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TABLE OF CONTENTS

1. OVERVIEW ................................................................................................................... 4

1.1 PURPOSE AND SCOPE ........................................................................................................................................4

2. GETTING STARTED........................................................................................................ 4

2.1 OBTAIN A LEVEL 2 E-AUTHENTICATION ACCOUNT .........................................................................................4

2.1.1 COMPLETE PERSONAL PROFILE AND CREATE PASSWORD.....................................................................................4

2.1.2 VERIFY ACCOUNT INFORMATION ...................................................................................................................7

2.1.3 ACTIVATE ACCOUNT .........................................................................................................................................7

2.1.4 PRESENT GOVERNMENT ISSUED PHOTO ID TO LOCAL REGISTRATION AUTHORITY (LRA) ...................7

2.2 LOG INTO VSPS, REQUEST THE ROLE OF VETERINARIAN............................................................................7

2.3 SET UP A PRACTICE, ADDRESSES, AND PREFERENCES ....................................................................................10

2.3.1 BUSINESS PROFILE OVERVIEW......................................................................................................................11

2.3.2 CREATE A PRACTICE .....................................................................................................................................11

2.3.3 MANAGE ADDRESS BOOK..............................................................................................................................12

2.3.4 MANAGE CATEGORIES ....................................................................................................................................16

2.3.5 CREATE ANIMALS ............................................................................................................................................17

2.3.6 IN PERSONAL PROFILE, SET UP LAB DEFAULT AND BREED PREFERENCES..............................................20

3. CREATE CVI................................................................................................................ 21

3.1 HELPFUL HINTS....................................................................................................................................................21

3.2 CVI SUMMARY DATA TILE .................................................................................................................................22

3.3 ORIGIN AND DESTINATION TILE........................................................................................................................23

3.4 OWNER/CONSIGNOR/SHIPPER TILE ...................................................................................................................25

3.5 CONSIGNEE/RECEIVER TILE ................................................................................................................................26

3.6 CARRIER TILE.......................................................................................................................................................27

3.7 CERTIFICATION STATEMENTS TILE ..................................................................................................................28

3.7.1 SUMMARY .......................................................................................................................................................28

3.7.2 MANAGE CERTIFICATION STATEMENTS ......................................................................................................28

3.7.3 CREATE A NEW CERTIFICATION STATEMENT ............................................................................................29
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3.8 ATTACHMENTS TILE ...........................................................................................................................................30

3.8.1 ATTACH A DOCUMENT .................................................................................................................................30

3.9 ANIMAL DETAILS TILE.........................................................................................................................................31

3.9.1 ENTER DATA ..................................................................................................................................................31

3.9.2 UPLOAD ANIMALS FROM SPREADSHEET.....................................................................................................32

3.9.3 UPLOAD ANIMALS FROM ANIMAL ADDRESS BOOK ........................................................................................34

3.10 ANIMAL GRID.....................................................................................................................................................35

3.10.1 COPY DOWN FEATURE .............................................................................................................................35

3.10.2 ANIMAL FIELDS ON THE GRID ................................................................................................................36

3.10.3 DELETE AN ANIMAL ..........................................................................................................................................39

3.11 CREATE CVI TEMPLATES..........................................................................................................................................39

3.11.1 ACTIVATE OR INACTIVATE A TEMPLATE ...........................................................................................................39

3.11.2 CREATE A TEMPLATE ........................................................................................................................................39

3.11.3 USE YOUR TEMPLATE.......................................................................................................................................40

3.11.4 DELETE A TEMPLATE .........................................................................................................................................40

3.12 CVI STATUS .........................................................................................................................................................40

4. FIND CVI .................................................................................................................... 43

4.1 SEARCH RESULTS SCREEN..................................................................................................................................44

5. LABS MODULE ........................................................................................................... 46

5.1 SUBMIT AN ON-LINE COGGINS FORM.............................................................................................................46

5.2 VIEW/PRINT EIA TEST RESULTS ......................................................................................................................48

6. FUNCTIONALITY FOR STATE REGULATORY OFFICIAL ROLE ........................................... 49

6.1 STATE CERTIFICATION STATEMENTS ..............................................................................................................49

6.1.1 CREATE STATE CERTIFICATION STATEMENTS ...........................................................................................49

6.1.2 EDIT EXISTING STATE CERTIFICATION STATEMENTS .............................................................................50

6.1.3 DELETING STATE CERTIFICATION STATEMENTS .....................................................................................50

