Frequently Asked Questions

FAQ (Frequently Asked Questions)

Forms referred to on this page are available from this web site or the National Office
03 59413288 or office@wpcs.com.au or www.wpcs.com.au



ABBREVIATIONS


COM = Committee of Management


PW = Part Welsh

Section E = All Geldings

ROS = Registered Other Society

OWS- Overseas Welsh Society




MEMBERSHIP & UP DATE ADDRESS INFORMATION (click on this link for change of address form)

  • A signed membership form and payment must be received by the National Office prior to activation of any membership.
  • See the Membership area on this site to select the types of membership & view fees.


Does the Society have a pro – rata membership available?

  • No. The membership year is from the 1st July to the 31st June.
  • If you join as a NEW Member and Join after the April / May COM meeting your membership will be valid through to the end of the following Financial Year. (Effectively 2 months FREE).


I have been a member previously but my membership has lapsed. Do I have to re join?

  • All your details will still be recorded on the Computer data base however this will be marked as un financial.
  • You are required to renew and update your membership details using the ANNUAL RENEWAL FORM.
  • The Membership Number will stay the same as you previously held.


What is the process to become a NEW MEMBER?

  • Select the type of membership you would prefer. (updates to Full membership can be made at any time)
  • Fill out the NEW MEMBER APPLICATION form and return this with payment to the National Office.
  • New applications are to be approved by the COM, this can take 3 - 4 weeks.
  • No Pony transfers or Registrations can be processed until your membership is approved.
  • Once your membership has been approved you will receive your membership pack via mail which includes your membership card.


I would like to change my name on the membership or Change the Nominee.

  • The Nominee is the person who signs all documents that are forwarded to the National Office such as transfer's or registrations.
  • A name change due to Marriage, death or changing of the membership name incurs a fee of $5.50
  • All applications for alterations of names must be made in writing signed by the Nominee along with copies of Marriage / death Certificates.


I have changed my Address details, how do I officially notify the Society?

  • For security and privacy purposes any Change of address details must be made in writing to the National Office.
  • These changes MUST be clearly noted with the old and new details, Member number and Signature.
  • There is no fee to activate Address or Contact detail alterations.
  • Faxed, mailed and emails are accepted providing there is a signature on the document.
  • If the nominee name is to be changed a signed letter of request should be provide from the existing nominee requesting the alteration to another name, the letter should be clearly signed and dated.


What is the Waiver Section of the Membership?

  • The Waiver MUST be signed by all persons attached to the membership for insurance purposes, it is imperative to be signed for insurance cover to be active at shows/events conducted by the Welsh Pony & Cob Society of Australia Inc.
  • If any of the persons on the membership are minors (under the age of 18 years), the Waiver section should be signed by the Guardian or Nominee of the membership on their behalf.
  • Once activated on the Membership, the names of those people on the membership covered by the insurance waiver will print on the Membership card.
  • Your membership will be activated but a membership card will not be issued if the waiver is not signed

If a relative has passed away how do I take over the Membership or Ponies registered in their name?

  • As the pony registration papers are declared a Legal Document, the Society must have copies of any claim to rights of ownership of the pony’s papers or for beneficiaries to be placed on the membership to enable transfer/sales of ponies.
  • Send Information of the Solicitors details with whom you are dealing with OR
  • Copy of the WILL stating you are the beneficiary & reciprocate of the Ponies recorded with the Society OR
  • A copy of the Power of Attorney, giving you the rights to sign on behalf of the Society’s recorded member to enable the sale of Ponies to occur.

    REGISTRATION OF A PONY

    The original signed form and payment must be received at the National Office prior to processing. (emails CAN NOT be accepted)

When is the registration breeding year?

  • The breeding year is from 1st August to the 30th June. (All paperwork for any Welsh ponies born within this time should be received at the Office prior to the 30th June or risk incurring penalty fees).
  • There are NO penalty fees for GELDINGS or PART WELSH registrations.
  • Branding should indicate the year 1st August reflects. ie: a late foal born in January of the breeding year 2008 would reflect the year 2007, NOT 2008.


