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basco / business rules

BASCO Database Available For Member’s Use from 1st March 2006

The British Limousin Cattle Society is delighted to announce that the BASCO database will be available for members use from 1st March 2006. Availability will provide a choice of access to the web-enabled database and will allow members to carry out their herdbook activity either on-line, by telephone or by the traditional paper means. With the advent of roll-out, the Society’s Council of Management has taken the opportunity to streamline a number of Society business rules and bye-laws all with the aim of increasing efficiencies and levels of service and value to members. These changes are fully outlined below for member’s information. It was felt appropriate and necessary that members had at least two full months notice to be aware of, and become familiar with, these imminent changes. If you have any queries at all regarding this information, please do not hesitate to contact the Society Office at Stoneleigh.

In what is an evolving and growing project, this is the first and core release to members. From this point, over the coming months, a number of further additions and enhancements will be notified to members. Each will add practical member value in the recording and use of animal and performance information.

Your feedback on the system will be highly regarded and will be a fundamental part of ongoing build and further improvement. Members are encouraged to let the office know what elements or additions you would like to see or where there may be room for improvement. To extend and facilitate this process of change, it is the Society’s intention that system demonstrations are presented to each of the regional clubs as soon as is practical in the New Year.

SOCIETY BUSINESS RULE & FEE CHANGES APPLICABLE FROM 1ST MARCH 2006.

NB: Unless stated otherwise, all of the following bye-law and fee changes will be applicable from the 1st March 2006.

Registration Options: From the 1st March 2006, there will be three options available to members to register cattle with the Society. You will be able to register through the web-based on-line service; or by telephone; or by the traditional paper/postal means.

Registering On-line: Easy and accessible, you can register on-line from the comfort of your own home or office. To register through this option you have to carry out the following requirements. 1) Fill out the Direct Debit form that is included with this mailing. 2) Also fill out the accompanying form to specify that this is the means, or one of the means, by which you wish to register your cattle with the Society. 3) Upon receiving this form, the Society will process your requirement and issue you with a unique user name and password which you must retain and use everytime you wish to go on-line to do Herdbook business. 4) You will also be issued with a CD Rom which you will have to load on to your computer, once only, to allow access to the BASCO system. Thereafter you are ready to do business! Members cannot change their passwords.

At the time of indicating that you would like to register on-line, you will also be forwarded a folder containing blank registration documents. There will be the ability to record three animals registration details on each page. This document will serve as a guide for the information that you will need to fill out to complete a registration on-line. It will also serve as a useful record for you to keep of the animals that you have registered with the Society. You can register as many animals as you wish at one visit. Registering on-line is available 24hrs per day, seven days per week.

On-line Connection: A simple dial-up connection is sufficient to access, and work comfortably on, the BASCO system. However, please note that there are the additional benefits of speed for those members who have a Broadband connection. Something to consider!

Registering by Telephone: For those members who may not have access to a computer, the choice is also there to register by telephone. Again this can be done from any available telephone. To register through this option you have to carry out the following requirements. 1) Fill out the Direct Debit form that is included with this mailing. 2) Also fill out the accompanying form to specify that this is the means, or one of the means, by which you wish to register your cattle with the Society. 3) Upon receiving this form, the Society will again process your requirement and issue you with a unique user name and password which you must retain and use everytime you telephone the Society’s dedicated registration telephone numbers. The user name and password allows a member to correctly identify themselves and for the staff to confirm and verify the members details. Registering by telephone will be available between the hours of 9.30am – 12.30pm. Monday – Friday. As at this point, it is not possible to predict the number of members who will wish to use this means of registering their calves. Therefore, the Society reserves the right to change the telephone registering hours of availability from time to time as required. Members will be fully notified of any changes to the times for telephone registering.

Again, as above, at the time of indicating that you would like to register by telephone, you will also be forwarded a folder containing blank registration documents. There will be the ability to record three animals registration details on each page. This document will serve as a guide for the information, in order, that you will need to give to the herdbook office when telephoning your registrations. It will also serve as a useful record for you to keep of the animals that you have registered with the Society. You can register as many animals as you wish at one visit.

