[ o- i

A HANDBOOK for

EXTENSION WORKERS

NATIONAL

,,^

COOPERATIVE

DAIRY HERD

IMPROVEMENT

PROGRAM

FEDERAL EXTENSION SERVICE-U.S. DEPARTMENT OF AGRICULTURE-AGRICULTURE HANDBOOK NO. 248
CONTENTS

Chapter '^^^^

I. Organization and Relationships 5

Richard E. Burleson, Extension Dairyman, U.S. Department of

Agriculture, Washington, D.C.

II. Educational Responsibilities 8

M. F. Ellmore, Dairy Specialist, Virginia Polytechnic Institute,

Blacksburg, Va.

III. Three Record Program Plans 11

Standard Dairy Herd Improvement Association Plan 11

J. D. Burke, Extension Dairyman, Cornell University, Ithaca, N.Y.

Herd Code Numbering System 13

Gerald J. King, Dairy Husbandman, Agricultural Research Service,

Washington, D.C.

Owner-Sampler Plan '5

Gene Starkey, Extension Dairyman, University of Wisconsin,

Madison, Wis.

The WADAM Plan 16

J. G. Cash, Extension Dairyman, University of Illinois, Urbana, 111.

IV. Official Testing 17

George R. Barrett, Director of Program Development, The HolsteinFriesian Association of America, Brattleboro, Vt.

V. Filing System for Production Testing 20

Marvin E. Senger, Extension Dairyman, N.C. State College,

Raleigh, N.C.

VI. Maintaining a High Quality Program 22

Donald E. Voelker, Extension Dairyman, Iowa State University,

Ames, Iowa.

VII. Evaluation 25

R. Sam Jones, Jr., Extension Dairyman, Auburn University,

Auburn, Ala.

APPENDIX I—TABLES

Page

Table

1. Herd Record Books and Forms (hand calculated) 26

2. Herd Record Books and Forms (automated data processing) 28

3. Reports From Dairy Records Processing Laboratories 29

4. Bulletins, Manuals, Correction Forms, Record Use Forms, for Automated

Data Processing 30

5. Reports Required by Other Government Agencies 31

6. Insurance and Other Group Benefits 32

7. Membership Records and Organization 33

8. Forms Used in Official Testing 33

APPENDIX II—MEMORANDUM OF UNDERSTANDING
PREFACE

The Dairy Records Committee of the American Dairy Science Association

(ADSA) has, for some time, felt that all facets of dairy record-keeping should be assembled in one publication. Such a guide would be invaluable to Extension workers

to use in the development and execution of effective record programs. No single phase

of an Extension dairy program is as vital to progressive dairying as is dairy recordkeeping and the companion programs based on use of information records provide.

Plans for this publication were developed as a joint effort from the office of the

Extension Dairyman, Federal Extension Service; The Agricultural Research Service;

and the Dairy Records Committee of the American Dairy Science Association. Members of the Dairy Records Committee, with the assistance of others, prepared and assembled the material for this publication.

Members of the 1961-1962 Dairy Records Committee of ADSA were:

J. D. BURKE, Chairman, Extension Dairyman, Cornell University, Ithaca, N.Y.

DONALD AUS MAN. General Manager, Agricultural Records Cooperative, University of Wisconsin, Madison, Wis.

JAMES CAVANAUGH, Chairman PDCA Records Committee, American Jersey

Cattle Club, Columbus, Ohio.

E. T. ITSCHNER,, Extension Dairyman, University of Missouri, Columbia, Mo.

R. SAM JONES^ Jr., Extension Dairyman, Auburn University, Auburn, Ala.

WiLLARD WINTERS, Extension Dairy Specialist, Western Washington Experiment

Station, Puyallup, Wash.

Consultant to the 1961-1962 Dairy Records Committee:

RICHARD E. BURLESON^ Extension Dairyman, United States Department of Agriculture, Washington, D.C.

Ex officio member of the 196*1-1962 Dairy Records Committee:

J. F. KENDRICKS, Assistant to the Chief for Dairy Herd Improvement, Dairy Cattle

Research Branch, Agricultural Research Service, Agricultural Research Center,

Beltsville, Md.
NATIONAL

COOPERATIVE

DAIRY HERD

IMPROVEMENT

PROGRAM

I. ORGANIZATION AND RELATIONSHIPS

BackgiTOÜTM

The National Cooperative Dairy Herd Improvement Program is not something far removed from your

State or located in some distant city. It is the dairy

recordkeeping program with which you as an extension worker are involved from day to day.

The ''national cooperative" aspect of the program

developed over a period of years for several reasons.

First, in 1935 the National Sire Proving Program was

started. This phase of the National Cooperative

Dairy Herd Improvement Program is the direct responsibility and under the direct supervision of the

Animal Husbandry Research Division, Agricultural

Research Service, U.S. Department of Agriculture.

A nationwide activity such as sire proving demanded

lactation records made under uniform rules and supervision. Thus, this was the first real need for a cooperative program between States and the USDA.

Second, a "national cooperative" program provided

a means whereby comparable information could be

made available by individual States and for the nation

as a whole. These State and national summaries include such items as number of cows and herds enrolled

in the various testing plans, herd sizes, production per

cow, cost of production, and feed information. When

information is uniform among States it can be used

much more widely in dairy extension work as well as

for a source of valuable research data.

Third, a uniform program made it possible for States

to use the same record forms and to cooperate in other

ways in developing equipment, supplies and procedures. In the earlier years this was an important

factor, as nearly all States used the forms supplied by

the U.S. Department of Agriculture. During the last

10 years, with the development of automated data

processing through State and regional computing

centers, this situation has gradually changed. Now,

with the exception of lactation reports, most States are

providing their own forms. However, cooperation is

still effective through the regional computing center

in other ways.

Fourth, through the National Cooperative Dairy

Herd Improvement Program approach it was possible

to develop a unified "official testing" plan. This plan

has been accepted by all of the dairy breed registry

organizations and is known as "Dairy Herd Improvement Registry" or DHIR. In essence, this plan is

operated and supervised under the same rules as

Standard DHIA. Thus, a "cooperative program"

has provided another tool to each individual State.
o^ DHIA MEMORANDUM OF UNDERSTANDING

April 1961

State Cooperative

Extension Services

Extension Committee

on Organization

ahd Policy

Federal Extension

Service

U. S. D. A.

Policies

DHIA, OS, WADAM,

DHIR

County Agents

County Supervision

Educational Programs

Teaching Methods

Information

Extension Dairymen

State Supervision

Educational

Programs

Cooperation

County DHIA

Board of Directors

State DHIA

Board of Directors

PDCA and Breed

Associations

DHIR

Summarized Sires

Active Membership

Members Bull Studs

1

Animal Husbandry

Research Division

U. S. D. A.

Sire Summaries

Report Forms

National and

Regional Summaries

Information

American Dairy

Science Association

Advisory

National Association

of Artificial Breeders

Demonstration herds for

instruction to all dairymen

FIG. 1-RELATIONSHIPS AND RESPONSIBILITIES RELATED TO THE NATIONAL COOPERATIVE DAIRY HERD IMPROVEMENT PROGRAM
Cooperating Parties

The National Cooperative Dairy Herd Improvement Program ( including the National Sire Evaluation

Program) is a cooperative undertaking between (1) a

local DHIA of cooperating dairymen, (2) the Cooperative Extension Service, and ( 3 ) the Dairy Cattle

Research Branch, a part of the Animal Husbandry

Research Division of the U.S. Department of Agriculture, Figure 1, page 6, gives the flow chart of the

cooperating parties as outlined in the Memorandum

of Understanding.

Local DHIA. The primary purpose of a local

DHIA is to afford the members an economical method

of getting information they can use in improving the

producing efficiency of their herds. Local associations

are organized by dairymen and are operated as extension demonstration projects under the general

supervision of extension workers. As extension

demonstrations, they are effective in encouraging

dairymen to adopt herd improvement practices.

A typical DHIA is an organization of 20 to 25 dairymen who employ cooperatively a supervisor or "tester"

to keep records for them. A board of directors attends to the association business. The local county

agent acts in an advisory capacity and cooperates with

the State Extension dairyman in supervising the program. Countywide testing laboratories are operated

in many States.

The local DHIA may be a community, county, or

a multicounty association. In most States the DHIA

is operated as a county unit. Many States have a

State DHIA which is a federation of local associations.

The direct responsibility of the program usually remains with each local DHIA. However, a State

DHIA is valuable for (a) establishing State DHIA

policies and rules, (b) coordinating the programs of

local associations, (c) bringing about uniform enforcement of rules, (d) establishing standards of performance for supervisors, and (e) arranging for a statewide

basis for compensation, liability insurance and social

security for supervisors.

Cooperative Extension Service. More complete

responsibihties are outlined in the Memorandum of

Understanding which appears in the Appendix. State

Extension Services have some flexibility in discharging these responsibilities.

County level. The primary functions of the county

agent are as follows : ( 1 ) assist dairymen in organizing

a DHIA, (2) act in an advisory capacity to the association, (3) cooperate with Extension dairymen in

supervising the local program and (4) assist members

in putting their herd records to work.

State level The primary function of the State

Extension dairyman is to assume the responsibility for

the development and guidance of the National Cooperative Dairy Herd Improvement Program within his

State, including the general supervision of all program

activities. More detailed responsibilities may be

found in the Memorandum of Understanding, which

is included in this handbook as Appendix II.

Federal level. The primary function of the Federal Extension Dairyman is to serve as a liaison between the States, the Animal Husbandry Research

Division, and the Extension Committee on Organization and Policy (a committee of State extension administrations). He should also arrange for an

exchange of ideas, extension methods and other information among States.

Dairy Cattle Research Branch. The primary

function of the Branch is to conduct a National Sire

Evaluation Program based on data received from the

cooperating States and to assist in coordinating the

State Dairy Herd Improvement Program with the

national program. The Branch acts in an advisory

capacity to the States and compiles State, regional and

national summaries. Research is conducted on the

various aspects of the program.

Location of Dairy Cattle Research Branch

The Branch is located at the USDA Agricultural

Research Center at Beltsville, Maryland. Correspondence with the Branch should be addressed to:

Dairy Herd Improvement Section, Dairy Cattle Research Branch, Animal Husbandry Research Division,

Agricultural Research Center, Beltsville, Md.

