SPORTS PONY STUDBOOK SOCIETY

  A DEFRA approved Passport Issuing Organisation

Studbook Office: The Last House, Keysoe Row West, Keysoe, Bedfordshire MK44 2JJ

Tel: 07703 566066    Email: 

Normal office hours - Monday to Friday 9.30am to 4.30 pm

Note that the SPSS Office relocated in April 2014 and the contact details at the top of the page should now be used for all contact with the SPSS
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SPSS PASSPORTS

SPSS will issue passports to the offspring of any SPSS (or SSH) graded pony regardless of expected adult height apart from pure-bred offspring eligible for the stud books of one of the indigenous Mountain and Moorland breeds of the UK.  See below for information on how to get a SPSS passport and about the 2017 Special Offer of a £25 discount for all 2017 foal passports where the application and payment are received by the 1st November 2017.

 

By law every equine must have a valid passportIt must be returned to the Passport Issuer (ie the SPSS) within 30 days when the pony dies or if ownership changes.  It must also be replaced with a duplicate (from the same passport issuer as the original passport) asap if lost or stolen.  Any passport that has come unbound is also invalid and must be returned to the Studbook Office with the appropriate fee so that a duplicate can be issued.

 

If your pony's SPSS passport has been damaged, lost or stolen then click here to find out how to get a duplicate.  Note that a passport is invalid if it is not securely bound.

 

Although a pony should keep the same name for life, if the breeder gives permission, amendment may be possible.  Please contact the SPSS Studbook Office (contact details at top of page) to discuss.  The fee for amendment will be £60.

Youngstock, mares and stallions with passports from another organisation can apply for SPSS Registration and passport overstamping provided that they are expected to mature below the maximum height limit of 158 cms (15.2hh).  Click here to go to the Registrations page.

 

NOTE:  The SPSS can change the ownership (and do other updates) for:

  • SPSS issued passports. 

  • Scottish Sport Horse (SSH) issued passports if (and only if) they relate to ponies on or under 148cm.  SSH horse passports are now maintained by SHB(GB) and their Change of Ownership Form can be found here

  • Non-UK EU passports (eg a German or Dutch one) for any pony (or small horse up to 158cm) that is eligible for SPSS overstamping apart from any pure-bred ponies that have a UK-based mother studbook (eg Welsh Sec A, B, C, D or Caspian). Examples of pony breeds that we will overstamp for the purpose of change of ownership etc include Deutsches Reitponies (DRP), NWPCS Sec K, NRPS, Danish Sports Ponies and similar.  The SPSS then notifies the passport issuer of the changes.  Please contact the Studbook Office for more information (including costs).

The SPSS will NOT process a change of ownership on any other UK-issued passports - they should always go back to the Passport Issuer.

 

A summary of the legal responsibilities of horse owners in relation to equine passports can be found on our Information & FAQ page or click here to download as a PDF file.

Jump to:

 

New Passports

 

Fees

 

Lost, Stolen or Damaged Passports

 

Prefix Registration

 

Notification of Pony Death

 

Notification of Castration/Gelding

 

Change of Ownership

 

 

Change of Ownership

 

When a pony holding ANY type of SPSS passport changes ownership, the passport must be returned to the SPSS Studbook Office within 30 days to have the new owner's details recorded.  This is a legal requirement for all equine passports and applies if a pony is given as well as sold.  It also applies regardless of the time you expect to have ownership of the horse/pony.

 

The Transfer of Ownership Form signed by the seller and buyer should be sent with the passport as should the change of ownership fee.  If the last registered owner shown in the passport is not the person selling the horse/pony, then supplying proof (in the form of a receipt or other documentation) of unregistered ownership changes will enable the SPSS Studbook Office to make the change and return the passport faster than if the last registered owner has to contacted to confirm that they sold the pony/horse.

 

Change of Ownership Fee

£25 SPSS passports, SSH pony passports & SPSS overstamped non-UK EU passports

£40 for other non-UK EU passports (this fee includes basic SPSS overstamping, for more info see below)

 

Passports are returned by the Royal Mail “Signed For” service.

If you require return by Royal Mail “Special Delivery” please add £5 to the amount sent.

 

Click here to download the Transfer of Ownership form in Word format or here for it in PDF format

 

 

Note that the SPSS Studbook Office address to use is The Last House, Keysoe Row West, Keysoe, Bedfordshire MK44 2JJ (as at the top of the page) NOT either of our previous addresses (which are Sock Farm, Chilthorne Domer or New Barn Farm, Ludgershall)  that may be printed in the passport - Head Office moved in 2008 and April 2014.

 

Note that all passports are returned by the RM Signed For service - please add £5 to the money sent if you want the passport back by RM Special Delivery.

 

NOTE:  The SPSS can change the ownership (and do other updates) for:

  • SPSS issued passports. 