What is a registration?

  • A registration is a full detailed record of the animals pedigree and description. (once completed this information will be available on via the On Line Stud Book and a registration card will be issued to the breeder or new owner).
  • Once registered with the Welsh Pony & Cob Society the pony is recorded for life with the Society. A unique number will be issued (registration number) for this animal.

Ownership details are required to be updated as the pony is sold on. (this is called a transfer)

How long does this process take?

  • Approximately 6 weeks, however It can take longer if the paperwork is submitted incorrect or requires further information. The COM has an Editing Committee who oversees the registrations processed by the Registrar at the National Office which requires all NEW registrations processed to be approved. Pending registration numbers are not able to be provided until the Editing Committee has approved the registration.
  • BUSY PERIOD's during the months of June - September the National Office can experience a massive influx of pony registrations due to the end of the Breed year. Therefore you are encouraged to either submit your paperwork earlier in the year or be patient as during this time the process could take up to 8 weeks.

The Process once a registration is recieved at the National Office.

  • An incoming Mail Spread sheet with the New Owner and Pony name is updated to enable tracking.
  • Any fees and payments are processed.
  • The paperwork is filed in date order recieved in the incoming registrations file with the Registrar.
  • In date order of receipt the registrations are PRE-EDITED where the information such as dates, signatures, validity of breeding, Ownership etc is confirmed and entered onto the computer data base.
  • At this stage the pony is allocated a PENDING registration number.
  • Once a week the pre edited papers travel via Mail to the Volunteer members of the Editing Committee for approval and final sign off. The registration will be again checked to verify the Registrars work and viewed for any discrepancies.
  • As promptly as popssible these registrations are returned to the National Office for Release onto the Stud Book System, Registration Cards printed & embossed with a seal then mailed to the Breeders or New Owners.
  • Prior to filing of the original paperwork the Editing Chairman again confirms the details are correct, if an Office error is discovered a recall letter will be issued requesting the return of the certificate for the re issue of a new certificate at no charge.


What can hold up the registration process?

  • Busy times of the year or holiday periods.
  • Incorrect payment not received with the registration paperwork.
  • Incorrect paperwork, such as missing service certificate or Markings page.
  • Signatures
  • Membership Status incorrect.
  • No Prefix and /or Brand noted or registered by the breeder.
  • Birth or breeding dates incorrect or No birth date provided.

  • If any of these things are discovered to be wrong with the registration submission, the National Office will contact the person submitting the paperwork by phone or mail inform you of the error and request further information be sent to the Office.
  • At this point the paperwork is placed in FILE under the name of the pony, waiting for these additional documents to arrive back at the Office. Once they arrive at the Office the FILE is reactivated and the editing process continues. (This however is the greatest reason for the delay in the registration of the pony)


Who can apply to register a pony?

  • A FULL financial member of the Society can register a Pony. The breeder of the pony is required to have a Prefix and Brand registered with the WPCS. (unless the pony is accepted with recipricol pony rights by a new owner.)
  • The owner of the Dam is declared the breeder of the foal. If the breeder does not have a transfer document for the mare a Lease should be put into place with the WPCS. This deems the owner or lessee of the Dam to be the Breeder of the Foal.


When should a pony be registered with the Society?

  • Within the birth year or risk incurring penalty fees. (ie 1 st August to 31 July)
  • The penalty fee is the registration fee cost added to the fee again for each year submitted late.
  • There are no penalty fees applicable for Geldings or Part Welsh Animals.


Who signs the breeder’s declaration?

  • It is the owner of the Dam who signs the breeder’s declaration. If the Sire was not owned by the breeder at the time of service, a service certificate is required.