American Dairy Science Association. Even

though the American Dairy Science Association is not

a formal cooperating party in the National Cooperative Dairy Herd Improvement Program, this organization provided a vehicle through which the program

has been developed throughout most of its history.

The Dairy Records Committee of the ADSA helps

establish uniform rules and policies for the program.

The membership of the Committee includes State

Extension dairymen and a representative from the

Purebred Dairy Cattle Association. A representative

of the Federal Extension Service acts as consultant and

a representative of the Dairy Cattle Research Branch

acts as an ex officio member. Recommendations of

the Dairy Records Committee are acted upon by the

Extension Section of the American Dairy Science

Association. This section is made up largely of State

Extension dairymen.

7
Authority

One way of explaining the National Cooperative

Dairy Herd Improvement Program is to say that it is

the sum and substance of 50 State programs. Since

some uniformity is necessar>^, it becomes necessary to

have an instrument whereby the responsibilities of the

cooperatini; parties are agreed upon and put them

into effect.

The instrument which does this important job is

the Memorandum of Understanding among the Cooperative Extension Service of each State, the Federal

Extension Service, and the Animal Husbandry Research Division of the Agricultural Research Service

in the United States Department of Agriculture.

The memorandum for each State is signed jointly

by the Director of the Cooperative Extension Service,

the Administrator of the Agricultural Research Service, and the Administrator of the Federal Extension

Service. A copy of this memorandum appears as

Appendix H.

II. EDUCATIONAL RESPONSIBILITIES

As an Extension w^orker, you need to understand

the interrelated functions of the cooperative testing

pros^ram: senice, education, research and allied

activities. Your educational approach will be somewhat different as vou work with each area.

oervice

The service area is concerned with the mechanics

of the program; the routine details of getting the job

done. This is a responsibility of the local organization,

or in some cases, the State organization. It includes:

1. Employing a qualified supervisor. Usually the

dairy specialist will certify an applicant's qualifications, but it is the responsibility of the local organization to employ him.

2. Establishing testing rates.

3. Providing standard equipment and supplies.

4. Collecting and disbursing all funds.

The Extension worker must respect the authority

and status of the local DHIA. Although you may be

accepted by the group, you must remember that you

are not a member of the group. You should be an

advisor: never a director. Group development should

be one of your objectives when working with the

DHIA in the conduct of its internal affairs.

Education

The primary role of the Extension worker is that of

teacher. This fact is too often overiooked because of

8

the informal nature of the Extension education

program.

The teacher attempts to change an undesirable

situation by influencing the people who are involved

in the situation. Therefore, your teaching objectives

must be in terms of the specific; (1) audience, (2)

changes in attitude, knowledge or skill desired in the

audience, and (3) subject matter field.

Your objectixes when working w^ith the testing program might include :

1. Developing the strong leadership that is essential

in DHIA groups.

2. Having participating dairymen gain greater

understanding and knowledge of the value of their

records, and develop greater skill in using this information for making management decisions. Much of the

effort in this direction should be channeled from Extension specialists through well-trained agents who in

turn work directly with dairymen.

3. Getting participating dairymen to acquire a

greater appreciation of the importance of their records

as research material. The results can improve the

economic position of all dairying.

4. Changing the attitude of nonparticipating dairymen toward the need for production records.

5. Having DHIA supervisors acquire the knowledge

and skills necessary for high quality performance of

their duties.

6. Evaluating purposes—observing the results of approved practices under field conditions.

These are broad objectives, but they can give direction as you plan your activities in the testing program.
Research

The Extension worker must recognize how the

DHIA program contributes to the broad continuum of

research. There are two general levels:

1. Fundamental research—searching for basic

truths.

2. Applied research—testing the application of

basic truths under controlled conditions to determine

which practices will be approved as sound.

These two levels are generally under the direction

of the experiment station. The reporting system

built into the cooperative production testing program

is designed to provide data for evaluation purposes.

The flow of data starts on the cooperating farms,

funnels through the various county agents and is

pooled in the dairy Extension office. Monthly and

yearly summaries of these records provide a wealth of

dairy production teaching material. The specialist

should give a high priority to the time necessary to

organize this material. It is valuable and basic to

carrying out his teaching objectives and to county

agents in teaching programs.

Electronic data processing equipment can help analyze and summarize this data. Properly managed,

this processing method can result in more teaching

material and more time to disseminate the results.

The specialist has a further responsibility in the

research area. He must forward certain of the assembled data to the Dairy Cattle Research Branch.

Lactation reports are the foundation of the national

sire summary program. Yearly herd records are

summarized on a national basis and the results are

made available to the States.

An important role of the Extension specialist is in

evaluation. However, his closeness to field problems

places him in an excellent position to counsel the

experiment station on needed research.

Allied Activities

Your effectiveness is greatest when you involve

others in a team approach. Other members on a

dairy records team may include : specialists from allied

subject matter fields, representatives of agencies and

organizations with a primary interest in the dairy

industry, representatives of dairy service, supply and

marketing concerns, and informal lay leadership. Not

only does this involvement help accomplish the primary objectives of the program, but it also promotes

good public relations.

There are certain relationships that exist between

the records program and other special interest, dairy

centered programs. Four of these deserve special

mention:

State Federation or Other Type of State DHIA.

The main activities of this organization are service and

guidance. Assistance given to this group in the form

of leadership training will minimize the need for specialist time to administer the mechanics of testing. A

strong State DHIA will also help the specialist carry

out the educational objectives of the program.

Supervisor Training. A well-trained supervisor is

essential to a dynamic testing program. Usually the

specialist arranges for the initial training and for continuing training on the job. The quality of the supervisor's work determines the value of the records

used by dairymen and Extension workers.

Artificial Breeding Program. Both DHIA and

Artificial Insemination (AI) are directed toward

daily herd improvement. These differ in their relationship to the Extension Service.

Most artificial breeding concerns, like many other

agricultural organizations, request some personal service assistance from the Extension Service. Most of

these have outgrown the need for this kind of help.

They have a service and a product to sell. They engage in active promotion and competition. Extension must not become involved in this type of activity.

The DHIA program is concerned with fact finding

and decision making. It is noncompetitive. It is

dedicated to education and is sponsored cooperatively

by national, State and local agencies.

The Extension speciaHst can best serve the AI program by providing production record summaries for

use by AI in sire selection and evaluation. AI will

benefit directly from an effective Extension program.

As dairymen realize the need for improved breeding

they will turn to AI as the logical source of superior

semen.

Official Testing. In most States, the specialist in

charge of production testing is also the Superintendent

of Official Testing. As such, he is responsible for

supervising the conduct of breed sponsored tests and

for authenticating the records. This is a cooperative

arrangement provided by the college and the purebred

dairy cattle organizations.

The breed clubs have in turn made these records

available to colleges for research purposes. This cooperative effort has resulted in much valuable teaching material for dairy improvement.
Affiliated County Dairy

Herd Improvement

Cooperatives

Affiliated County Dairy

Herd Improvement

Cooperatives

Affilioted County Dairy

Herd Improvement

Cooperatives

District Delegate Meeting

^

Annual Meeting

Board of Directors

Elected by Delegates

Executive Secretary

Field Service Director

Field Service Supervisor

Officers Elected

by Board

Special Committee

FIG. 2-ORGANIZATION OF A STATE DAIRY HERD IMPROVEMENT COOPERATIVE, INC.

Membership

Board of Directors

Elected by Membership

DHIA Supervisors Working Manager

In Larger Cooperatives

Clerks-Bookkeepers

In Larger Cooperatives

FIG. 3.ORGANIZATION OF COUNTY DAIRY HERD IMPROVEMENT COOPERATIVES

10
. THREE RECORD PROGRAM PLANS

Standard Dairy Herd Improvement Association (DHIA) Plan

ORGANIZATION

Background Information. Ever since Dairy Herd

Improvement Association work (formerly Cow Testing Association) was started in Michigan in 1905, it

has been recognized as a basic dairy demonstration at

the county. State, and national level. The Cooperative Extension Service became involved almost as

soon as Extension work was formally organized in

1914, and by 1920 Extension was playing a leading role

in promoting, organizing and using DHIA work as a

dairy demonstration.

The basic method for calculation of DHIA records,

using one test day each month as a sample for estimating the production for each testing period, was

established by Helmar Rabild, the first DHIA supervisor. Mr. Rabild was later employed by the Dairy

Division of the Bureau of Animal Industry to help

promote and organize cow testing work in other States.

The Dairy Division printed and furnished DHIA

forms to help States get started and to establish

uniformity in methods.

Uniformity of forms, methods and rules has evolved

over the years under the leadership of the Dairy Cattle

Research Branch working closely with the Extension

Section of American Dairy Science Association. The

present loose-leaf Herd Record Book, together with the

necessary barn pages and reporting forms, was established in 1945. See Table I, page 26. However,

some States continue to print their own forms and

modify the content of their programs, particularly in

the areas of feed records, value of product and income

over feed cost.

One of the original concepts was that an approved,

qualified DHIA supervisor (cow tester) employed by

the membership organization would supervise the

weighing, sampling, testing and verify the test day

data. In most cases the DHIA supervisor calculated

and recorded the data on forms provided by the State

Extension dairyman or other agency supervising the

program. Countywide testing laboratories developed

in Washington, Wisconsin, New York and other States

between 1940 and 1950. Laboratory testing and

record calculation added much to the integrity and

accuracy of the records.

Central Automated Data Processing (ADP), of

DHIA records developed during the 1950's. Utah

made the initial start in 1951 followed by Michigan,

Illinois and New York. Today Dairy Record Processing Laboratories are operating on a regional basis in

New York, North Carolina, Iowa, Ohio, Utah, and

Washington. The States of Pennsylvania, Illinois,

Michigan and Wisconsin each have their own laboratories. Central processing has been another big step

forward in improving the accuracy and usefulness of

the DHIA. Not only do the members get more and

better information, but the records are more readily

available for research and Extension studies. More

research was done on population genetics of dairy

cattle between 1955 and 1962 than in the previous

50 years. By 1962 several States were 100 percent

converted to central processing and approximately 50

percent of all DHIA records were being processed by

automated data processing equipment of some type.

It seems only a matter of time until all records are on

this system.