  • Scottish Sport Horse (SSH) issued passports if (and only if) they relate to ponies on or under 148cm.  SSH horse passports are now maintained by SHB(GB) and their Change of Ownership Form can be found here

  • Non-UK EU passports (eg a German or Dutch one) for any pony (or small horse up to 158cm) that is eligible for SPSS overstamping apart from any pure-bred ponies that have a UK-based mother studbook (eg Welsh Sec A, B, C, D or Caspian). Examples of pony breeds that we will overstamp for the purpose of change of ownership etc include Deutsches Reitponies (DRP), NWPCS Sec K, NRPS, Danish Sports Ponies and similar.  The SPSS then notifies the passport issuer of the changes.  Please contact the Studbook Office for more information (including costs).

The SPSS will NOT process a change of ownership on any other UK-issued passports - they should always go back to the Passport Issuer.

 

SPSS Passport Application Process

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By law, an equine passport must be applied for by the later of 6 months from birth and the end of the year of birth.

DNA parentage verification will be required before an SPSS passport can be issued for ALL LATE APPLICATIONS and/or where the vet completing the Identification Form section (pages 4 & 5) is not able to carry out foal ID whilst on its genetic dam eg foal has already been weaned or is an ET foal seen with the recipient mare.

 

Pedigree Verified by DNA Testing. The cost of a passport with the pedigree verified by DNA parentage testing is a minimum of £40 more than the standard fee. The total cost depends on if DNA profiles exist and can be accessed by the SPSS for both sire and dam. If not, then it will be a further £55 for each parent that has to have a DNA profile done (and a DNA hair sample will be required for this unless one is already held by the SPSS). Please contact the Studbook Secretary on 0703 566066 or by email to establish the cost for each application where DNA pedigree verification is required or desired.

**** 2017 Special Offer ****

 

Note that there is an "Early Bird" special Offer for 2017 foal passports of £25 off passports applied for by 1st November 2017 provided that payment is a;so received by this date

To Apply for a SPSS Passport.  Download and complete the Passport Application Form; ensure that your vet takes a DNA sample (a few hairs from mane or tail put into a small plastic bag with the vet’s stamp or signature and showing the foal’s name) and that he/she completes the ID diagram on page 4 of the Passport Application Form (click here to download).  It is now also mandatory for all foals to be microchipped which should be done at the same veterinary visit and the information recorded on page 4.  A checklist has been provided below to assist with your application. 

 

Items required for SPSS Passport Issue:

  1. The original Covering Certificate given to you by the stallion/semen owner. Please ensure that you have completed the declaration of birth at the bottom of the page. Covering certificates issued by other studbooks or legitimate organisations will be accepted by the SPSS but please note that the foal’s ID/Markings must be recorded on page 4 of the SPSS Passport Application Form rather than on the covering certificate. 

  2. A completed and signed SPSS Passport Application Form  (including the Identification Form on page 4 which has to be verified and signed by a Veterinary Surgeon). Be prepared with the dam’s passport and covering certificate ready for the vet.

  3. A DNA hair sample (taken by your vet) in a plastic bag showing your vet’s signature and the foal’s name.  A DNA sample is also required for the dam (unless one has already been supplied to the SPSS)

  4. Microchip (transponder) barcode sticker and number – the sticker should be stuck to the Identification form (page 4 of the Passport Application form) in the place indicated (the box with TRANSPONDER written in it).

  5. A completed SPSS Membership Form (unless already a member). This form is available to download here.

  6. If your foal has ONLY ONE SPSS GRADED PARENT we require the following  information from the UNGRADED dam or sire’s passport:

    • A photocopy of the first page of the passport giving his/her life number, details and passport issuer; 

    • A photocopy of his/her pedigree page; 

    • A photocopy of any grading information and/or the passport overstamp if he/she has graded/licensed with another society.

  7. The appropriate fee made payable to SPSS - see top of Passport Form for current fees.  Membership fees are given on the Membership Form.

  8. A prefix application or extension form is you want to use a prefix that's not already registered with the Central Prefix Register for use with the SPSS (more info here)

A passport will then be issued by the SPSS Studbook Office. Note that all passports are returned by the RM Signed For service.

 

Passport Applications where one or both parents are Scottish Sport Horse (SSH) graded rather than SPSS Graded.  Anyone applying for a foal passport on the basis of the sire and/or dam's SSH graded status will also need to send the following information for both parents in order for the pedigree to be included in the foal's passport:

  • A photocopy of the first page of the passport giving his/her life number, details and passport issuer; 

  • A photocopy of his/her pedigree page; 

  • A photocopy of any grading information he/she has from the SSH or any other society

 

SPSS passports issued from 1st January 2016 are fully compliant with the latest EU Equine Identification law, all other relevant EU law and DEFRA's Minimum Operating Standards for PIOs.  The SPSS operates the Studbook to the same standards as expected of a World Breeding Federation for Sport Horses (WPFSH) member - but cannot become a member as our focus is on the breeding of Sports Ponies not horses!

