REGISTRATION PROCESS BEGINS WITH THE BREEDING OF THE STALLION AND MARE AND THE REQUIRED REPORTS
Neither the mare nor the stallion is required to be re-registered with US Arabian Horse Registry UNLESS a problem arises concerning DNA; then there will be additional DNA testing required which could result in a foal not being eligible to be registered with US Arabian Horse Registry. The premise is AHR has already determined DNA parentage, thus testing is not required.
FACT: The cost to a registry is the same for the registration, regardless if a colt, filly, stallion, mare or gelding.
US Arabian Horse Registry believes the creation of a foal begins at the time of Breeding thus the importance of the Stallion Breeding Report which creates all the other entries needed for each individual mare and in turn generates the pre-printed Registration Application for registering your foal. This is the form completed by the Stallion Owner with their signature certifying the breeding of the mare to their stallion. The SBR is explained in detail on its own page under the Registry Section. BE SURE TO READ THIS IMPORTANT PAGE.
Mare Live Foal Report (MFR) is required, both sections. These Reports for the first section of the MFR are to be sent to the Registry by December 31 of the year bred or when the mare foals. The Registry thanks you for your cooperation.
Stallion Breeding Report (SBR) Begins the Process
deadline date is November 30
SBR Data includes if SBR filed on time, if not late fees apply, all required data
Form Required to submit your Stallion Breeding Report (SBR) is in Registry section
SBR must be signed by any and all Owners, Agents not acceptable
A Document Control Number is used for every document received and the DCN assigned by USAHR on the SBR will be shown.
If Mare Released, no further action by Stallion Owner
No Mare Release, Stallion Owner must sign Stallion Certification on Foal Application
Stallion Owner Signature validates Breeders Certificate
Mare Live Foal Report and the Status Report are required
Sets up the pre-printed Breeders Certificate and Foal Application for Registration Certificate
Form Required to submit you Mare Live Foal Report (MFR) is in Registry section
Report by December 31 of year following breeding is mare is open, sold, or deceased
Name of Mare and Registration Number
The Optional Mare Live Foal Report is for each mare for each year for each stallion and is compiled from the Stallion Breeding Report
Mare Breeding Method, Transferred from filed SBR
First Section of Mare Live Foal Report, Not in Foal filed by Dec 31
Second Section of Mare Live Foal Report is due within 30 days after foaling and includes the Twins Report
REQUIRED SUBMISSION DATES
The check-list of requirements to complete registration include:
November 30 Stallion Breeding Report (SBR) Due
December 31 Embryo/oocyte permit before breeding and certification
December 31 deadline Mare Live Foal Report as to a No Foal as mare did not conceive Report or mare died during the breeding year or Report of the mare being sold stating name and address of buyer Due in USAHR Office
December 31 Status Report due in USAHR Office
February 15 Pre-Printed Application for Registration of Foal Report Sent along with the Mare Live Foal Report
Second Part of Mare Live Foal Report is submitted to US Arabian Registry within 60 days of foaling including no live foal, twins, and/or mare is deceased during foaling
14 days after receiving genetic DNA typing kit, application for genetic lethal panel testing and Genetic Lethal testing received Additional DNA testing received by the laboratory within two weeks, this DNA test to be ordered only if required. Do not order any test unless receiving the requirement from USAHR in writing either through email or a letter.
Foal Registration process requested to start 60 days after foaling
Registration of an older purebred Arabian horse, under the Hardship Registration can involve more than what is detailed in this guide to registration of a foal. There is a separate DNA request listed in the Registry Section. Be sure to obtain all the facts possible; name, date of birth, any information on sire or dam, including registration number, color, markings and all possible on the ownership history. This is a detailed and costly venue to pursue as it is not only costly in DNA tests and DNA searches but also in time input from those in the registration process for the Registry. Success is not guaranteed.
If the mare was released on the SBR the stallion name and registration number will be printed on the Application as well as the mare name and registration number. If the mare was not released the entire section for the signature of the Stallion Owner will be on a separate Stallion Breeder Certificate which must accompany the Registration Application. So yes, there are two different Registration Applications depending if the mare was checked to be released on the SBR or if there is a requirement for the Stallion Owner signature on the Stallion Breeder Certificate.