Pounds of milk, percent butterfat and pounds of

butterfat summarized monthly and yearly were the

original basis of DHIA production records. This was

largely because the butter market was the chief cash

outlet for milk. The Babcock test for butterfat was

the first practical quality test available. Interest in

solids-not-fat (S.N.F.) and protein testing is here, and

it is likely that one or both of these will be added to the

program in the future.

DHIA Organizations. Cooperating dairymen have

been organized into associations, testing units, or cooperatives to facilitate the conduct of the program at

the county and State levels. The pattern of organization and the delegation of responsibility and authority

has varied among the States. It is ever changing to

meet new situations and new developments in methods

and procedures. Figures 2 and 3, page 10, show a

typical State and county organization. A mimeograph, "Information Relating to the Organization of

State-Wide Dairy Herd Improvement Cooperatives,"

is available from the Dairy Cattle Research Branch,

USDA.

11
State Extension dairymen in charge of DHIA will

find themselves involved as much in cooperative organization, business administration, labor relations

and parliamentary procedures as they are in subject

matter relating to feeding, breeding, herd management and processing of records. Fortunately, they

can get assistance from other specialists. However,

they must be reasonably familiar with the State cooperative laws, Federal and State taxes, insurance

requirements, etc. Tables 5 and 6, pages 31 and 32

give a brief resume of these areas.

Regardless of the type of organization, it needs to

maintain a definite system of membership and financial records. Table 7, page 33, suggests some basic

records in this area.

Activities and Responsibilities. These activities

and responsibilities are outlined in the Memorandum

of Understanding. The dairymen participating in the

program assume through the established organization

such responsibilities as are delegated through memoranda, constitution and bylaws, or other types of agreements. These usually include:

a. Local costs including DHIA supervisor wages.

b. Employment of approved, qualified DHIA supervisors and other personnel.

c. Enforcement of DHIA rules.

d. General business and other administrative

activities.

e. Approval of membership.

TWO METHODS OF RECORD

CALCULATIONS

Hand-calculated DHIA Records. While the transition to central processing of DHIA records is completed in a few States and is moving rapidly in others,

a few States and some counties are likely to have

hand-calculated DHIA records for quite a few years.

Individual herd forms. Most States continue to

use the Federal forms and the multiple-ring Herd

Book. These are outlined in Table 1, page 26. Some

States supplement these with State and county forms.

The use of these Federal forms is limited to bona fide

DHIA members except for teaching and training purposes. Distribution, at no cost, is made by the Dairy

Herd Improvement Section, Dairy Cattle Research

Branch, to the State Extension dairyman in charge of

DHIA. The State Extension dairyman in turn furnishes the forms to county DHIA organizations, usually through the county agricultural agent. Regardless of the method of distribution, it is the responsibility

12

of the State Extension dairyman to insure that the

forms are used only for their inteaded purpose. Directions for completing the forms are given in the

DHIA Supervisors' Manual (Agricultural Handbook

96).

Reports from the field. Two basic reporting

forms, DHIA-718 (DHIA Production Report) and

DHIA-780 (Yearly Herd Summary), are used by the

DHIA supervisor to report data. Form 718 is used

to report the production of individual cows for the

first 305 days of the lactation period. Form 780 is

used to report year herd totals and averages for the

testing year. These are returned to the State Extension dairyman, usually via the county agricultural

agent or DHIA supervisor. The State Extension

dairyman, after making such tabulations or summaries

as he desires, forwards both of these reports to the

Dairy Cattle Research Branch. See the DHIA Supervisors' Manual for complete details. See Reporting Forms, Table 1, page 27.

The State Extension dairyman is usually asked to

summarize the volume of work in his State and make

a report to the Dairy Cattle Research Branch in January of each year.

Many States have special reports such as monthly

supervisor reports, surveys, etc., which they use to

keep in touch with the status of DHIA work in each

county.

Summarization of results:

a. National sire evaluation program. The Dairy

Cattle Research Branch periodically summarizes

DHIA natural service and AI sires when sufficient

data has been reported on production reports (DHIA

7l8's or DHIA 1095's). These summaries are returned to the State Extension dairymen for distribution

to county agricultural agents, herd owners and AI organizations on DHIA form 1202—USDA-DHIA Sire

Summary Record.

b. State and county association summaries and

other tabulations. Each year the Dairy Cattle Research Branch summarizes the results from the DHIA

780's by States and counties. In addition, various

tabulations of other factors related to production are

made. Some States provide county summaries and

result studies.

c. Research. Some States and USDA make all

DHIA records available to their research workers for

studies in breeding, feeding and herd management.

This is one of the basic purposes of the DHIA program. Scientific analyses of results are more meaningful and useful in the long run than mere tabulations

or types of data.
Machine-calculated DHIA Records, Automated

Data Processing. The basic difference with automated data processing of DHIA records is that the

DHIA supervisor records the test day data on a special

reporting form (Barn Sheet) and forwards the report

to a designated Dairy Records Processing Laboratory

instead of calculating and recording the records in the

Herd Record Book. The Dairy Records Processing

Laboratory calculates and prints the completed record,

usually with a stored program and automated data

processing equipment. This may be of the punchcard or tape-input-output type. The completed

record (Monthly Report) is mailed directly to the

herd owner. A pre-listed Bam Sheet is prepared at

the same time for the DHIA supervisor to use the

next month.

It is obvious that Automated Data Processing

drastically changes the supervisor's job for these

reasons:

Routine book work and hand calculations are

eliminated for the most part.

Mathematical and copying errors are reduced.

Organization and legibility are improved.

More information can be provided to the herd

owner.

Standardization and completeness are assured.

The DHIA supervisor can test more cows if

DHIA and Owner-Sampler testing are combined

in each circuit.

Careful editing (checking) of reports must

be done.

A well-equipped Dairy Records Processing Laboratory requires large volume ( 150,000-200,000 cows) to

operate efficiently and at reasonable cost. Fortunately

regional processing centers can solve the problem for

many States. Some States have solved this problem

by using Automated Data Processing installations on a

part-time basis.

Centralization also brings some problems with it.

First of all, programs, forms, data reporting, methods

used, etc. must be standardized at least within laboratories or regions. The individual State Extension

dairyman becomes more of a coordinator. Routine

reporting of completed lactations, 305-day records,

yearly herd summaries, etc., are done by the laboratory.

While DHIA data is more usable on a mass basis for

research and Extension studies, individual data is less

available. This will be even more so on a tape system.

It means that State Extension dairymen must be satisfied with standardized reports, summaries and studies

which are done on a scheduled basis. Special studies

will need to be programmed and scheduled well in

advance of when they are needed. Communication

among the laboratories, State Extension dairymen,

county ai^ricultural agents, DHIA supervisors and

members becomes a major problem.

Each State Extension dairyman must become

thoroughly familiar with the program and operational

procedures of the Dairy Records Processing Laboratory

through which his records are processed. This calls

for conferences, training meetings and clearcut lines

of communication. Most regional groups do have conferences and workshops. Full participation on the

part of each State Extension dairyman is important.

Forms for Herd Record Books, Barn Sheets. The

format of the Monthly Report and the Barn Sheet

have been developed through the National DHIA

Computing Center Workshop. Each Dairy Records

Processing Laboratoiy provides its own forms. Pooling of orders by laboratories using the same form has

resulted in considerable savings. There is considerable

variation in format among the laboratories and States,

but the basic approach and use of the forms is the

same.

The Lifetime Record of Individual Cow (DHIA

1057) is available from the Dairy Cattle Research

Branch, but several States have their own version.

Dividers, DHIA 50, 51, and 52, are provided by the

Dairy Cattle Research Branch, but each State or

regional laboratory must print its own herd book

fillers. Table 2, page 28, outlines the forms in general

use.

Reports. Yearly herd averages, 305-day and

complete lactation records, are reported to the

various agencies involved by punch cards, tapes, or

listings. These are shown in Table 3, page 29.

Supplemental material. Additional forms for

corrections, recording data in the barn, manuals,

etc. are listed in Table 4, page 30.

HERD CODE NUMBERING SYSTEM

Herd Codes. In order to handle and process individual dairy production records in volume and be

able to satisfactorily identify the herd in which the

record was made, each herd must have a herd code

number.

A uniform herd code numbering plan has been

developed that will accurately identify each herd and

at the same time indicate the type of record being kept

in the herd.

13
Standard Herd number

County DHIA within county

01 0 001

The herd code number consists of 8 digits. For

example :

1. For Standard Dairy Herd Improvement Association records, the herd code would be as follows:

27-01-0001. This number indicates the following:

State

27

The first digit after county number for Standard

DHIA testing can run from 0 through 6, and indicates

Standard DHIA record-keeping. See 2 below for use

of the 6 as the first digit after county number.

NOTE: Herd codes now assigned to Standard DHIA

herds can continue to be used by simply placing a

"zero" in the front of the present three-digit number

now used to indicate the herd within the county.

2. The only time 6 is used as the first number after

county number in a Standard DHIA herd code is

when a herd is one of several owned by the same

owner. If a herd is to be divided into several herds,

the last three numbers can be in whatever sequence

is determined in the county, but the first digit after

county should be a 6 for every herd. An example

follows :

State County

Standard

DHIA, one of

several herds

of same owner

Herd number

within county

27 01 6 001

27 01 6 024

27 01 6 025

The above example assumes that the herds shown

were managed as one herd, number 27-01-0001 for

some time, then were divided into three herds after

herd numbers 27-01-0002 through 27-01-0023 had

been assigned in the county.

3. For Owner-Sampler records, the herd code number would be as follows: 27-01-7001. This number

indicates the following:

State

27

County

01

Owner-Sampler

Herd number

within county

001

The first digit after county, number "7", indicates

Owner-Sampler recordkeeping.

4. For Weigh-a-Day-a-Month records, the herd

14

code number would be 27-01-8001.

indicates the following:

This number

State

27

County

01

Weigh-a-Day- Herd number

a-Month within county

8 001

The first digit after county number will be "8" for

Weigh-a-Day-a-Month recordkeeping.

5. For herds on DHIR test, the first digit after

county number will be changed from the original

number to "9". For example if a herd with a code

number 27-01-0001 begins DHIR testing, its number would change to 27-01-9001. Some processing

laboratories do not change to the "9" for DHIR herds.

