Approved as AI Sire/Donor Dam? Now at Your Fingertips

There is a new and exciting feature on your online pedigree display that will help to alleviate confusion on which animals are qualified as AI sires and Donor Dams. If you have used semen on a sire, purchased embryos or just can’t quite remember if you ran all the necessary DNA testing on your own sire/donor dam, this will be an easy two step process to double check before you breed/flush a female.

First and foremost, you must be logged in to Herdbook Services in order to access the Expanded Report option.

Go to Data Search, select Animal Search.

Type in the animal’s registration number that you wish to look at, hit Search.

At the bottom right hand corner of the pedigree display, under Reports, select the option Expanded Report.

Pedigree Display


Under owner/breeder, the expanded report information is displayed.  If you look to the far right under AI/Donor it will either show Approved as AI Sire/Not Approved as AI sire or Approved as Donor Dam/Not Approved as Donor Dam.

Approved as AI Sire

Approved as Donor Dam

Not ApprovedPlease note, this approval status does not take in to account the animal’s TraitTrac status for genetic defects. An animal may be approved as AI sire/Donor Dam and still generate a genetic hold on progeny being registered/reported.  To read more on TraitTrac and sire/donor dam requirements, please visit the New TraitTrac Guide post.

If you have any questions please email or call our office at 406.587.4531.


DNA Parentage Results – What if animal doesn’t qualify?

For some breeders the DNA process is similar to waiting for a present to arrive.  The DNA kit is submitted to the lab and from that moment the anticipation starts to build.  Will the animal submitted qualify to the parents? Will it test homo polled? Homo black? Free of genetic defects?  The not knowing, it’s heart wrenching, stressful and can just about drive you crazy.  However, whether the results leave you excited or let down, it’s important to understand the process so let’s take a moment and walk through how DNA parentage results are reported from the lab, uploaded and then sent on to the member.

Lab Reports Results to ASA

Each week a spreadsheet containing parentage results is forwarded from GeneSeek.  If the sire/dam of the animal being tested has DNA on file with ASA, the lab runs a comparison. The two critical columns on the parentage spreadsheet are sire qualify and dam qualify.

There are 4 possible outcomes if both the sire and the dam have DNA on file with ASA

  • the animal qualifies to both sire/dam
  • the animal does not qualify to sire/dam (result is an exclusion)
  • the animal qualifies to dam but does not qualify to sire – (result is an exclusion)
  • the animal qualifies to sire but does not qualify to dam – (result is an exclusion)

Once the records are uploaded/submitted, an animal that is registered/on file and marked as an exclusion, is automatically suspended pending DNA verification or a pedigree update.

If only one or the other(sire/dam) has DNA on file, the animal is only compared to that parent. If the parent animal does not qualify, the exclusion procedure is followed as described above.

If neither parent has DNA on file, the animal’s DNA parentage is simply placed on file and uploaded.

Once the weekly file is submitted through completion, each of the animal records are updated and member accounts are invoiced for testing.

Member notification

If the member has an email address on the account, an automated email is sent out displaying the invoicing information. These automated notifications do not contain any parentage result information, they simply display the amount invoiced to the account.  If your animal is registered/on file in the database you can go in to Herdbook Services, view the animal pedigree and look for the results designation on the animal record.  For an explanation on what to look for, please view blog post on DNA results.

DNA parentage reports are then generated and emailed to members as attachments or mailed out the following business day.

What happens if the parentage report says the animal did not qualify to the parent(s)?

  1. If it’s an ET animal we’re going to ask for other mating possibilities.
  2. If it’s a single birth animal we’re going to ask if there are any other sire/dam possibilities.

If you’re the breeder on this animal, go back and double check your records and if your response is, “no, there are no other possibilities” then a *second sample will need to be submitted on the animal.  If you submitted a hair sample the first time, we will recommend sending in a blood collector card for the second submission or vice-versa.

If there are other possibilities those will be forwarded to the lab for comparison, this is called a re-check.  Re-checks typically take 24-48 hours to complete, depending on lab workload. If animal qualifies to re-check, pedigree is updated and unsuspended.

If the animal/ET was purchased, you will need to check with the seller/breeder/sales management team and ask them if there are other possible matings.  If they respond as mentioned above we will advise a *second sample submission on the animal.

*Please note – If you submit a second sample and the animal tests the same way it did the first time, i.e. does not qualify to parent(s), you will be invoiced for both DNA parentage tests.  If the second sample qualifies to parent(s) as originally stated we will refund the amount invoiced for the second set of results.

Each exclusion case is unique and in certain cases, forces us to leave our comfort zones and consider even the remotest possibilities.  It helps to think of DNA as a giant puzzle and it that it often takes more than one person to fit all the pieces together. Take a moment and consider all the people involved in the process of flushing a donor dam or breeding a dam AI.  The wrong semen straw gets pulled for the flush, the petri dishes on the flushed donors get switched, the ET straws get mis-labeled, the dam gets bred with two straws and it doesn’t get written down, this is just a few examples. None of us ever like to admit that we are all human and mistakes do happen(me least of all) but I can make you a promise that as issues arise,  we will work diligently with you each step of the way  to resolve and try to make real world sense of them.

If you have any questions/concerns on a particular DNA case please do not hesitate to email or call 406.587.4531.

Fall 2014 – Late Enrollment Adjustments due 8/15/14

If you  missed the June 15 deadline to enroll your dams in Fall 2014 THE, here’s what happened with your THE inventory.