The dedicated telephone registration line will be strictly for registration business only. Any other Society queries cannot be dealt with on that line or transferred to the main Society number. Details of this telephone number will be circulated to members in January.

BCMS Registrations: Members will have the ability, if they choose to, to make a passport application to BCMS at the same time as registering their calves with the Society. This facility is available when registering your calves through the on-line or telephone options. It is not available when registering by the traditional paper / postal means. Included on the enclosed application form is a box for you to indicate that you would like your calves to be submitted to BCMS at the same time as registering them with the Society. If you complete this box, all calves will thereafter be automatically notified to BCMS at the time of pedigree registration application.

PLEASE NOTE: For the purposes of the BASCO database, members who wish to use this option will have to register their calves within FIFTEEN days of birth. Any pedigree registration applications made after this date will automatically not be forwarded to BCMS for passport application. The fifteen day threshold has been introduced by the Society as a means of ensuring that a BLCS member has a sufficient period to receive a return to their application from BCMS or to make a query / re-submission in the event of no reply.

PLEASE FURTHER NOTE: There is no receipt mechanism to the breeder. This is a further reason why the threshold has been set at fifteen days. There is no charge for the provision of this additional service

Traditional Paper Registrations: You will still be able to register in the traditional paper / postal manner as at present if you wish to do so. However, please note that the cost of registering a calf in this manner has been increased by £5. This fee has been raised in recognition of the fact that paper registrations require more administration and will practically be superceded in all round efficiency for both the staff and member user by the newly introduced technology.

REGISTRATION PERIODS: Please note this principal change. As from 1st March there will be three designated periods within which members will be able to register calves. The first registration period for pedigree calves will be within 28-days of birth which is in line with general industry requirements. A further registration period will be for calves whose registration application is made between 29 – 90 days of birth. The final registration period will be for calves whose registration application is made between 91 – 180 days of birth. Please note there are instances where physical supplementary information will require to be sent to the Society (SEE HOLDING TANK information below).

The registration period, for fees to be charged, will be deemed to be at the point when all the relevant information has been received at the office. For example if a registration application is received 20 days after birth but the necessary letter of service is received 45 days after birth, the calf will have been deemed to be registered in the second registration period i.e. 29 – 90 days and will be invoiced accordingly.

From 1st March 2006, registration fees will be subject to the Society receiving completed registrations within a certain number of days ie 30, 90, 180 (450 for deregistratins). The following table is designed to help you plan your registration notifications and benefit from the most cost-effective tariff

LETTERS OF SERVICE AND DNA PROFILING SERVICE SIRES: Important Notice and Advice: Because of the registration period rules outlined above, members are strongly urged to DNA profile service sires or intended service sires at the time of purchase, or time of use but in either instance well before you intend to register calves by the given bull. The delay in profiling a service sire would likely increase the cost of registering the progeny. Similarly, if you have used another breeder’s bull, members are strongly advised to request and obtain a letter of service at the time of use and well in advance of any registration applications to that bull. Letters of service and DNA profiles of service sires can be forwarded to the office

180 DAY LIMIT FOR REGISTRATIONS: Calves who are more than 180 days old at the time of registration application will not be eligible for registration. This is specific and replaces the present six-month rule. Please be clear that this is also the final number of days at which an animal can be registered at i.e. any registration applications requiring letters of service, DNA samples or profiles, or appropriate monies, must be with the Society before the animal has attained 180 days of age. If this is not the case, the animal/s will not be eligible for registration.

REGISTRATION FEES: Through the management of change in the introduction of the BASCO database, the following fee structures for registrations have been applied commencing from 1st March.

Birth Registrations (Bulls & Heifers)

On-line & Telephone Registrations - Natural
£25 per calf if registered within 28 days of birth.
£35 per calf if registered between 29 – 90 days of birth.
£45 per calf if registered between 91-180 days of birth.

