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Frequently Asked Questions Section

Below are frequently asked questions – please read through before emailing CHAPS (UK) to help you with your queries..
Q. How do I become a member of CHAPS(UK)?

A. Complete the membership application form that can be downloaded from the website homepage, taking out the package that best suits your needs. Application can also be made online using the Paypal page - before using this facility it is highly recommended that the Paypal Information page is read. The Paypal page should not be used as a download and printed off for submission to CHAPS. Prices are as per form or can be found on the "How to Join" page
Q. How do I register my horse with CHAPS(UK)?

A. CHAPS(UK) can register all coloured horses and ponies irrespective of known pedigree or not - just complete the Horse Registration Application Form that can be downloaded from the website. Use the Non-Members form if you are not a member of this society, or the Members form if you are a member. If you are applying for membership at the same time as registering your horse, use the Members form and send them both together. It is a DEFRA requirement that as from 1st July 2009 all applications for passports, whether for foals or older horses that do not hold a passport, must be microchipped. Please ensure that the microchip number and bar code are shown on the silhouette. Any applications received on or after 1st July 2009 without a microchip will be returned to the applicant. In the case of a microchipped horse, the silhouette and description may be filled in by the owner. However, please be aware th at any horse or pony that is destined for Show Jumping and want to regiser with BSJA must also have the silhouette completed by a vet. Foals: legally, all foals should have a passport before they are 6 months old, or before they are moved from their place of birth permanently. Additionally, if using a CHAPS covering certificate, all foals should be registered before the end of the year of birth in order to gain verified parentage. Applications received for foals after the end of the year of birth will be seen as late registrations, and as such would require DNA verification of parentage and will be subject to a higher registration fee (use and complete the horse registration application form and the covering certificate should be attached). Any foal gotten by "artificial" means will require DNA verification of parentage. It is a recommendation that foals should firstly be registered with the society that issued the covering certificate in order that the stallion is fully recognised and his studbook number and parentage verified. Always ensure that you are using the correct and current forms!!
Q. Do I have to be a member to show in CHAPS classes?

A. The only qualifier classes that are "closed" and are for our showing members and their CHAPS registered horses are our HOYS qualifiers. All other qualifier classes are open to members and non-members alike. However, showing membership and horse registration must be in place to take CHAPS Championship Show qualifiers, the qualifier card being issued with the membership and MUST without fail be signed in the ring by the judge at the time of qualifying. CHAPS Winter Qualifiers give some days grace for anyone who qualifies (refer to qualifier card), and these cards are awarded in the ring. Follow the instructions on the cards to secure your place in the finals! No ungraded stallion 4 years old and over is allowed to compete in any CHAPS class. No qualifier card will be issued to a Junior - all horses must be registered in the name of an adult and, as both owner and rider/handler must be showing members to apply, cards will only be issued to adults. Any transfer of ownership must be notified, which includes those of overstamped passports. There are no foal qualifiers - our Foal Futurity at the Championship Show is open to all coloured foals sired by a CHAPS(UK) stallion or any non-coloured stallion approved by any recognised Breed Society (see appropriate Ch Show Schedule)
Q. My horse already has a passport – how do I register it with CHAPS(UK)?

A. Again, use the Horse Registration Application Form, and follow the overstamp procedure as described on the form. It is illegal for horses to have more than one passport! Overstamps take approximately 10 working days - a card will be issued to you as soon as the passport is received in the office which will act as a "temporary passport" for your horse. Before submitting any passport for overstamping, it should be ensured that it shows you as the registered owner as confirmed by the issuing office of the passport. Any passport that does not show the applicant as the recognised registered owner will be returned. The overstamp must reflect the registered name of the horse as shown in the passport - this may not differ, although roman numerals may be added at the end if there are already horses registered on our own database carrying the same name. Transfers of ownership of overstamped passports should be notified to CHAPS by forwarding a copy of the ownership page as signed off by the issuing office to confirm that it has been administered in the correct manner - there is no fee for this notification.
Q. How do I get a passport for my horse?