 

If you are unsure about any part of the process, please contact the SPSS Studbook Office on 07703 566066 BEFORE submitting your documentation.

 

 

Notification of Death of Pony

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It is an EU requirement (and UK Law) to return the passport to the relevant Passport Issuing Organisation (PIO) within 30 days when your pony/horse dies.  In accordance with the legislation, the passport will be recorded as "Invalid".  The passport can be sent back to the SPSS with either with a covering letter that includes the date of death or by completing the SPSS Death Notification Form.  If you wish the passport to be returned to you, please indicate this on the form or in the letter, including your full postal address.

 

Notification of Castration/Gelding

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The SPSS requires that passports are returned for amendment following a colt’s castration (gelding). Please return the passport with a completed SPSS Notification of Castration (Gelding) form and fee.

 

Standard Passport Amendment Fee: Member and Non Member £15 (includes the return of the passport via the Royal Mail “Signed For” service). If sent with a Transfer of Ownership form and fee, this fee is reduced to £10. Note that all passports are returned by the RM Signed For service.

 

*** Special offer for 2016 *** 

 

Passports sent back for amendment following a colt's castration will be updated for FREE if sent with a Transfer of Ownership form and that fee (£25) or if sent back separately the only charge is £5 to cover return postage (by RM Signed For service - add £5 to have returned by RM Special Delivery)

 

Lost, Stolen or Damaged SPSS Passports

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By law every equine must have a valid passportIt must be replaced with a duplicate (from the same passport issuer as the original passport) asap if lost or stolen.  Any passport that has come unbound is also invalid and must be returned to the Studbook Office with the appropriate fee so that a duplicate can be issued.

 

If your pony's SPSS passport has been damaged, stolen or lost (and you are certain that it cannot be found), then a duplicate passport can be obtained from the SPSS Studbook Office (contact details at top of page).  Note that the relevant legislation mandates that Section IX of all duplicate passports is completed by the issuer to state that the pony may not enter the food chain.

 

The fee for a duplicate passport is £60 if it has been lost or stolen; £40 if it is damaged (provided all pages are returned).

 

For passports issued prior to 1st April 2014, if the plastic spine is damaged but still intact and/or additional vaccination pages are required the passport should be returned to the Studbook Office along with a cheque for £10 to cover postage & packing.  Note that all passports are returned by the RM Signed For service.

 

Passport Fees

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Provision of Passport and Registration (where the pony concerned does not have a passport):

(Note that these prices include DNA storage)

-  If one parent graded with the SPSS:

£75.00

-  If BOTH parents are graded with the SPSS: £65.00

-  If eligible for SPSS Green (Section X) papers only   (see below for details of eligibility for Green papers)

£100.00
Registration of Prefix (see below for details) £50.00
 

 

Registration of prefixes

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The SPSS is a member of the Central Prefix Registry, and all breeders wishing to use a prefix or suffix when registering an animal with the SPSS must apply for approval and registration of that prefix before it can be recognised as their own (even if they have already registered the prefix with a different breed society or studbook). The SPSS will check with the Central Prefix Register on behalf of the breeder that this prefix is acceptable, but in order to avoid disappointment advises all breeders to consult the Central Prefix Register’s own web page http://www.centralprefixregister.com/  before finalising their choice.

 

The fee for Registering a new Prefix is £50 or if you have a prefix registered with other Studbooks, then it's £20 to extend for use on SPSS passports.  Click here to download the application form or please contact the Studbook Office (details at top of page) to receive the form by post or email.

 

Eligibility for Green (Section X) Papers

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Green (Section X) papers.  In accordance with the EU Commission Decision 96/78 EC on ‘criteria for entry and registration of equidae in stud-books for breeding purposes’, Green (Section X) papers will be issued to any animal sired by an ungraded stallion with original Blue or Cream papers issued by the SPSS and out of an ungraded mare with original Blue or Cream papers issued by the SPSS.  Animals with Green papers will be eligible for SPSS grading in the normal way, with the following provisos:

 

(i)         Colts and stallions will be eligible for the Foundation Stud Book only

(ii)        Fillies and mares will be eligible for the Preliminary Stud Book only.

 

Should either or both of the parents of a Green-papered SPSS pony subsequently grade with SPSS then the Green papers can be upgraded to Cream or Blue as appropriate on payment of the appropriate fee. Graded status will also be amended where necessary.

 

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The Sports Pony Studbook Society

Studbook Office:   The Last House, Keysoe Row West, Keysoe, Bedfordshire MK44 2JJ

Tel: 07703 566066    Email: 

A Private Limited Company - Companies House (Cardiff) Registration No. 4106148

Registered Office: The Stables, Higher Farm, Limington, Yeovil, Somerset BA22 8EG