Assignment of Herd Codes

1. By the State Extension dairyman : Herd codes for

herds on Standard DHIA test and herds on test in

Owner-Sampler testing should both he assigned by the

State Extension dairyman. At the time the State Extension dairyman assigns the herd codes, it is suggested

that he should (1) set up a ledger record in which

to list by county, by herd code numbers, in numerical

order, the name and address of the farmers, thereby

eliminating the possibility of assigning a herd code to

more than one herd, and (2) fill out the ße card

(DHIA 1108) listing the name of herd owner, his

mailing address and herd code number for filing

in alphabetical order.

These two files—the ledger record and the card

record—will provide cross-reference files so that the

herd code record may be readily referred to by either

number or herd owner name.

Herd codes must never be reassigned if identification of herds in which the records are made is to be

maintained. Example: John Doe is assigned herd

code 27-02-0020. As long as John Doe is a member

of Standard DHIA, his herd records and his cows'

305-day lactation records are reported and placed on

file carrying his herd code number 27-02-0020.

Should John Doe drop out of DHIA, his code number must be dropped and never reassigned to a new

member. Thus, as long as records from John Doe's

herd are on permanent file, they will be definitely

identified as having been made in herd 27-02-0020.

2. By the county agricultural agent: It is suggested

that the Weigh-a-Day-a-Month herd codes be assigned and recorded by the office of the county

agricultural agent. The office of the State Extension
dairyman would assign each county the first five digits

of the herd code number to be used in each county.

Assigned by state office

State

27

Weigh-aCounty Day-a-Month

01 8

Assigned by

county office

Herd number

within county

001

The county office would assign the last three digits

for each herd code. In the county a simple ledger

record of herd codes should be established to record in

numerical order all herd codes assigned.

Where WADAM records are processed in a central

computing laboratory, codes may be assigned at the

central laboratory.

DAIRY HERD IMPROVEMENT LETTER

Issued monthly by the Dairy Catde Research

Branch, this letter contains current and related information regarding the DHIA program. DHI letters

are sent to a mailing list including teaching and research staff members of agricultural colleges and experiment stations, State Extension dairymen, county

agents, DHIA officials, DHIA supervisors, breed organization officials, dairy leaders and others having a

special interest in the DHIA program. Periodically,

at intervals of from 1 to 3 years, the mailing list is sent

to the State Extension dairyman in each State for

revision.

Owner-Sampler Plan

BASIC ORGANIZATION STRUCTURE

The Owner-Sampler ( OS) record-keeping program

is oflFered by some DHIA organizations or cooperatives

that provide Standard DHIA record-keeping. Dairymen on the OS plan are full members in the DHIA

organization and are entitled to hold leadership positions such as officer or director.

OS does not require direct supervision by a trained

technician since test-day data and milk samples are

obtained by the dairyman himself. Samples and

data are either delivered to or picked up by a trained

technician or central laboratory that runs butterfat

tests and processes the monthly data.

Since OS requires no on-the-farm supervision, associations with low income from DHIA tested herds

may be able to increase total income by adding OS

herds. Since DHIA supervisors can service several

OS herds as well as one Standard DHIA herd daily,

adding OS herds provides more funds to hire better

qualified DHIA supervisors, maintain better equipment, and operate more efficient associations.

METHODS OF RECORD CALCULATION

Hand-calculated Records.

1. Individual herd forms. The forms used in OS

testing vary between States since some States, such as

Wisconsin, have developed their own herd forms.

Many States use herd forms DHIA-OS-2 and

DHIA-OS-2A secured from Dairy Cattle Research

Branch, USDA. These forms are distributed by the

State Extension dair^Tnan.

Yearly Summary forms are desirable and are developed and distributed by the States. Individual cow

lifetime production pages should be a vital part of the

OS program. Form DHIA-1057, properly labeled,

or similar State-developed forms can be used.

Cow records should be kept on a lactation basis and

herd records on a yearly basis.

2. Reports from the field. Yearly Herd Summary

(Form DHIA 781) gives the herd totals and averages

for the testing year. These forms are suppHed by the

Dairy Cattle Research Branch, USDA, and are distributed by the State Extension dairyman.

Form DHIA 781 is returned from the field to the

Extension dairyman who forwards it to the Dairy Cattle Research Branch, USDA.

Machine-calculated Records.

1. Individual herd forms, Two types of record

forms are used.

a. Forms identical to Standard DHIA. Most

States and processing centers use forms identical in

content to Standard DHIA machine-processed records.

Forms are identified as Standard or Owner-Sampler

DHIA records. Some States use the same form but

use different colors to distinguish the records. Blue

is the recommended OS color.

15

689-572 0-63—2
In all cases forms are supplied by the processing

center and distributed in the same manner as Standard

DHIA machine-calculated records.

b. State or processing center developed forms. OS

records are processed in some centers on specially

designed OS forms that are simpler than those used

in Standard DHIA calculation.

2. Other forms used.

a. Summary and tabulation. Some processing

centers furnish the same summaries and tabulations

for OS as is furnished for Standard DHIA.

b. Use forms. Individual cow lifetime production

pages, monthly herd summary and herd registry pages

have been developed by some States for use by OS

herd owners.

stafT reviews the monthly report with the dairyman

soon after he starts testing. Many "drop-outs" could

be avoided if this contact were made.

After the dairyman is well oriented, understands

the procedure and knows where to find information,

frequent contacts by the county Extension personnel

are very desirable.

Although DHIA supervisors are often rushed, they

should plan to spend a few minutes visiting and

answering questions for the dairyman. This monthly

contact must be maintained if the association expects

the. Owner-Sampler membership to grow.

EXPANDING THE RECORDS PROGRAM

RESTRICTIONS ON USE OF OS RECORDS

Owner-Sampler records can provide interesting

materials when summarized in various forms. These

records certainly provide a basis for assisting the dairyman with the herd management decisions with

minimum cost.

Owner-Sampler association averages are computed

and published yearly. No publicity is given to individual herds on a State level. Each county agent is

supplied with a complete list of all Owner-Sampler

herd averages annually for his use in evaluating

county programs.

It is generally agreed that individual OwnerSampler records should not be used for publicity and

advertising. However, since these are private records,

there does not seem to be any means of enforcement.

Therefore, it seems most desirable to see that OwnerSampler records are so labeled. The DHI associations and Extension personnel can help educate dairymen and buyers that this is an unsupervised record.

Reliability depends entirely on the thoroughness and

integrity of the dairymen.

The factors limiting expansion of the recordkeeping program are usually time and qualified personnel. The development of the central testing

laboratory during the 1940's and central processing or

"machine record" in the 1950's have been major steps

toward solving these problems.

These changes have freed the supervisor from timeconsuming routine work so that he is able to work with

more dairymen in an area of the records program

where he is most useful and effective. This helps the

DHIA supervisor earn more in direct relation to his

efforts and the quality of his service. This arrangement provides for an almost unlimited and orderly

expansion of the testing program, primarily adding

supervisors as requests for supervised DHIA warrant

new personnel. Where testing laboratories are maintained, lab technicians can take care of the testing and

the supervisors can pick up additional herds with only

a few extra miles of travel.

WADAM Plan

PERSONAL CONTACTS ESSENTIAL FOR

OWNER-SAMPLER GROWTH

BASIC ORGANIZATION AND

STRUCTURE

Since the DHIA supervisor does not take test

samples, he has less contact with the dairyman. It

is essential that the dairyman be carefully instructed

on how to mix and sample the milk and to report

complete and accurate data. It is also important that

the DHIA supervisor or someone on the Extension

16

The Weigh-a-Day-a-Month Plan is a low-cost milkrecording service that gives all dairy farmers an opportunity to participate in a recordkeeping system,

in order to improve their efficiency of production and

increase their income. It is a part of the National Cooperative Dairy Herd Improvement Program and
Supplements and complements the other two plans—

Standard Dairy Herd Improvement and OwnerSampler.

In the county this organization ranges from one or

two dairymen dealing directly with their county agent,

to many cooperators enrolled as a part of the county

organization responsible for all three plans of the National Cooperative Dairy Herd Improvement Program.

Where few herds are involved, the county agent would

arrange for the calculation of records. In counties

with cooperators in two or all three of the plans, the

calculations would probably be made by a supervisor.

In some States the WADAM records are being

machine calculated, either in the State or by regional

processing centers.

The WADAM Plan makes recordkeeping available

to every dair\Tnan in the State or Nation. . Unlike

either DHIA or Owner-Sampler, it does not depend

upon securing a sufficient number of cooperators to

make it possible to employ a supervisor.

FORMS-SOURCE OF SUPPLY AND USE

DHIA-W AD-3 and DHIA-WAD-3A with snapout carbon is available to Extension dain^men from

the Dairy Cattle Research Branch of the USDA.

This form is used by the dairyman for reporting data,

by the computing center for recording results and is

then returned to the dairyman for his permanent

record.

States and processing laboratories where WADAM

records are being machine calculated have developed

their own forms.

Some States use individual cow pages to help dairymen make greater use of WADAM records. State

developed cow pages or the DHIA 1057, properly

labeled, are used. Much of the use of records material

used with DHIA and OS programs can be adapted to

WADAM testing.

REPORTS—MAKING AND DISTRIBUTING

WADAM records on individual herds are not given

publicity. A yearly summary is requested for each

herd for use by the Extension dairyman and the USDA

in appraising the program. This information is reported on Form USDA-WAD 782.

USE OF WADAM RECORDS IN

SUMMARIES AND RESTRICTIONS

AS TO PUBLICITY OF RECORDS

The herds and cows enrolled in the WADAM program are included in determining the extent of

participation of dairymen in a county or State in the

National Cooperative Dairy Herd Improvement

Program.

Production records of individual cows or herds are

not used in publicity. The average production of

several herds is frequently used to publicize results

that have been obtained by those participating in the

program.

IV. OFFICIAL TESTING

Official testing programs are carried on by the dairy

breed registry organizations in cooperation with personnel of the Land Grant College in each State. Production records of cows tested in these programs are

published in the Performance Register books of the

breed organizations. They are used in such breed improvement programs as sire evaluation, dam recognition, breeder recognition, leading herd averages and

leaders' lists of lactation records.

Programs

Three kinds of official testing programs are offered

to owners of registered dairy cows. The detailed

rules for these programs are contained in the Unified

Rules for Official Testing, published by the Purebred

Dairy Cattle Association, PDCA, which is made up of

the five dairy breed registry organizations.