From the actual Certificate of Registration: This is to certify the above named and described horse has been registered with the US Arabian Horse Registry. This certificate is issued in sole reliance on written application submitted by the owner at time of foaling without further verification by USAHR. Ownership of this certificate issued upon express condition USAHR has the continuing privilege to demand immediate return, thereof for correction, cancellation, or any other official reason USHAR rules and pending resolution of this matter.
USAHR does not use an Assignment of Breeder Designation. If there is a lease involved all the required information will be available through the Lease Form; otherwise, the owner of the mare is the breeder of the foal.
The first of the year is when those on the registration staff and responsible for the foal registrations really get busy! What the Mare Owner does not see are the records created in the database for each mare bred. The first database entry is to create a record for each mare for the actual year of breeding. The next entry is for the type of stallion breeding used, AI, Frozen Semen, Transported Semen, Pasture Breeding, etc which comes from the information on the SBR. It is possible in one breeding season for there to be multiple breeding types used; the mare did not settle on live cover, so a shipped semen was used, mare still did not settle, so now the owner decides to go for an embryo. If different stallions are used with one mare during the breeding year, each stallion SBR must list the mare with breeding method used and all other information required. And the last entry into the database for each mare is the Mare Live Foal Report. If the mare is not in foal, the Mare Owner needs to inform the USAHR office of this fact as soon as it is known, or the very latest by December 31 of the year the mare was bred. There is in the Registry section a form to be used, the Mare Live Foal Report. This form is also to be used if the mare dies during the year, or is sold to another person during the year.
The Mare Live Foal Report is a crucial part of the Foal Application. and its purpose is to keep the Registry aware of the status of the bred mare and thus this MFR shows if the mare is open, mare did not have a live foal, or if the mare had a live foal. This MFR can be sent to the Registry at any time during the year if the mare is no longer in foal or alive. The MFR is to be sent by December 15 of the breeding year if the mare is still in foal. The MFR stating the mare is in foal will “trigger” or start the setup of the pre-printed Breeders Certificate and Foal Application for Registration Certificate. The Breeder Service Certificate is the top section of the Foal Application which comes as a pre-printed two-part application. The Mare Owner must sign the Breeder Service Certificate. Agents are not accepted by USAHR. The Breeder Service Certificate will be on the top half of the Foal Application and the data on the foal will be completed on the second half of the Foal Application.
As the information is entered in the records of USAHR for each mare bred the previous year from the SBR your Foal Application for Registration along with the Second Part of the Mare Live Foal Report will be electronically sent to you. All efforts will be to have these pre-printed Applications for Registration sent by email or if absolutely necessary, in the mail by the 15th of February. If you are a Mare Owner with all obligations met and do not receive your Foal Application for Registration by the end of February, contact the USAHR office. The Mare Owner must sign certifying the information on the application is correct and enter in the data for the foal: date of birth, color, sex, markings done, and select a name. USAHR does not charge for any use of semen; literally, semen is semen. There is a charge for embryos which is the permit, before breeding, with other conditions, except if this is ignored by the Mare Owner, then the penalty fee is quite large.
The Head Markings Form, Leg Markings Form, Hoof Color Form, and Whorls and Night Eyes form required if there is no white anywhere on the foal are part of the Foal Application (or if an adult horse). With an Adult horse, Microchip Form and/or Freeze Brand Form, Scars, should be completed, if applicable, and included with the Registration Application. Questions regarding microchipping at registration time is under the Help Page in this Section. Every effort has been made with these forms for a person to use their mobile device to select the correct markings from the Reference Charts and Forms. USAHR has made it as easy as possible to do the Markings and Hoof Colors. A page for each has been created for your viewing as you select the Markings best describing the foal standing in front of you.