If a registration Certificate is lost how do we get another one? (duplicate certificate)

  • Only the current registered owner of the pony can apply for a duplicate certificate. A letter must be sent to the office requesting the duplicate certificate, attach the relevant fee (currently $30.00) and once processed will be sent to the current registered owner. Fax copies of this request are accepted providing it carries a signature.
  • (COM occasionally have to approve re issuing of certificates.)


RECIPROCAL PONY RIGHTS

What are reciprocal Pony registrations?

  • This is a Pony who has at least the minimum 12.5 % Part Welsh Blood in them who is not currently registered with the WPCS. But is registered with another recognised society such as the APSB, RPSB and Arabian Society. (others are also accepted)


Who can register a reciprocal Pony?

  • If you are the owner of the pony with reciprocal rights; proof of this is required to be sent to the Office with the registration papers. (a copy of the other society paperwork which shows you as the Owner is sufficient)


How do I register a reciprocal Pony?

  • You are required to become a FULL financial member of the Society.
  • The Proof of owner ship is required via a copy of another approved Stud Book Society’s registration papers showing ownership details.


You are uncertain of the pony’s eligibility. fee for an extensive pedigree search ($11.00)

  • A pony requires a minimum of 12.5% Welsh Blood to be eligible for any Part Welsh registration
  • You are required to send a pedigree to the Office for eligibility. Sometimes a 5 (five) generation pedigree is requested.
  • The On Line Stud Book will show at least the minimum % each Part Welsh Animal carries. You need to have either individually or jointly at least 25% Welsh blood from the Sire and Dam to enable the 12.5% minimum required to register a pony.
  • You may contact the office with Sire & Dam details via email will allow the Office to check the validity of your pony. office@wpcs.com.au
  • If jointly or individually the Sire or Dam has at least 25% Welsh Blood proven then your pony is eligible for registration providing all the other requirements are met. These requirements can be found on the Part Welsh Application for registration form


PONY TRANSFER

  • The transfer of registration certificate is a legally binding document and therefore should not be tampered with by using liquid paper or altering other details on the card.
  • Signatures are checked for validity against membership records.


Is there a transfer form?

  • No, the transfer details are recorded on the reverse side of the registration certificate (DL size card). Once the card is full the Office will re issue a new card.


How much is a Transfer?

  • A Pony transfer is currently $25.00 if lodged in the Office within 60 days of purchase.
  • A penalty fee of $11.00 on top of the transfer fee is incurred after this time.

Who Pays for the Transfer?

  • The Society regulation states it is the responsibility of the Vendor to pay the Transfer fee and ensure the completed registration card is returned to the Office for processing.
  • Although many Vendors/ Buyers negotiate private terms regarding this matter.


Who signs and dates the card?

  • The back of the registration certificate should be clearly signed and dated by the Vendor.
  • Without the date and signature the transfer will not be able to be processed.

Who gets the transfer / registration card when the pony is sold?

  • The original registration certificate is required to be returned to the National Office with payment for processing, once completed the certificate will be returned to the new owner.
  • Again private negotiation is often undertaken regarding who sends the Registration Certificate to the National Office.


Why a transfer can not be completed.

  • The fee paid may not be correct
  • The date and/or vendor’s signature may not have been completed
  • The information at the back of the registration certificate may have been altered or liquid paper may have been used.
  • The new owner is not a member of the Society.


How long does a Transfer take to process?

  • Within the week if the new owner is a current financial member. If the owner is not a member of the Society, it can take up to 4 weeks once the Office has received the application for new membership. (all NEW memberships require approval by COM)

The transfer was signed over to me but the last transfer was not completed?

  • One transfer providing it was signed and dated over to the past owner can be skipped. Have that owner sign the pony over to the new owner to establish the pony is now sold on again. (even if the past owners were non members).
  • if more than one transfer has taken place and the Society has not been notified then a Statutory Declaration needs to be signed by the last recorded registered owner acknowledging the transfer to the new owner and they need to state that they have identified the pony (either by clear photos or inspection) as the one and the same pony as per the Certificate of Registration, and they state that they approve the new owner (and name this person) to take ownership. The Statutory Declaration is also required by the new owner acknowledging legal ownership and identifying the pony as the one and the same pony as per the Registration Certificate. Make sure that the name of the pony that you have purchased appears on the Statutory Declaration.