17
DAIRY HERD IMPROVEMENT REGISTRY

(DHIR)

This is the newest, and the most popular, of the

official testing programs. It was developed in the

late 1950's by the dairy breed organizations and the

American Dairy Science Association. Under this program, all cows in the herd must be tested, and the

herd records must be computed electronically in a

State or regional Central Processing Laboratory.

Completed records and 305-day lactation records are

forwarded to the breed organizations by the Central

Processing Laboratories, for which the Laboratories

are reimbursed by the breed organizations.

The DHIR rules require that the DHIA rules be

followed and also provide for some additional verification of the records, such as extra surprise tests.

HERD IMPROVEMENT REGISTRY (HIR)

This program dates from about 1930. It requires

the testing of all registered cows in the herd. Monthly

test reports are required, on forms provided by the

breed organizations. These organizations compute

the records.

ADVANCED REGISTRY (AR)

Advanced Registry is the oldest form of official testing, dating back to the 1890's. It provides for the

testing of selected registered cows in the herd under

stringent rules. Because of its relatively high cost to

the herd owner, it is declining in popularity and has

been discontinued by the Ayrshire breed.

Check Testins or Surprise Testing

Extra tests, particularly unanticipated or surprise

tests, can do much to establish public confidence in

production records. Consequently, surprise testing

has long been practiced in the supervision of official

testing work. In AR and HIR testing, extra surprise

tests are usually conducted at the request of the breed

organization, although the State Superintendent of

18

Official Testing may order them also. Whenever possible, such extra tests should be conducted by a different supervisor than the one who regularly makes

tests in the herd.

The DHIR rules provide that cows and herds shall

receive additional surprise tests if they exceed certain

production levels. Such cows and herds are identified

by the Central Processing Laboratory, which notifies

the appropriate State Extension dairyman, who

arranges for the tests to be conducted.

Entering Herds on Test

The herd owner must apply, on forms provided by

the breed organization, to place his herd or cows on

official test. Upon receipt of an application and fee

from tne herd owner, the breed organization issues a

"Permit to Test", sending copies to the herd owner

and to the appropriate state official. A copy of each

DHIR permit is also sent to the proper Central

Processing Laboratory.

Not until the "Permit to Test" is issued by the breed

organization is a herd actually enrolled in an official

testing program.

Relationships of Colleges and Breed

Organizations

The cooperative relationship between the Land

Grant Colleges and the breed organizations in the

supervision of official testing work dates back beyond

the turn of the century, when some forward-looking

members of the college faculties realized the possibilities for dairy cattle improvement through such an

arrangement. As early as 1894 faculty members of

20 Land Grant Colleges were actively engaged in

supervising official testing work.

The relationship between the colleges and breed

organizations has always been rather informal and has

been mutually beneficial. As a partial reimbursement

to the colleges, the breed organizations have permitted

college owned cows to be officially tested at reduced

fees. The breed organizations have regularly provided

the colleges with a great deal of material for research

purposes.

Each college usually sets its own scale of official

testing fees. Besides monthly fees to pay the official
tester, herd or per cow fees are usually set high enough

to defray all expense of supervising this program. The

breeder pays all fees.

The college designates a member of its staff as the

Superintendent of Official Testing to supenise official testing in the State. The breed organizations

look to him for information on official testing problems. In recent years, the person designated as Superintendent of Official Testing has usually been a State

Extension dairyman who also has some responsibility

for the DHIA program.

The Superintendent of Official Testing enforces the

official testing rules in herds enrolled in such programs.

He reports rule violations to the appropriate breed organization, so that disciplinary action may be undertaken, if justified by the facts.

The Superintendent of Official Testing also

schedules surprise tests of herds and cows and is responsible for approving AR and HIR testers' reports.

The breed organizations process applications to

place herds or cows on official test, issue permits to test,

and notify the State Superintendent of any changes

in the official testing rules. They publish and regulate

the official production records. They also initiate

publicity releases giving recognition to high lactation

records or high herd averages.

It is also the breed organization's responsibility to

initiate disciplinary action against any breeder guilty

of rule violations. Such action is usually undertaken

only after a full report has been received from the

Superintendent of Official Testing, and the breed organization often carries out a supplementary

investigation.

To protect colleges against loss of testing fees because of the owner's failure to pay, the breed organizations guarantee the payment of not more than 3

months' fees in AR and HIR testing. If the college

cannot collect from the owner, the breed organizations guarantee payment of fees for extra tests required under the DHIR rules, but do not guarantee

payment of regular DHIA testing fees.

The breed organizations do not employ any official

testing supervisors. These people are employed

directly by the colleges or by local testing organizations and are approved for official testing work. In

either case these people are responsible to the State

Superintendent of Official Testing while they are

engaged in testing herds or cows that are on official

test. They look to him to interpret the rules, and

they submit their reports to him. The Superintendent

approves the reports and forwards them to the appropriate breed organization.

In recognition of this well established chain of responsibility, the breed organizations do not deal

directly with the official testing supervisors. To do so

would divide authority and would seriously undermine

the organizational structure of the entire program.

Close cooperation between the breed organizations

and the State Superintendent of Official Testing is

vital to the successful conduct of the official testing

programs. Without such a relationship the programs

could not have achieved their present success and

respect.

"orms Used

Each of the breed organizations uses a number of

questionnaires and form letters. They mail most of

these directly to the herd owner, either to convey information to him or to obtain specific information

from him.

Table 8, page 33, includes most of the official testing forms with which the Superintendent of Official

Testing would normally become involved.

Addresses of Purebred Dairy Cattle Association and

dairy breed organizations :

The Purebred Dairy Cattle Association

Karl B. Musser, Secretary

Peterborough, New Hampshire

The Ayrshire Breeders' Association

Brandon, Vermont

The Brown Swiss Cattle Breeders' Association

Beloit, Wisconsin

The American Guernsey Cattle Club

Peterborough, New Hampshire

The Holstein-Friesian Association of America

Brattleboro, Vermont

The American Jersey Cattle Club

1521 E. Broad Street

Columbus 5, Ohio

19
V FILING SYSTEM FOR PRODUCTION

TESTING

A complete and adequate filing system is necessary

in a dairy recordkeeping program if the data is to be of

maximum use to the Extension dairy specialist. Following is a suggested outline for filing all material

related to the development, supervision and use of a

production testing program. County agricultural

agents will need a filing system somewhat abbreviated

from the one presented here.

Correspondence File

Alphabetical File.—For general correspondence.

Supervisor File.—Folder for each supervisor in

alphabetical order.

Special File.—Folders for breed associations, Dairy

Cattle Research Branch, USDA, firms and others with

which considerable business is transacted.

Association File

A file should be maintained for each association, set

up alphabetically, for miscellaneous materials relating

to association activities, such as financial statements,

annual meeting program and activities, and association summaries.

A visible card file with a card for each association

summarizing developments, changes and accomplishments is always helpful for quick reference information

on an individual association. This card file can

include such things as date organized, date incorporated, counties or area covered, testers employed,

herds and cows on test each year, yearly average production, feed consumption, feed cost and return over

feed cost for the association, high herd each year, number herds at different levels of production, and any

other association summaries desired.

USDA-DHIA Sire Summary

Production Testins Summaries and

Reports File

DHIA

A. Memorandum of Understanding. (Federal,

State, Processing Center, Association).

B. Supplies—forms used.

C. Eartag orders and distribution.

D. Herds and cows on DHIA by years. (Summaries and reports to USDA).

E. 305-day lactation record summaries.

F. Yearly or annual reports.

G. Production and feed summaries by years.

H. Lifetime production.

I. Others according to preference.

Owner-Sampler.—File set up for information desired relating to this program, following system for

DHIA file.

WADAM.—File set up for information desired

relating to this program, following system for DHIA

file.

DHIR.—File set up for information desired relating

to this program, following system for DHIA file.

Individual Herd File

A visible card file with a card for each herd on each

type of test is a good way to keep a complete and

current record on each herd on test. Complete information on any herd can be secured quickly and easily

for use in a dairy Extension program. This card file

can include such things as date started testing, center

date, breed of herd, herd code number, owner's name

and address, farm name, discontinued test and reason,

county and association, yearly herd average.

Supervisores Training Course File

Class Schedules for Course

20
Applications for Training Course

A. Past

B. Current

Enrollment Records—This would include enrollment and rating of work for those attending course.

Subject Matter and Instruction Notes.

A. Organization and operation of a DHIA

B. Value of production records

C. Rules and regulations

D. Centering system

E. Weighing and sampling milk

F. Butterfat testing

G. Central machine-processing system

H. Barn-book problems

I. Herd-book problems

J. Identification

K. Sire summary

L. Owner-Sampler program

M. WADAM program

N. Breed association testing programs (HIR and

DHIR)

O. Examinations

P. Other desired or preferred

Records File

Filed by Breeds and Year.

Forms and Materials File

Set up a numbering system giving a number to each

form prepared. Number forms consecutively and do

not duplicate. File numerically.

Special Events File

DHIA Workshops and Conferences.—By years

with a copy of material presented.

DHIA Supervisor's Contest.—By years with score

sheets^ winners and scores.

DHIA Members' Contest.—By years with score

sheets, winners and scores.

Newsletters to DHIA Supervisors.

Newsletters to DHIA Members.

Special Studies File (Optional)

Can be used for any special studies, summaries, or

surveys made from production testing data or information. Examples: comparison of milk shipments and

DHIA totals, reasons cows leave DHIA herds, DHIA

cows by breeds, eflfect of herd size on level of production.

Card Files

Herd Code Number Assignments—Set up by

counties and type of test.

Personal Data on Supervisors—This card file can

summarize information such as name, address, age,

qualifications, training, training course results, employment record. A 5 x 8 card or the visible card file

can be used for this very satisfactorily. The visible

card file is preferred.

Yearly Reports

A. DHIA 780 cards (hand-calculated).

1. Current year by associations, for accumulating

yearly records to forward to USDA.

2. Processed cards by years.

B. Yearly herd summaries (machine-processed) by

years received from processing center if special studies

are to be made.

Lactation Records

A. DHIA 718 (hand-calculated).

1. Current month—accumulate for shipping to

USDA.

2. By years if to be used for special studies.

B. DHIA 1095 (machine-calculated), by years if

to be used for yearly summaries or special studies.

This outline gives only the basic needs for handling

and utilizing production testing data easily and

efficiently. Revisions, changes and additions can be

made to fit the desires and needs of the dairy specialist

and office arrangements and facilities.