Photos are required; however, position the foal so you take only 2 photos showing each side and another photo for the head markings. Same for any whorls and night eyes, if the foal or horse has no white markings anywhere. Recommended to open these pages in a separate device or an additional screen, compare the foal or horse standing in front of you to the diagrams on head and leg markings, and then make the correct choice for Registration of Foal Certificate. Make sure you have photos which accurately show the markings on head and legs. Remember when marking the hoof, if there are white hairs at the coronet band the hoof WILL BE parti colored. Next on the agenda is to find the best method of storing these photos, perhaps cloud storage is the future.
Scars and Brands: All scars, brands and any tattoos on a horse should be shown on its registration certificate. Brands, scars or identifying tattoos not appearing on the Registration of Foal Certificate will be added by USAHR free of charge if the recorded owner submits the registration certificate, diagram showing the shape and location of the scar or brands, photos of the scar or brand, and the date of injury or branding, if known.
If you are printing out then you will still need to compare with the diagrams and the descriptions. Only if absolutely necesssary, impossible to use a computer, then download when returning to your home and mail or PREFERABLY send directly via email to the Registry. Of course, include the fees. Remember no personal checks; money orders, cashier’s check or credit cards are accepted, except for American Express and there is a small Convenience Charge of three (3) per cent. USAHR uses Word Orders, Work Order 1 for Membership and Work Order 3 for Special Handing fees, and Work Order 2 for Registration/Non-Registration fees. Forms page and Fee Schedule page are located in both the Member Services section and in the Registry section.
USAHR does not, at least at this point, allow direct transmission to its database records by the member. The day though is coming when this may be possible.
There is a provision to reserve a Name for one year only. Name change can be done, though not encouraged, with a fee charged.
Naming: Rarely purebred Arabians are registered without names. This gives a new owner purchasing a registered but unnamed purebred Arabians the opportunity to select the name. All Foal Applications for Certificate of Registration must have a name. If a change of name attempt is made, a naming fee will be charged. Please refer to the Rulebook for the Principal Rules and Requirements.
TIP: If you are looking for names used, go to the Horse Search in Reference Data Records and check to see if the name is in use. USAHR does maintain a list of Names Reserved (fee paid) which can also be accessed through Reference Data Records in the Horse Search. This Simple Search brings up the horse requested by name or registration number; it will also bring up the name reserved.
Section 2 Rulebook, Rule 6 Naming: Excluded
E. Names of horses over twenty-five (25) years old may be eligible for use if they have not been used during the preceding five years either for breeding or any performance including racing. Names of horses that were never used for breeding or racing may be available for use five years from the date of their death as reported. The Registry strongly discourages repeating the names of deceased horses because of the interference in the Search actions in Records.
F. The following classes of names are not eligible for use:
1. Names consisting of more than 18 letters (spaces and punctuation marks count as letters);
2. Names consisting entirely of initials such as C.O.D., F.O.B., etc.;
3. Names ending in “filly,” “colt,” “stud,” “mare,” “stallion,” or any similar horse-related term;
4. Names consisting entirely of numbers. Numbers above thirty may be used if they are spelled out;
5. Names ending with a numerical designation such as “2nd” or “3rd,” whether or not such a designation is spelled out;
6. Names of living persons unless written permission to use their name is on file with US Arabian Registry.
This is not a complete list, see the Rulebook for a complete list of names which cannot be used.
When the Owner of the Foal returns the Application for Foal Registration Certificate, a DNA kit for parentage verification will be sent to the Foal Owner and included will be the form for the 3 Disease Panel testing. The DNA kits must be used and mailed to the respective laboratories and received within two weeks or the Application will be placed on hold until such time as these kits are received. If there is a considerable time gap, USAHR may return the entire Application to the Foal Owner as unprocessed. There is a substantial Re-Start Registration fee.
SUGGESTION: Generic Testing done for an individual by the various laboratories send the results ONLY to the person or entity submitting the DNA form and the payment of the lab fees. If the owner wants the results on their AHR registered sires and dams to be on file with the USAHR database and show in the Records, a copy of the original report must be sent to the USAHR office with a written Statement mailed to the USAHR office requesting the DNA test results be included on record for their horse. What is needed is a copy of the test result paper sent to the Owner including the Lab ID, name of horse, registration number, test results with the case number and signature of lab technician.