On-line & Telephone Registrations - FOT
£80 per calf if registered within 28 days of birth
£90 per calf if registered between 29 – 90 days of birth.
£100 per calf if registered between 91-180 days of birth.

Traditional Paper Registrations - Natural:
£30 per calf if registered within 28 days of birth.
£40 per calf if registered between 29 – 90 days of birth.
£50 per calf if registered between 91 - 180 days of birth.

Traditional Paper Registrations – FOT
£85 per calf if registered within 28 days of birth
£95 per calf if registered between 29 – 90 days of birth.
£105 per calf if registered between 91-180 days of birth.

HOLDING TANK: In some on-line and telephone registration instances, there will still be a requirement to post supplementary information to the Society in addition to the on-line information e.g. letters of service. In these instances, registration applications will be put into a holding tank and will be released as completed registrations, by office staff, when the office receives the physical material required.

The instances where registration applications will be placed in the holding tank are: If the Society requires a letter of service; where a DNA sample has to be submitted for the service sire or if the calf is an FOT. Please note, the holding tank is applicable only to animals being registered on-line or by telephone. As previously notified, members are reminded that all service sires must be DNA profiled before a calf may be registered. Members will not be able to see animals in the holding tank. They will become visible once they have been released, by office staff, into the herdbook. The invoice will be generated when the animal is released from the holding tank. Animals will be invoiced within the time period for registrations that they are released into the herdbook eg. Received on 20 days but released into the herdbook upon receipt of all relevant requirements on 100 days would mean a £45.00 registration fee!

450 DAY LIMIT FOR DE-REGISTRATIONS: Calves will be eligible for de-registration up to the age of 450 days from birth. Please note this is specific and replaces the present 15-month-rule.

DE-REGISTRATION ADMIN CHARGE: An administration charge of £5.00 will be retained for all de-registered animals. A flat rate of £20 will therefore be refunded for all natural de-registered animals. £75 will be refunded for all FOT de-registered animals.

COLLECTING FEES: As noted, those members wishing to register by the on-line or telephone options will have to complete and return a Direct Debit form (enclosed). Please note, if you are already on Direct Debit you do not have to complete a new form. The registration processes for both the on-line and telephone options have been automated. Put simply this means that the system will recognize what work you have done either on-line or by telephone, and your member account will be debited accordingly. You will thereafter receive your pedigree certificates along with an invoice detailing the work accordingly. No monies will be collected from your bank account until at least fourteen days after the invoice has been issued to you. Again, it is expected that this process will bring accuracy, efficiency and simplicity. Please note that the Direct Debit system enables the members to have all his due fees, not just registrations, collected through this means.

For those members who wish to continue with paper registrations and are not presently on Direct Debit, every encouragement is given to them to consider moving on to this fee collection system. It is a simpler, more efficient means and is backed up by a completely transparent Society invoicing and statement system.

SEMEN ROYALTY SCHEME: As you are aware, the Society is already administering this scheme for all appropriate registrations. Fees are collected at the point of registration and credited to the appropriate account with a small handling charge being applied. The system recognises the bull as a Royalty bull and generates an invoice for the standard registration fee plus the level of Royalty applicable to that bull. For those members registering by traditional paper means and not on Direct Debit, please note that registration applications, to Semen Royalty bulls, must be accompanied by a cheque for both the registration fee and the appropriate Semen Royalty fee.

AI CERTIFICATES: From the 1st March, the Society will no longer require members to submit an AI certificate when registering a calf got by an AI sire. With the advent of DIY AI and in accordance with accepted practice by other industry companies, it is felt that there is no longer a need for this certificate to be forwarded to the Society. However, members are asked to complete and retain an AI certificate as part of their on-farm record keeping. These certificates may be required by the Society from time to time for the purposes of inspection or for resolving a herdbook matter. The Society would ask that members retain these certificates for a minimum of five years. Obviously AI calves will continue to be identified by members at the time of registration with the Society and an AI date will still be required and requested.