21
VI. MAINTAINING A HIGH QUALITY

PROGRAM

Everyone working in the National Cooperative

Dairy Herd Improvement Program can increase the

value of recordkeeping programs by maintaining high

quality performance.

Thorough understanding of the principles involved

requires continuous effort on the part of extension

workers. Vou as an extension worker must keep

cooperating members, boards of directors, and DHIA

supervisors informed. Use leader training conferences and workshops, membership meetings^ newsletters, circulars, field supervision and personal correspondence.

Several States have developed standards for approval of DHIA supervisors, which must be met and

maintained. Some States require that they be

licensed.

Why are Accurate Records

Important?

On most farms, a recordkeeping program is primarily for on-the-farm use. The DHIA program is designed to fill such uses. Three plans are available—

Standard DHIA, Owner-Sampler, and Weigh-a-Daya-Month. The private use of any of the three plans

can help the dairyman improve his herd and make his

dairy enterprise more efficient.

ON THE FARM

Feeding according to production

Culling out low producers

Measuring management practices

Providing a systematic record of dates

Selecting herd replacements

Determining sire's value in the herd

Making the whole family more interested in the herd

Selecting brood cows

22

For these uses, standard procedures are important so

that uniform measures can be established and used by

the participating dairyman.

Through the years, the Standard DHIA plan has

grown in stature from a private record for the dairyman to wide use beyond the individual farm. Some of

these uses are given below.

MERCHANDISING AND ADVERTISING

Private cattle sales and dispersals

Consignment sales

Pedigrees

State and national breed magazine advertising

Insurance losses—known value and proof of identity

Sires to AI studs

RECOGNITION AND PUBLICITY

County monthly newsletters, listing high lactation

records

County annual summaries, listing herd averages and

high cows

State annual summary, butterfat honor list

State annual summary, high herds by breeds

Cow conference and State annual summary, production clubs

Herd certificates, over set minimum fat and milk

standards

Local news articles

4-H production contest

State breed association awards :

Proved sires of merit

Lifetime production certificates

Meritorious brood cow, dam of production, dam

of type

High cow listings for State meetings
PUBLIC USE

Evaluation of the recordkeeping program

Analysis of data, determining which practices pay

Research use, data provided back to all dairymen

Evaluation ofthe artificial insemination program

Evaluation of sires for artificial insemination program

Benchmarks of progress in dairying

Associations serve as vehicle for educational meetings

Provides direct contact with key farmers and leaders

Instills desire for improvement of dairying

In dairy herds using only the on-the-farm aspects of

recordkeeping, either the Owner-Sampler or Weigh-aDay-a-Month plans can do the job. However, these

plans are not intended for use beyond the individual

farm.

Standard DHIA records are effective for the public

use phases. Owners of registered herds whose primary

uses of records include merchandising, advertising,

recognition and publicity may be interested in the

Dairy Herd Improvement Registry (DHIR) plan,

which is provided by each of the national breed associations.

lined, giving background and reasoning behind the

development of such rules.

Supervisors must be properly trained in uniform and

fair enforcement procedures, and they need cooperation and understanding from the board of directors.

Most rules discrepancies are a result of misunderstanding on the part of the member. The supervisor's work

must be conducted in a manner which will enhance

the desire for uniform rules acceptance.

Disciplinary Action When Needed

Ordinarily most disciplinary action can be justly

handled by the local board. A complete hearing followed by a fair evaluation by a responsible board of

directors will usually determine the appropriate action

necessary.

Procedures for appeal to the State membership

organization are desirable. A review of the circumstances must be made in an unbiased and impartial

manner. Appropriate by-laws relating to expulsion

or termination of membership must be followed in case

of severe violations by members. Contractual obligations must be considered thoroughly in case of supervisor violations.

Enforcement of Rules

Standard DHIA rules have been developed from

experience and need to make the program uniform

throughout the Nation. Standard rules provide a program people can trust. If rules are not followed,

people lose faith in the program, and it cheapens the

records for all dairymen. Rules prevent chaos and

uncertainty, and protect the basic data from being

incorrect.

The county and/or State membership organizations

are responsible for enforcing rules. Much of the

potential misunderstanding involving rules and their

enforcement can be prevented by a membership education program. Each member has an obligation in

regard to rules enforcement.

The membership agreement should include a statement certifying the member will follow rules and

regulations of the program desired. New members

should be provided with the appropriate rules. When

rules are revised, all members should be provided with

a copy. Changes or new requirements should be outEquipment

Because of the varying size and scope of association

operations, equipment needs must be determined on a

local or State basis. Adequate equipment is essential

to accurate samples and tests. State laws should be

checked for specific requirements, as well as DHIA

rules and equipment requirements and butterfat testing procedures outlined in the National Cooperative

DHIA Program Handbook.

Source of Supply.—Many areas have local sources

of supply adequate for usual needs. A list of national

sources of supplies can be secured through the State

Extension dairyman.

Accuracy Checks.—All equipment should be

checked periodically to insure the association's having

usable, accurate equipment. Procedures for checking

scales and other weighing and sampling equipment

are covered in the DHIA Manual. Centrifuge speed

23
should be checked at least monthly, with the lid closed.

A permanent tachometer is desirable for ease of

checking centrifuge speed.

Many States have routinely checked weighing

devices, centrifuges, and testing procedures through

field supervision and DHIA conferences and workshops. Standardized samples of milk properly preserved and provided to all supervisors will spot problem situations which need follow-up.

Corrections

Incorrect data must be eliminated at the source in

order to prevent recurrence. Spot checking of

herdbooks can help maintain higher standards of

excellence in tabulating and reporting of basic data.

A sound membership education program will help

maintain complete and accurate records.

Thorough screening of applicants for DHIA training

is necessary. Several States use aptitude and proficiency tests to determine capabilities. Sound training

in fundamentals of record reporting, computation and

re( ording, followed by frequent conferences, workshops and field supervision provide the basic plan for

preventing and eliminating errors.

Analysis of reports, correction letters, herdbook

checks will spot problem supervisors needing assistance.

It is desirable to instill a pride of accomplishment in,

superior work. Supervisor ratings on reports will aid

in this objective.

Daily record processing centers have initiated many

routines for spotting and checking errors. Prompt

handling of communications from the processing center will aid in eliminating and correcting errors.

The Dairy Cattle Research Branch of USDA has

initiated screening routines for locating discrepancies

in the sire summary program. Questionable records

are returned to the States for correction or verification.

These corrections should be promptly supplied to provide usable data on the records in question.

24
vil. EVALUATION

For the National Cooperative Dairy Herd Improvement Program to be effective and make a major contribution to a well executed Extension dairy program,

all phases must be periodically evaluated. The very

nature of dairy recordkeeping programs leads to easy

collection of evidence and analysis of results essential

in interpretation of programs related to recordkeeping.

A well executed Extension program includes both

long-term and yearly objectives that make maximum

use of dairy recordkeeping in dairy development. A

review of these objectives and their degree of fulfillment can be made through casual observation, selfevaluation, and simple surveys, as well as through more

formal data analysis and interpretation. Findings

can be made a part of present and future programs.

Informal Evaluation

Dairy Committees and Extension Councils as well

as professional workers in dairying and related fields

are very helpful in evaluating a dairy recordkeeping

program. These groups would be most helpful in

informal evaluations that might include :

1. Effectiveness of teaching objectives.

a. Coverage—does the program reach dairymen?

b. Are personal skills being developed?

c. Has success of recordkeeping programs challenged

others to participate ?

d. Is the program simple yet detailed enough to get

the job done?

e. Is the program adaptable to changes in conditions or available resources?

f. Does the program challenge improvement in

dairying?

g. Is maximum use being made of demonstration

herds as a teaching method?

2. Simple surveys to determine usefulness of recordkeeping.

a. Which farmers use recordkeeping programs?

b. Who gets farmers to join?

c. Why do farmers join ?

d. Why do farmers use Owner-Sampler testing

when DHIA is available, or WADAM testing when

Owner-Sampler is available?

e. Why do farmers discontinue testing?

f. What are the major uses farmers make of

records ?

g. Does it pay to belong to a testing program?

Formal Evaluation

The large volume of data collected in all recordkeeping programs offers the extension worker a way to

measure results of approved practices and make program changes leading to faster and more efficient

dairy management. This data offers the research

worker a chance to seek basic truth from applied

practice. Geneticists can find sires and cow families

with the demonstrated ability to transmit high genetic

production potential. Data from recordkeeping programs can be analyzed to build more effective programs. Some are¿is most useful to the Extension

worker might be :

1. USDA-DHIA Sire Summary.

2. State and association sire analysis.

3. Yearly improvement in herd average production.

4. Relation of production to income over feed cost.

5. Relation of feed level to production level and

income.

6. Relation of forage intake to production and

income.

7. Relation of grain feeding to production and

income.

8. Relation of energy intake to production and

income.

9. EflFect of season of calving on production and

income.

10. Effect of length of dry period on production and

income.

11. Efifect of age at first calving to lifetime production and income.

12. EflFect of size of herd on production and income.

13. Association, county, and State statistics by years.

14. Evaluation of artificial breeding results as means

of spreading superior genetic merit to the dairy cow

population.

25
Appendix I

Table 1. Herd Record Books and Forms (Hand Calculated)

Item

1

Source Distribution Use

HERD RECORD BOOKS

Multiple-Rine^ Cover

12'' X 18''

Wire-O Sales Co.,

Inc., Poughkeepsie, New^

York.

By State Extension

dairymen to

county DHIA

organizations.

Bonafide active DHIA members.

HERD BOOK FILLERS

DHIA-1 Cover Page Dairy Catde Research Branch to

State Extension

dairymen.

do do.

DHIA-5 Grain Feeding Tables

DHIA-10 Miscellaneous Tables

DHIA-20 Register of

Supervisors

DHIA-30 Herd Improvement

through

Breeding

SPECIAL PAGES

DHIA-12 Monthly do do. To record and summarize monthly

and yearly herd totals and averages.

To record annual progress in production, cow^ disposals, high cows,

etc.

Identification index dates entered

Herd

Summary

DHIA-14 Ten Year do do.

Herd

Summary

DHIA-16 Register of do do.

Animals

DHIA-21 Yearly Index ....do do

and left herd.

Index of cows on test, summary of

yearly production of cows on test.