  • All dams listed on preliminary Fall inventory were enrolled in Option A and invoiced $16.00/each.
  •  ASA mailed out a late enrollment packet on July 11 which included a letter explaining the late enrollment, a copy of your inventory and THE codes sheet.
  • If adjustments need to be made to your Fall enollment, they must be submitted/postmarked to ASA by August 15, 2014.

You have four different choices to submit adjustments(choose one):  online via Herdbook Services, email to, fax to 406.587.4531 or postmark to the ASA office by August 15, 2014.

To adjust your enrollment online follow these steps.

Quick Instructions

  1. Select Herdbook Online Services

  2. Log In by entering

  • 6-digit member number (zero filled example: 000317)

  • Password

  1. Under Data Entry select Online

  2. On the inventory tab make sure the year selected is 2014 and the season is Fall

  3. Choose Update 2014 – Fall THE Cow Inventory button

             – This will load your late enrollment inventory into the spreadsheet with a row for each female

  1. Now go down your inventory and for the dams being removed place a removal code in the primary code column and change the A/B/C/N column to an N

  2. For dams being enrolled just enter in an enrollment code in the primary code column or leave blank if no special code is needed. If you want to update from Option A to B/C replace the T with a B or C.

  3. Add any additional females at the bottom of the job on a blank row by their ASA registration numbers

  4. Please see numbers 11-12 below for instructions on how to submit your job through completion

Detailed Instructions (use 1-5 listed above)

       10. Update Inventory

  • If the dam is remaining in your herd, enter appropriate Enrollment code in Primary Code column or leave blank if no special code is needed

  • If the dam has been removed from your herd, enter a Removal Code in the Primary Code column. To designate a second reason for removal (optional), you may enter a Removal Code in the Addtnl Code column as well.

  • A/B/C/N Enrollment Type If you are enrolling in Option A – there is already a T in this column, leave it there. For Option B – change the T to a B. For Option C change the T to a C. If the cow is being removed from the herd place change the T to an N in the column. *Note: There will be errors on all rows if you are updating the enrollment Option until you have hit the submit data button and ran your job through error checks.

  • Remarks – You may use this column if you wish to have additional remarks on a dam. This column is for member use only, ASA will not adjust enrollment based on this column.

  • Bill Code – This column is to be used by members to indicate how you would like to be billed for your enrollment. Late enrollment invoices the Full amount up front of $16.00. If you would like to update the billing to only be invoiced half of the fee($8.00) at this time, fill an “H” in this column for each female. The other half of the fees will be billed in March of 2015. If nothing is entered or column is left blank, a “F” is assumed and the $16.00/dam fee will remain on enrolled females.

  • To add cows: (Scroll down to a blank row. If you do not have a blank row, click on your last dam and hit your enter key. This will create a blank row.)

      • Cows on file with ASA*, enter ASA number in AnmRegNbr column

      • Cows not on file with ASA*, enter tattoo in the AnmTatt column, enter birthdate in BirthDt and breed(s) in Brdcds column.

*Please note: If your dam has had a calf reported to her or has been enrolled in THE previously, she will have a number in ASA’s system. Please enter that number into the AnmRegNbr column so that a new dam record does not get created.

11. If there are Errors and/or Warnings

  • Errors (indicated in red at beginning of row) or Warnings (indicated in purple at beginning of row)

  • Move cursor to the top of spreadsheet and select tab labeled Errors or Warnings

      • Screen will display each error or warning

      • Errors must be corrected before submitting data to ASA – see *note above under A/B/C/N column instructions if error is on enrollment type.

      • Warnings may need to be corrected before submitting to ASA

      • Jobs may be submitted to ASA with warnings, but not errors

12. Once all cows have been given an enrollment or at least one removal code, select Submit Data

  • A new page will display; if there are no errors, a Proceed to Billing link will be available

  • Select the Proceed to Billing link to display a billing summary. since you were invoiced $16.00/dam for late enrollment, your invoice will reflect the adjustments in dams being enrolled/removed or updated between Options(if moving from A to B, A to C).

  • Choose one of the following to complete your job:

    • If you wish to complete payment with a credit card select Add Payment. Enter in your credit card information and select confirm. You will then need to select the button Final Submit (Only click once). A screen will then show an invoice that you can print and store in your records. It should also say Invoice Status : Complete.

    • If you would rather mail a check to ASA, select Hold Until Payment Received. A screen will then show an invoice with the current amount due that you can print and store in your records. Note: enrollments will not be completed until payment is received.

13. To save job and return later, select Save and Exit. The job will remain in an incomplete status under your account. Please be aware that billing will work off the submission date, not the date the job was initiated.

***Please double check to make sure your inventory job is complete. If you go to Data Entry, select Online and on the left hand side choose Job List. If your Inventory Dam 2014 F job is listed with a button that says Resume, it is still at an incomplete status. Select Resume and submit your job through completion.

 14.  Submit your inventory by August 15, 2014 to receive full credit back on enrolled females or to update the enrollment Option.

Late Enrollment Rates per dam enrolled

Option A (TR) $16.00

Option B (SR) $1.00

Option C $8.50

Note: If adjustments are not made by August 15, 2014, your preliminary inventory will be accepted as is (including enrolled in Option A, regardless of previous year’s option). There is a $1.00 late-enrollment fee that will not be refunded.

If you need assistance please call (406) 587-4531 or email

Want to Learn More About H/P/S and Inheritance?

Do you have questions about horned/polled/scurred genes and inheritance? Join in on the discussion by visiting the ASA Science Forum today.

Horned/polled/scurred: an example of complete dominance, epistasis, and a sex-influenced trait

Science Forum

Landing page

Follow the link above, once on the landing page, select DNA Testing. Then select the topic you wish to view.