Chilled Semen Facilitation Scheme

A valid CHED-P for the consignment, which has had a documentary check only.

If you have received a valid CHED-P with documentary and identity checks already completed, you do not need to proceed with the facilitation process and can proceed directly to insemination of the mare (see guidance below for examples of a valid CHED-P differentiating when the facilitation process would/would not be required)

A certified copy of the Export Health Certificate (EHC)

If you have not received a valid CHED-P and a certified copy of the EHC, contact the person responsible for the consignment to request these are provided. If the person responsible for the consignment is uncontactable, without the CHED-P and EHC the consignment is non-compliant and cannot be used. Follow the steps under Actions for non-compliant or illegal consignments.

To verify the consignment’s identity, confirm that the details provided with the consignment including the air waybill (AWB) or tracking number (found on the outer packaging of the consignment typically with 10-18 alpha-numeric digits), seal number (if applicable), number of units (vials/syringes), content of the consignment, batch numbers (if applicable), donor identification (Microchip Number, registration number, if applicable) match the details provided on the EHC and CHED-P.

Take photographs as evidence of the completed identity check. The photographs must clearly show all sides of the box containing different information including the valid CHED-P, the air waybill number and the EHC reference number, the seal number (if applicable), the number of vials/syringes and the labels on the vials/syringes.

Retain these photographs for your records for a minimum of 3 years and in line with your veterinary practice policy. If additional assurance required, the OV at the entry BCP may request the photographs as evidence of the satisfactory identity check.

NOTE: The identity check must be performed by a vet. If an Artificial Insemination (AI) technician is performing the insemination, a vet must complete both the identity check and the veterinary declaration.

Non-compliant consignments and enforcement

Documentary non-compliant consignments shall be enforced by the OVs at the BCP of entry into GB, as the Competent Authority, in accordance with article 66 of Retained Regulation (EU) 2017/625.

In accordance with, section 32 (3) (a) of The Trade in Animals and Related Products Regulations 2011, non -compliant identity post import checks at destination shall be enforced by the District Council or Local Authority.

Legal basis

New Regulations allow official control check rates to be administratively amended to reflect the new reduced identity check rate with reversion to 100% identity check rate after the 4-month contingency period, in a subsequent publication.

At the end of August 2024, the temporary contingency measure and the pilot scheme will end, with identity check rates reverting to 100%.

An assessment of the identity assurance pilot scheme will include both quantitative and qualitative analysis.

1. Quantitative analysis of the IPAFFS data including compliance rates.

2. Qualitative analysis with a user acceptance survey of all the veterinarians involved in this pilot scheme.

Export Health Certificate (EHC) is completed and certified by the Official Veterinarian (OV) in the EU Member State on TRACES NT (or other Member  State system listed below under Systems Summary). The EHC is sent to the importer (person responsible for the consignment) in GB who uses the information to complete the IPAFFS pre-notification, in the form of part I of the Common Health Entry Document (CHED-P). The EHC is attached to the IPAFFS pre-notification.

CHED-P is submitted for a consignment of chilled equine semen and contact  details of the vet or veterinary practice performing the insemination are sent to the entry BCP. The person responsible for the consignment undertakes two  essential steps:

a. Submits the CHED-P on IPAFFS, within the derogated pre-notification time for  the BCP, prior to the arrival of the consignment.

b. Notifies the entry BCP by email the contact details of the vet/veterinary practice (phone and email) undertaking insemination with the consignment (include CHED-P reference number).

It is advisable that there is one email chain per consignment, or if multiple  consignments will be used by the same vet/veterinary practice that these are  grouped. It is not advised that different vets/veterinary practices are grouped in the same email chain as this will mean the OV at the entry BCP will not be able to reply directly to the email chain and instead will only be able to provide the documentation required at step 4 to the person responsible for the consignment.

OV at the entry BCP completes the documentary check. Upon receiving the CHED-P in IPAFFS for the consignment, the OV at the entry BCP completes a remote documentary check on 100% of consignments. If the documentary check is compliant, the CHED-P part II is completed without the identity check, by selecting ‘Not done’ on the identity check question and selecting the reason ‘Chilled equine semen facilitation scheme’ from the drop-down list. This results in SPS clearance which facilitates Customs clearance, permitting onward movement to destination.

If the documentary check is non-compliant, the consignment should be called into the BCP for documentary and identity checks completed by the OV at the entry BCP

A copy of the valid CHED-P and certified copy of the EHC must be provided to the vet at destination. It is the responsibility of the person responsible for the consignment to ensure that the vet at destination has these documents available to them. This will be facilitated by the OV at the entry BCP providing these documents via email; either by replying all to the original email chain started by the person responsible for the consignment (per step 2), or if that email contains the information for different vets/veterinary practices the OV will reply directly to the person responsible for the consignment and they must provide the documents to the vet at destination.

If the OV at the entry BCP has not received the contact details of the vet at destination or their veterinary practice from the person responsible for the consignment or the contact details provided are incorrect/undeliverable, the OV will need to contact the person responsible for the consignment to establish these details

Vets at destination undertake identity checks on 100% of consignments that  require the facilitation process. On arrival of the consignment (documentary  compliant) at destination, the vet at destination checks that the identity of the consignment matches with the identity stated on the EHC and CHED-P.

Vets at destination perform the insemination. As soon as the inseminating vet has  visually confirmed that the identity of the consignment matches with the identity  stated on the EHC and CHED-P and is therefore compliant, they may inseminate the mare

Vets at destination complete the veterinary declaration. Complete the veterinary  declaration (Attachment I) and attach it to the email chain to the entry BCP within 24  hours of the consignment's arrival at destination, copying in the person responsible  for the consignment. The veterinary declaration can either be in the format of a  digitally signed pdf or a wet signed and scanned or photographed copy emailed to  the OV at the entry BCP by the veterinary practice.

Keep an original copy of the veterinary declaration for your records for a minimum of 3 years and in line with your veterinary practice policy.

If the veterinary declaration is not received within this period, the OV at the entry BCP will follow up on the second working day after arrival, depending on the BCP operating hours. For example for a 24 hour turnaround, if a consignment arrives at 1:00 pm on Wednesday, the OV at the entry BCP will expect the veterinary declaration by 1:00 pm on Thursday. If not received, a follow-up will occur on Friday. If the OV requires further assurance of the veterinary declaration, they should contact the vet at destination to discuss and address any concerns.

OV at entry BCP enters official results of identity check. On receipt of the  veterinary declaration, the OV at the BCP of entry into GB shall open the specific  CHED-P and then cancel and replace the original CHED-P with the official identity  check result. This allows the results of the import identity check to be entered on part  II of the CHED-P, which will reference the original CHED-P. This completes the  IPAFFS record where the import checks are compliant. If non-compliant, the same  process shall be followed with details of the destruction of the imported  consignment.