What a completed transfer looks like?

  • A completed transfer is one which has been endorsed with the date stamp and horse head society logo over the name of the new owner on the reverse of the registration certificate.
  • Once completed the new owner details will reflect on the On Line Stud Book.


PONY LEASES

  • Pony lease forms can be obtained from the National Office. This form is in triplicate and not available on the web site.
  • Once filled out with both the lessor and lessee details, the date the lease commenced and the date the lease is to finish

(note we can not record open ended leases) this form needs to be sent to the National Office with the appropriate fee – $30.50.

  • Both parties are required to current financial members for the lease to be recorded.
  • Once processed a letter goes to both the lessor and the lessee with the details of the lease for their records. A lease certificate is also produced which is sent to the lessee.
  • The original registration certificate is to be kept by the recorded registered owner and this should not be sent to the office with the lease application form.

How do I cancel the Lease?

  • If the lease is cancelled prior to the end date then a letter needs to be sent into the office from both the lessee (stating that the pony has been returned back to the owner and the date that the pony was returned) and the lessor (stating that they have received the pony back and the date the pony was returned to them). These letters need to be signed and dated and the letter from the lessee needs to have the lease certificate attached to it.
  • The Society does not become involved in legal disputes. It is recommended that an individual contract be entered into between the Owner & Lessee.


COLT to GELDING Registration

I had my Registered Colt Gelded, how do I up date the Stud Book records?

  • There is no charge for this procdess if the Colt is already Colt Birth Notified with the WPCS.
  • Return to the office his Colt Birth Notification Card
  • If the markings and all other detail are correct simply send in the Registration certificate with a copy of the veterinary report or a cover note stating the date the Gelding occured.
  • If there is details to be altered or modified please fill out a Gelding registration form and return the colt card also.


STALLION REGISTRATION

  • A DNA kit is required to be applied for by submitting your request in writing with the applicable fee to the National Office a form is available for download under registration section of this web site.
  • This incurs a fee of $132.00. If the pony has been DNA’d with another Society, a copy of the DNA results as well as the Stallion Vet check is required to be forwarded to the office.
  • A Colt is required to be adult registered between the ages of 2 and 4 (going by the breeding season which is from the 1st August to the 31st July). If the pony is older than 4 years of age, penalty fees apply for Welsh but not for Part Welsh.
  • The fee of $132.00 is added for each year late submitting request for Stallion registration to the Office with a ceiling fee of $500.00


AI PERMIT (Stallions Only)

  • The fee of $55.00 is required to be forwarded to the office with a form for application of an AI permit and notification of the pony’s name. Once this has been received, relevant paperwork will be forwarded.
  • A Stallion with an AI permit will be allocated a number which will display on the On Line Stud Book
  • This fee is a one off fee.


DECEASED PONY UPDATE

  • If your pony has passed away, the Society would like to keep the Stud Book up to date. Could you please send the Original registration Card back to the Office with a covering letter stating the date of passing as close as possible (exact date preferred).
  • The Office will record this detail, stamp the card with ‘cancelled/ deceased’.
  • If you require the certificate returned for a keep sake please request this occur or the certificate will be kept on file.
  • If you are unable to locate the Certificate you may notify us in writing with a signature the date the pony passed away.


SERVICE CERTIFICATES

  • Service Certificates are available from the National Office as a book of 20 for $11.00 or if you contact the office by email or phone a single duplicate certificate will be mailed to you at no charge. (this document is in duplicate and not available on the web site).
  • Any breeders using Stallions to service outside mares will be required to supply a service certificate to the owner of the Dam.
  • The certificate should be signed and dated and forwarded to the office with the registration of any foals.
  • A service certificate is imperative if you are the breeder but not the owner of the Stallion at the time of service, to enable registration of foals.

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