INDIVIDUAL COW

PAGES

(Lifetime Record ofIndividual Cow)

DHIA-22 4 year do do To record complete identification,

production and reproduction data

for each cow in the herd.

DHIA-22A 6 year

BARN BOOKS

DHIA-2 do do. Workbook for DHIA supervisors to

record test day data and calculate

monthly credits.

DHIA-2A

DHIA-4 MONTHLY do . . . do By DHIA supervisor to summarize

the herds in his association. ASSOCIATION SUMMARY

26

(Table 1 continued on next page.)
Item Source Distribution Use

DHIA-1108 HERD

OWNER CARD

do Used in State offices. In State office for establishment of

an alphabetical file of herd owners.

REPORTING FORMS

DHIA-780 Yearly Herd

Summary.

DHIA-718 DHIA

do

do

By State Extension

dairyman to county

DHIA organizations usually via

county agricultural

agent or DHIA

Supervisor.

. . do.

Used by DHIA supervisors to report

yearly herd totals and averages on

individual herds at the end of each

testing year. Completed DHIA780 reports are sent to State Extension dairyman, either directly

from DHIA supervisor or through

the county agricultural agent.

The State Extension dairyman

will use these reports for State and

county association summaries, etc.

He in turn will forward the

DHIA-780's to the Dairy Cattle

Research Branch on or before

June 1 for the year ending April

30.

Completed by DHIA supervisor for

each first 305-day lactation. Reports are sent to State Extension

dairyman either directly from

DHIA supervisor or through county agricultural agent. Extension

dairyman forwards to the Dairy

Cattle Research Branch for use in

the National Sire Summary Program.

Production Report.

27
Table 2. Herd Record Books and Forms (Automated Data Processing)^

Item Source Distribution Use

HERD BOOKS

Multiple-Ring Cover

i: 15'^

Multiple-Ring Cover

Wire-O Sales

Corporation,

Poughkeepsie,

New York

By State Extension

dairyman to

county DHIA

organization.

Bonafide active DHIA members file

Monthly Reports, Individual Cow

Pages—DHIA 1057, Register of

Animals, etc.

HERD BOOK DIVIDERS

DHIA 50

DHIA 51

DHIA 52

Dairy Catde

Research Branch

.do.

HERD BOOK FILLERS Individual States .do.

For use in herd books of dairyman.

Special directions, tables, use o

records material.

HERD BOOK FORMS

Monthly Report

Register of Animals—

DHIA-16

Lifetime Record of Individual Cow—DHIA

1057, Permanent Herd

Record Page.

Regional or State

Dairy Records

Processing

Laboratory

Dairy Catde Research Branch

.do.

BARN SHEET

COW IDENTIFICATION AND TRANSITION REPORT.

Regional or State

Dairy Records

Processing

Laboratory.

.do.

Mailed by regional

or State Dairy

Records Processing

Laboratory to

each member.

State Extension

dairyman to county

DHIA organization.

....do

Regional or State

Dairy Records

Processing

Laboratory.

Through State Extension dairymen

to county DHIA.

Report to herd owner of test day

results, current summary on individual cows and herd. Copy to

State Extension dairyman and/or

county agricultural agent.

Record identification and indexing

of all animals entering herd by

birth or purchase.

Record identification, lactation production summary and reproduction of each individual cow.

Form for DHIA supervisor to report

test day data to Dairy Records

Processing Laboratories.

Transfer herds from hand calculated

or start new herds on Automated

Data Processing.

Jo^iZÄätarRS:tÄng^llS^^^ ^" *^^^^ -^"^ •'-•^^ -'^ f--- There is also some variation

28
Table 3. Reports from Dairy Records Processing Laboratories*

Item Source Distribution Use

305-DAY LACTATION

RECORDS

Each Month—cards or

tape.

Dairy Cattle Research Branch.

Dairy Records Processing Laboratory

to Dairy Cattle

Research Branch

and State Extension dairyman.

Basis of National Sire Summary

Program.

YEARLY HERD SUMMARIES

April 30 or end of county Dairy Records

Processing

Laboratory.

do Report of individual herd averages

to Dairy Cattle Research Branch

and cooperating States. Basis of

national, State and county averages.

fiscal year.

DHIR REPORT—PDCA

FORMl.

Each month PDCA Dairy Records Processing Laboratory

to each breed association.

Report of first 305-day and complete lactation records.

LIST OF COMPLETED

DHIR LACTATION

RECORDS.

Dairy Records

Processing Laboratory.

Herd owner. State

Extension dairyman, breed association.

Visual check on completed records.

MONTHLY REPORT do State Extension dairyman, county agricultural agent.

State or county

DHIA organization.

1. List of herds processed each

month, with daily averages,

number of cows, etc.

2. Basis of billing.

STATE AND COUNTY

ASSOCIATION SUMMARIES

Dairy Records

Processing Laboratory.

To State Extension

dairyman on scheduled dates.

1. Summarize yearly averages by

counties and State.

2. Distrubuted to county agricultural agents by State Extension

dairyman.

LACTATION LISTING do To State Extension

dairyman or county

agricultural agent.

305-day lactation records completed

previous month, county publicity,

etc.

*Kind and number of reports issued varies among processing centers,

laboratory.

Complete list can be obtained from the processing

29
Table 4. Bulletins, Manuals, Correction Forms, Record Use Forms, for Automated Data Processinc;^

Item Source Distribution Use

INDIVIDUAL COW

DATA CORRECTION.

Dairy Records

Processing Laboratory.

To county DHIA

organizations.

To correct lactation to date and

identification due to reporting

errors.

HERD FEED PRICE do do To correct herd data due to errors

DATA CORRECTION. in reporting.

A.D.P.—DHIA—

MANUAL.

Dairy Records

Processing Laboratory.

To State Extension

dairyman and

DHIA supervisors.

Directions for reporting test day data

and completing Herd Record

Books.

STABLE BREEDING

DATA CHART OR

BARN INFORMATION RECORD.

State Extension

dairyman.

To county DHIA

organization.

Place for owner to record essential

dates, events, etc. and make them

available to DHIA supervisor.

NATIONAL COOPERATIVE DHIA PROGRAM HANDBOOK

FOR EXTENSION

WORKERS.

Federal Extension

Service.

Through State Extension dairyman

to county agents

and DHIA supervisors.

Directions for general DHIA program.

MEMBER WORKBOOKS.

State Extension

dairyman.

To county agricultural agents, DHIA

supervisors, members.

How to interpret and use DHIA

records.

CLIP BOARD do County DHIA

organizations.

Holder for Barn Sheets and handy

reference material.

FORAGE CODING do do By DHIA supervisors.

CHARTS.

* Varies with each processing laboratory. Complete list is available from each laboratory.

30
Table 5, Reports Required by Other Government Agencies

Report Required by Prepared by Due

INTERNAL REVENUE 990

Report of Tax Exempt Cooperatives.

District Office, Federal

Director of Internal

Revenue.

County association

secretary, treasurer

or bookkeeper, or

by State organization.

4}^ months after close of

fiscal year.

INTERNAL REVENUE 941

Quarterly Social Security and

Income Tax.

do do April 30, July 31, Oct. 31

and Jan. 31.

INTERNAL REVENUE W-2

Employers Report of Taxes

Withheld.

do do January 31.

STATE AND COUNTY

TAXES (if any).

Check State laws. do Varies with States.

FINANCIAL Necessary for satisfactory association operation. Check State

laws.

do Each month and end of

fiscal year.

FARM COOPERATIVE Check State laws. do Check State laws.

31
Table 6. Insurance and Other Group Benefits

Kind Required By Paid By Purpose

WORKMEN'S COMPENSATION.

Most States State or county organization.

Protects worker against injuries

or death while on the job and

where injury or death can be

construed as the result of being

on the job.

WORKMEN'S DISABILITY BENEFITS.

Some States, optional

in others.

do Protects worker against loss of

income as result of sickness or

injury not connected with job.

UNEMPLOYMENT Not required or optional in most

States.

do Protects worker against loss of income due to loss ofjob or layoff.

SOCIAL SECURITY

(FICA).

Federal law Employer pays onehalf; Employee

pays one-half.

Old age benefits.

GENERAL LIABILITY State laws vary State or county organizations.

Protects association against bodily

injury or property damage

claims except automotive.

BONDING Cooperative law requires bonding of

certain officers

and employees.

do Protects association against loss

of funds due to fraud, mishandling, etc.

AUTOMOBILE

Non-ownership fleet

policy.

Required in most

States, desirable.

do Protects against damage claims

resulting from automobile

accidents.

GROUP INSURANCE

Health, Accident, Blue

Cross and Blue Shield.

Optional in most

States, but highly

desirable.

Costs usually shared

by employer and

employee.

Protects worker and family

against high medical and

hospital expenses.

32
Table 7. Membership Records and Organization

Item Source Distribution Use

MEMBERSHIP APPLICATION.State or county

membership organization.

County DHIA organization.

Sign up new members. May become membership certificate when

approved by organization.

NEW MEMBER RE- do.. . .'. ... do Source document for permanent

PORT. membership files.

CERTIFICATE OF do do Owner's evidence of membership.

MEMBERSHIP.

FINANCIAL RECEIPT .do do Used by DHIA supervisor as evidence of fees collected from members. One copy to member, one

to association secretary, and one

copy retained by supervisor.

SUPERVISOR'S

MONTHLY REPORT

State Extension

dairyman or

State membership organization.

do Completed by DHIA supervisor

each month to show herds tested,

monthly averages, financial summary, etc. Copies are sent to

association secretary, county agricultural agent and State Extension

dairyman.

CONSTITUTION AND

BY-LAWS.

Know State cooperative laws.

Adopted by State

and county organizations.

Basis for business and legal operation

of State and county DHIA organizations.

Table 8. Forms Used In Official Testing

Form Source Distribution

GENERAL

Unified Rules for Oflficial

Testing.

Purebred Dairy Catde

Association, Karl B.

Musser, Secretary,

Peterborough, N.H.

To anyone, upon request.

DHIR FORMS

Application to Enter Herds on

DHIR Test.

Permit to Test-DHIR

Breed Organization

do

Upon request, to Superintendents of Oflficial

Testing, herd owners, others.

To owner of accepted herd, to Superintendent

of Official Testing in State, to processing

laboratory concerned.