A. By completing the Horse Registration Application form as described above – this will give you a passport. It is illegal to sell a horse without a passport! To produce a passport takes approximately 6 weeks, there is no fast track procedure. If you have a horse without a passport and suddenly have to move it or wish to go to a show/travel, CHAPS accepts no responsibility!
Notification of DEFRA Minimum Operating Standards for UK approved passport issuing organisations

Please be advised of the following, effective 1st February 2014, to which all PIOs must adhere:

Organisations are expected to report any offence under or breach of the Regulations cited to the horse passports enforcement authority for the area that the organisation is based so that they can decide whether enforcement action is needed. This includes where an organisation has received information suggesting that any of the following may have occurred:

i) Where a passport is applied for outside of the statutory time limit (6 months of birth or before 31 December in the year of birth, whichever is the later). This is with the exception of rescued equines and those who have purchased a horse without a passport.
ii) Where a passport is applied for when one already exists for that animal.
iii) Failure of a new owner to update owner details within 30 days. This applies regardless of the length of time the person was in possession of the equine. This includes notification of loan/lease or similar (be reminded that a passport is NOT a deed of ownership), and notification of death of the animal.
iv) Failure of an owner to return a passport for updating within 6 weeks of notification that the passport does not meet the current legal requirements.
v) Signs of unofficial changes to passport details, tampering or fraud should be discussed with the enforcement authority for that territory.
Any CHAPS issued passports that do not contain Section IX should be returned to CHAPS(UK) Admin office as soon as possible: without this update the passport is no longer valid. Fee for this update is £15.00 which includes VAT and recorded delivery return. All such passports will be returned with Section IX signed and stamped to declare the equine is not intended for human consumption.

All Duplicate and Replacement passports will have Section IX signed and stamped as the equine not intended for human consumption, as will all passports where a loss of ownership history is apparent.

In all cases where a passport is updated or issued for an equine whose original transponder (applicable to equidae identified after 30.6.2009) has failed will be signed and stamped in Section IX by the organisation to declare the equine as not intended for human consumption.
Q. I've lost my horse's passport - what do I do?

A. Your equine passport should be treated with the same care as you would treat your own! However, if it should be lost or destroyed, then the registered owner (and only the registered owner) must inform CHAPS(UK) giving details of the horse in order that the original application can be traced. A photograph of the horse must be forwarded (side on), and a fee of £50.00 should be forwarded with this declaration. A duplicate passport can then be reproduced.
Q. How do I get covering certificates for my stallion?

A. Owners/managers of CHAPS graded stallions must be up to date members, and the application form used to apply for covering certifcates (available from Administration). Covering certificates (£1.00 each) are year dated and numbered in order to keep strict track of them, and all stallion returns must be forwarded to Admin by the end of November of the year of covering. They cannot be issued retrospectively. AI nominationation forms are free of charge and must be submitted alongside a covering certificate. It is highly recommended that CEM tests are performed at the beginning of each season, and a copy of the results forwarded with the application form for covering certificates. EVA testing is also recommended. Applications made for covering certificates by non-members or horses that are not graded/licenced with CHAPS(UK) will be refused.
Q. How much...?

A. All fees are laid out on the downloadable forms and on the "Prices At A Glance" page
Q. Can I register my Appaloosa/ Spot/ Dun/ Palomino with CHAPS(UK)?

A. No – refer to homepage of this website for the definition of a coloured horse in line with CHAPS(UK) criteria
Q. I cannot get hold of CHAPS(UK) on the telephone

A. Admin office phone line is open between 10.30 a.m. – 2.00 p.m. on Mondays, and 9.30 a.m. – 12.30 p.m. Tuesday – Friday inclusive. Helpline 01978 661672 between 5.30p.m. - 9.30p.m. Monday and Tuesday. Keep an eye on the website for notifications of when the offices may be closed for holidays, shows, etc. A list of council members is also shown on the website with their respective “job descriptions”, and may be contacted at any time with regard to any queries related to their particular field
Q. I have just bought a horse with a CHAP(UK) passport, how do I transfer the ownership?

A. All passports are provided with a transfer of ownership form. The more recent passports have this page fixed within, the older ones having a loose-leaf form accompanying them. This form must be signed off by the vendor before handing over the passport, and then the form, passport and fee submitted to CHAPS(UK) for administration. This process will normally take approximately 5 working days (provided the office is open: check notifications on website for holidays, etc). It is a legal requirement that the transfer of ownership is notified to the PIO (Passport Issuing Office) within 28 days of the purchase
Q. How do I apply for a HOYS qualifier card?

A. HOYS qualifier cards must be held before entry into any CHAPS HOYS qualifier classes, and the reference number quoted on the entry form. The reverse of the membership application form contains the fields that must be completed for the application of qualifier cards. Alternatively, use the Paypal application form available on this site. Before applying, the owner must be a showing member and the horse registered with CHAPS(UK) – cards will not be issued without these fields being filled in. No card will be issued to Junior members - by default they may not be the registered owner of any horse or pony with CHAPS(UK).
Q. I cannot download the forms on the website

A. Try saving the form before printing. If this does not work, please send an s.a.e. to CHAPS(UK) for hardcopies to be forwarded.

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