID for every embryo you are registering

    7. Signature should be on all pages of Import Permit

    8. Identify for every embryo you are registering

List of Required Information on Inventory Sheet:

If you do not have this document or your copy lacks required information then you will need to contact the Importer or Seller.

1. Permit Number

2. Date Issued

3. Straw Code

4. Quantity of Embryos per Straw

5. Dam ID

6. Sire ID

7. Licensed Official Signature

8. Date of Harvest / Collection Dates

Click the image to enlarge

2: Freeze/Thaw Sheets

—— Provided by Embryo Breeder/Seller to Buyer

FAQ:

  • Each straw containing the embryo(s) used to create the animal being presented for registration has had one of these certificates generated at the time of their harvest and freezing in the country of origin. 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.

  • As long as the parentage of your embryos are the same, you’ll only have one Freeze/Thaw Sheet to locate. Only highlight the embryo that corresponds with your straw number as detailed on the Inventory Sheet(s).

    If there are multiple sets of parentage then you’ll have a Freeze Thaw sheet for each embryo and its specific set of parents.

  • If your Inventory Sheet shows you have purchased embryos from different sets of parentage you will need to locate the Freeze/Thaw Sheets for EACH parent set.

    1 set of parentage = 1 freeze/thaw sheet, 1 dam pedigree, 1 sire pedigree, 1 bill of sale, and usually one of everything else.

    2 sets of parentage = 2 freeze/thaw sheets, 2 dam pedigrees, 2 sire pedigrees (4 pedigree documents), and usually one of everything else.

    3 sets of parentage = 3 freeze/thaw sheets, 3 dam pedigrees, 3 sire pedigrees, etc.

    And so on and so forth.

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

    1. These dates should match the date on the Inventory Sheet

    2. Straw codes should match inventory sheet

    3. Dam’s ID must match the inventory sheet

    4. Sire ID must match the inventory sheet

    7. Matches amount listed on inventory sheet

    8. Should match Transfer of Ownership and Bill of Sale

List of Required Information on Freeze/Thaw Sheet(s):

If you do not have this document or your copy lacks required information then you will need to contact the Importer or Seller.

1. Date of Harvest / Collection Dates

2. Straw Codes

3. Donor ID

4. Sire ID

5. Licensed official signature from country of origin

6. Collection Code

7. Number of Frozen Embryo(s)

8. Name of Client/Breeder of Embryo(s)

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 country of origin. 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 a Bill of Sale. 

  • Any paperwork that proves transfer of ownership from the embryo creator/brereder (in the Country-of-Origin) to the domestic buyer. Also, the transfer of ownership of a bred recipient ewe is viewed as a Bill of Sale.

    If there is a Bill of Sale that is a Joint Breeder/Seller sale and the Country-of-Origin Breeder is not disclosed, the paperwork is not valid. You will need to contact Seller to update the Bill of Sale.

  • You cannot purchase an imported embryo from a domestic seller without them disclosing the Country-of Origin breeder/embryo creator information.

    You need the names, addresses, and signatures of BOTH the domestic seller and embryo Breeders (from Country-of-Origin) on the Bill of Sale.

    If Seller from Country-of-Origin information is missing DO NOT turn in this in until you have their information.

    Country-of-Origin Breeder/Seller can usually be found on the Freeze/Thaw sheets. Seek help from the contact information you have on the Bill of Sale. Then come to the VBSS if further assistance is needed.

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

    1. Country-of-origin seller name is required. Joint seller information required if imported embryo sales involve a domestic seller.

    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. Country-of-Origin embryo creator/seller information is required.

    4. Country-of-origin seller address is required, both if more than one

    5. Usually name of parents, can be ID #’s - something that connects it to the inventory sheet or Freeze/Thaw Sheets

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 Country-of-Origin Seller(s)

2. Naming Country-of-Origin 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 imported embryos as well 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 Inventory Sheet and 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 Inventory Sheet(s) and Freeze/Thaw 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 inventory sheets

    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, (buyer can provide the VBSS form to Breeder/Seller)

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 importer/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.

  • You cannot purchase an imported embryo from a domestic seller without it being a Joint Breeder/Seller Transfer of Ownership. You can purchase directly from the Breeder in the Country-of-Origin, in which case it is not a joint sale.

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

    If Seller from Country-of-Origin information is missing DO NOT turn in this form until you have their information.

    Country-of-Origin Seller is usually the breeder. Freeze/Thaw sheets should have their name and then you’ll need to contact them. Or have the seller that is on the paperwork help you.

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

    1. Should match inventory sheet & Freeze/Thaw Sheets

    2. Should match inventory sheet & Freeze/Thaw Sheets

    3. Should match inventory sheet & Freeze/Thaw 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 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 Country-of-Origin Information: Name and Address (Joint breeder/seller signature required if imported embryos involve a domestic seller)

7. Breeder/Seller Country-of-Origin: Signature and Date (Joint breeder/seller signature required if imported embryos involve a domestic seller)

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 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.

  • 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 inside of 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 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 from the other 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 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 imported frozen 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 in the Country-of-Origin. Can be found on Freeze/Thaw 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 (Country-of-Origin)

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: NZ/AUS 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).