When USAHR requests a DNA kit from a laboratory for DNA testing, USAHR becomes the entity and only USAHR will receive the results. USAHR can also submit to the laboratory doing testing for the Registry for SCID, LFS, CA, OAAM1, PSSM1 with the proper form completed along with the required fees. The day is coming when both sire and dam will have their genetic test results on file and on the Certificate of Registration. This means a glance at their genetic test results will reveal whether a foal is required to be tested for all or only the test performed where there is a carrier or in the case of CA, either a carrier or an affected sire or dam.
If you purchase the foal, the Mare Owner is requested to submit a Mare Live Foal Report Form giving the data necessary for a Foal Registration as well as the Mare Owner completing a Transfer Form. The Mare Live Foal Report Form is required along with the Status Report. The Transfer Form is required for the registration of a purebred Arabian foal with the Registry. USAHR does not use an Eligible but not Registered form. The Transfer Form is required when selling any purebred Arabian horse and/or unregistered foal.
HINT: Buyers are often reluctant or simply refuse to pay the cost to a registry for membership and a transfer fee. Registration papers are not important to this buyer. To create a paper trail for the horse and their registration certificate, the suggestion is made to the Seller to either include the cost of the Transfer Fee in the purchase price or to pay the Transfer fee themselves. This action requires the Seller to obtain the Buyer’s name and mailing address which can be done with a Bill of Sale. The Bill of Sale Form is in the Registry section. Even if the horse is unnamed at the time, USAHR will assign a name to the horse with the hope in time a new owner will request a Foal Certificate of Registration. There may or may not be additional fees required but the horse could be re-united with its Registration Certificate.
PREVENTING REGISTRATION DELAYS
The most common reasons for delays in issuing certificates of foal registration include:
Addresses are incorrect;
Registration applications received without photos or fees will be considered invalid and may be returned without processing;
When submitting Application of foal for Certificate of Registration the fees to register are either missing or only partially paid;
Identification photos are too dark, not detailed enough or in general, fail to indicate all the distinguishing markings of the horse. In these instances, additional photos are required.
Please make sure the name, postal address and e-mail address are correctly indicated on all correspondence sent to US Arabian Registry. Often, additional information is required to complete the registration process. Incorrect addresses and/or contact information will add delays to the process which may result in payment of late registration fees.
Once all the requirements are satisfied for registration, a Certificate of Foal Registration usually issues within approximately four (4) weeks. If using Online Registration, the process usually takes a few days, with the registration pending until the return of the DNA Parentage Designation. Please carefully inspect the Certificate of Foal Registration to assure the names of the Breeder and other information is correct.
If the original Certificate of Foal Registration contains errors or is lost, a replacement certificate may be obtained by fully completing an application for a Replacement Certificate of Foal Registration, and normally there are no additional fees required.
Most importantly, carefully compare the markings written on the certificate to the markings present on the horse. Any changes that are necessary to the Certificate of Foal Registration are provided free of charge up to six (6) months from date of issuance. Changes made after six (6) months are subject to a correction fee. Thus, it is very important to compare the certificate against the horse to ensure accuracy. Please refer to the Rulebook for the Principal Rules and Requirements. The entire Rulebook is available in the Registry section of USAHR website.
Requesting Pending Transactions To Be Suspended
All pending transactions (registrations, transfers, etc.) will be held for a maximum of 6 months unless notification with reason is given by the party applying for registration from the date they are processed. Any transaction that is not completed within this time frame will be suspended without further notice and additional charges will be applied to the account of the processing owner. Fees are non-refundable.
This change is being instituted in an attempt to decrease Registry costs and assist in over-all processing times. Your assistance in completing your transactions in a timely manner is greatly appreciated.
If a foal registration is suspended and the owner wishes to re-apply for registration at a later date, a new application for registration will be required along with the current fees that are in effect at the time the new application is received plus the cancellation fee. If a transfer of ownership is suspended, the certificate of registration for the horse will be temporarily suspended until all requirements are met. If a transfer is cancelled there is a cancellation charge.
Does this answer your questions? If not, please contact the Registry office for assistance.