(Table 8 continued on next page.)

33
Form Source Distribution

Yearly Herd or Lactation

Average Certificate.

Lactation Report Card

.do.

HIR FORMS

Application to Enter Herds

on HIR Test.

Permit to Test—HIR

Supervisor's Monthly Report

Certificate of Milk-O-Meter

Accuracy (Holstein only).

Report of Lactation Records

or Lactation Certificate.

Yearly Herd or Lactation Average Certificate.

AR FORMS—(Not used by Ayrshire).

Application to Enter Cows

on AR Test.

Permit to Test—AR

Supervisor's Report for AR

(Form PDCA-T2).

Report of Milk Production

(Monthly).

Report of AR Credits

Calving Statement

Lactation Certificate

PDCA

Breed Organization

....do

....do

.do.

.do.

.do.

.do.

.do.

PDCA or Guernsey.

Breed Organization.

....do

.do.

.do.

To owner of herd at close of testing year.

(Not issued by Brown Swiss.)

Used by processing laboratories to report

305-day and completed records to breed

organizations.

Upon request, to Superintendents of OflScial

Testing, herd owners, others.

To owner of accepted herd and to Superintendent of Official Testing in State.

Prelisted report forms are mailed each month

to herd owner.

To Superintendents of Official Testing for

use by testing supervisors in Holstein herds

using Milk-O-Meters.

To herd owner when records of cows are

completed.

To owner of herd at close of testing year.

(Not issued by Brown Swiss.)

Upon request, to Superintendents of Official

Testing, herd owners, others.

To owner of accepted cow and to Superintendent of Official Testing in State.

To Superintendent of Official Testing for

testing supervisor's use. (Guernsey has

own form.)

To owner of cow and others, on request.

(Not used by Jersey.)

To owner of cow, monthly or periodically.

To owner of cow, for reporting calving

data to breed organization.

To owner of cow, at completion of record.

34
Appendix II

Memorandum of understanding between the Cooperative Extension Service of the

and the Federal Extension Service and the Animal Husbandry Research Division, Agricultural

Research Service, United States Department of Agriculture, relating to the National Cooperative

Dairy Herd Improvement and Sire Proving Programs

The Cooperative Extension Service of the

hereinafter referred to as the Agency, the Federal Extension Service, hereinafter referred'to as'the

Service, and the Animal Husbandry Research Division, hereinafter referred to as the Division, recognizmg that cooperation is a matter of working together toward a common end and is not merely one

of cooperative financing, desire to enter into this memorandum of understanding for conducting work

on the National Cooperative Dairy Herd Improvement and Sire Proving Programs.

Participation in this cooperation on the part of the Division is under authority included in the

Act establishing the Department of Agriculture, the Department of Agriculture Organic Act of 1944,

and the annual appropriation Acts providing funds for the activities of the Division. Participation

by the Agency shall be in accordance with applicable laws.

The National Cooperative Dairy Herd Improvement and Sire Proving Programs, sponsored by

the parties to this agreement, are cooperative undertakings between dairymen, county. State and the

Service, and the Division. The National Cooperative Dairy Herd Improvement Program consists of

four production recordkeeping plans: Standard Dairy Herd Improvement Association, Dairy Herd

Improvement Registry Plan (in cooperation with the various breed registry organizations), OwnerSampler Plan and Weigh-a-Day-a-Month Plan. These plans are conducted on a national basis under

the general supervision of the Animal Husbandry Research Division, Agricultural Research Service,

USDA. The responsible supervising agency in each State is the Cooperative Extension Service. Participating dairymen are organized into State and county cooperatives or associations that have certain

responsibilities delegated to them by the supervising agency.

The National Cooperative Dairy Herd Improvement and Sire Proving Programs as they have

been developed in the United States, have been effective educational methods to promote higher production per cow and more eflFective management of dairy cattle. The results of this improvement

are demonstrated by the fact that all Standard Dairy Herd Improvement Association herds averaged

10,327 pounds of milk and 401 pounds of butterfat in 1959, compared to the National average of

6,438 pounds of milk and 256 pounds of butterfat. The program has grown to the point where more

than 66,000 cooperating dairymen are keeping dairy production records at their own expense on more

than 2^2 million cows in 50 States and Puerto Rico.

I. Purposes:

A. To improve the producing ability of dairy cattle by providing guides for breeding, feeding, and

management practices.

B. To provide information by which it is possible to measure the transmitting abilities of dairy

sires to the end that the meritoriously proved sires can be selected for breeding purposes.

C. To improve the efficiency and financial position of all dairymen.

D. To provide data for dairy extension workers in developing and conducting eflFective educational demonstrations and programs.

E. To provide data for research.

II. Objectives:

A. To maintain a uniform system of recordkeeping to guide the cooperating dairymen in their

herd improvement program and to supply reliable records and herd improvement information to the

35
Division, the agricultural colleges, and the county, State, and the Service for scientific studies, result

demonstrations, and other educational programs.

B. To establish sources of superior dairy inheritance as a means of improving the producing ability

of all dairy cattle.

C. To maintain a high standard of integrity in the above recordkeeping system that will give

reliability to scientific studies and educational demonstrations; provide authentic information to dairymen who use these records as a basis of breeding, sire selection, feeding and management; and provide

accurate factual information on production, feed costs, reproduction and other herd data.

D. To summarize, analyze and publish Standard Dairy Herd Improvement Association results

and make them available to all research, educational, and extension workers; cooperating dairymen;

and others. No copyright shall subsist in the material published pursuant hereto.

E. To demonstrate the fundamentals of dairy herd improvement to the cooperating dairymen

and through the use of the results of this demonstration to teach all interested dairymen of the Nation

the value of these practices.

III. The Agency will :

A. Assume responsibility for the development and guidance of the National Cooperative Dairy

Herd Improvement Program and adaptation of the details of the program to fit the State needs.

B. Conduct a program to keep as many cows as possible on production testing with adequate

supervision.

C. Through the State dairy extension specialists, be responsible for:

1. General supervision of the National Cooperative Dairy Herd Improvement Program in

the State.

2. Distribution of all record forms, including the report forms provided by the Division

which may be needed by the State.

3. Assembling and forwarding to the Division production records of all herds enrolled in

Owner-Sampler and Weigh-a-Day-a-Month record plans and lactation and herd records of all

Standard Dairy Herd Improvement Association cows for use in proving sires and other analyses.

4. Summarization and analysis of Dairy Herd Improvement results not supplied by the

Division.

5. Making the published results available to county agricultural agents, other extension

workers, and other interested parties.

6. Assisting county agricultural agents in the organization, development, and supervision of

the National Cooperative Dairy Herd Improvement Program.

7. Training of Dairy Herd Improvement Association supervisors, county agricultural agents

and other personnel working on the program.

D. Through the county agent or other authorized person, be responsible for:

1. General supervision of the National Cooperative Dairy Herd Improvement Program in

the county.

2. Distribution of recordkeeping forms and information to cooperating dairymen in the

county.

3. Collection of necessary reports and forwarding them to the dairy specialist in charge at

the State office.

4. Establishing and maintaining a responsible membership organization for the conduct of

the National Cooperative Dairy Herd Improvement Program.

5. Returning to the membership the summaries and results of the testing work.

IV. The Division will :

A Furnish the Agency the necessary uniform lactation and herd report forms (except EDPM

monthly report and State adapted forms) needed to provide essential information for the dairymen

and data for research analysis, extension teaching, and sire proving.

fh ^'f ^TJ^"^^^ ^ ''"^^ proving program based on data received from the Agency and publish the results

ttiereot. Make available sire data for further study and extension use in dairy cattle improvement.

U Compile summary information on a regional and national basis on all types of dairy production

recordkeeping and analyze Standard Daiiy Herd Improvement Association production, feed, and cost

36
data from data received from the A.efency to show the value of various dairy practices and make these

results available to the Agency for extension teaching.

D. Assist in coordinating the State Dairy Herd Improvement programs with the National program.

E. Conduct research on the various aspects of the program to assure an efficient and economical

operation.

F. Furnish an annual report of record forms and other pertinent statistical data to the director

of the Agency.

V. It is mutually agreed that:

A. The Agency which will be represented by the Dairy Records Committee of the American Dairy

Science Association and the Division, working through the American Dairy Science Association, shall

establish uniform rules and policies for conducting the Dairy Herd Improvement and Sire Proving

Programs.

B. The Agency and the Division will consult in the interest of effective cooperation and coordination with respect to all phases of the Dairy Herd Improvement and Sire Proving Programs.

C. A representative of the Service will serve as a liaison between the Agency, the Division and

the Extension Committee on Organization and Policy.

D. The Agency and the Division will cooperate in establishing and maintaining Dairy Records

Processing Laboratories and collaborate on other regional or national activities to improve the effectiveness of the Dairy Herd Improvement and Sire Proving Programs.

E. The Agency and the Division will pay the salaries and expenses of their respective employees

assigned to this work.

VI. This memorandum of understanding is to define in general terms the basis on which the parties

concerned will cooperate and does not constitute a financial obligation to serve as a basis for expenditures. Each party will handle and expend its own funds. Any and all expenditures by the

Division made in conformity with the plans outlined in this memorandum of understanding must

be in accord with Department rules and regulations, and in each instance based upon appropriate

finance papers, such as lease, contract, requisition, letter of authorization, etc. Expenditures

made by the Agency will be in accord with its governing rules and regulations.

VIL The responsibilities assumed by each of the cooperating parties are contingent upon funds being

available from which expenditures legally may be made.

Funds of the Agency shall not be expended by any employee of the Division.

VIII. No member of, or delegate to Congress or resident commissioner, and no officer, agent, or employee of the Government shall be admitted to any share or part of this agreement or to any

benefit to arise therefrom.

IX. This memorandum of understanding shall become effective when fully executed. It shall continue in effect indefinitely but may be modified or terminated at the request of either party. Requests for termination or any major modification shall be submitted to the other party for consideration not less than six (6) months in advance of the effective date of such termination or

change.

X. Nothing herein shall be construed as interfering in any way with the basic responsibilities and

activities of either party.

Director, Cooperative Extension Service

Date of the

Administrator,

Date Agricultural Research Service,

United States Department of Agriculture.

Administrator,

Date Federal Extension Service,

United States Department of Agriculture.

37

U.S. GOVERNMENT PRINTING OFFICE: 1963 O—689-527