6.1.4 INACTIVATE OR ACTIVATE STATE CERTIFICATION STATEMENTS ...........................................................50

6.2 FIND CVI ..............................................................................................................................................................50
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1.1 PURPOSE AND SCOPE

This document is intended to serve as a guide and a reference for accredited veterinarians, veterinary assistants and

state animal health officials who want to use the VSPS Interstate Module to create electronic certificates of veterinary

inspection. This guide does not replace the need for the accredited veterinarian to contact the state of destination to

determine all destination state movement requirements applicable to theirspecific circumstances and shipment. It is

always the accredited veterinarian’s responsibility to contact the state of destination prior to issuing a certificate of

veterinary inspection.

2.1 OBTAIN A LEVEL 2 E-AUTHENTICATION ACCOUNT

USDA recognizes the importance of electronic certificate information; to ensure the security of this information, 

eAuthentication is used. To use VSPS to create electronic certificates of veterinary inspection, you must have Level 2 

eAuthentication.

Go to: https://identitymanager.eems.usda.gov/registration/index.aspx

2.1.1 COMPLETE PERSONAL PROFILE AND CREATE PASSWORD

Fill out the required fields in the form; password requirements are listed below. Your password is case-sensitive and 

must be changed every 180 days.

Required Characters

• 9 to 12 characterslong

• At least one uppercase letter (A, B, C, etc.)

• At least one lowercase letter (a, b, c, etc.)

• At least one of these characters: 1 2 3 4 5 6 7 8 9 ! # - $ % * = + : ; , ? ~

Do Not Use

• Dictionary words

• Profile info: Your name, mother's maiden name, date of birth, PIN, phone number, email, etc.

1. OVERVIEW

2. GETTING STARTED
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2.1.2 VERIFY ACCOUNT INFORMATION

Verify account information and print it for the future in case you have difficulty accessing your account.

2.1.3 ACTIVATE ACCOUNT

Within 24 hours you will receive an email from the eAuthentication Help Desk with the following information. You

must select the “activate my account link” within 7 days of receiving the email.

2.1.4 IDENTITY VERIFICATION

To verify your identity for Level 2 eAuthentication, you will have two options that will be presented to you when you 

activate your account (you will also receive an email with the options listed).

Option 1: Online Self-Service (Recommended) – click on the link listed on the webpage or email to take 

you to the USDA online identity verification application.

Option 2: Take your government-issues photo ID (e.g. state-issued driver’s license) and present it in person 

to a Local Registration Authority (LRA). Most LRA’s are located at a USDA Service Center office. To find the 

nearest USDA Service center office, go to http://offices.sc.egov.usda.gov. We recommend calling ahead to 

ensure that an employee trained as a Local Registration Authority (LRA) will be available to provide this

service at the time of the planned visit.

2.2 LOG INTO VSPS, REQUEST THE ROLE OF VETERINARIAN

Go to: https://vsapps.aphis.usda.gov/vsps/

a) Select Log In.
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b) Enter your eAuthentication User ID and Password and select Login.

c) The first time you log in to VSPS, you will be required to complete a user profile. Make sure to complete all fields

with a red asterisk. Select Submit.

d) Chose the Request a Role tab.
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e) Chose the role of Veterinarian (towardsthe bottom of the screen).

f) Fill out the additional required questions to match your user profile with your veterinary accreditation record.

If you are accredited in more than one state, select one of the states in which you are accredited; you will be 

granted the accredited veterinarian role for all of the states in which you are accredited.

g) If the profile contact information you submit matches the information in our veterinary accreditation records, 

your personal profile is automatically linked to your veterinary record and you’re given the role of accredited

veterinarian in the correctstate(s). An email issent to the NVAP coordinator in your State telling them a new

veterinarian has accessed the system.

h) If the profile information you submit does not match the information in our veterinary accreditation records, 

your personal profile will not automatically link and you will not automatically receive the role of accredited 

veterinarian. A message will display, and an email is sent to the VSPS Helpdesk; the Helpdesk will manually 

link your profile to your veterinary accreditation record to give you the role of accredited veterinarian in the 

correct state(s). This process may take several days; log in to VSPS to see your Current Roles. If you do not 

receive the Accredited Veterinarian role within 3 days, contact the VSPS Helpdesk: 

vsithelpdesk@aphis.usda.gov
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2.3 SET UP A PRACTICE, ADDRESSES, AND PREFERENCES

PROCESS FLOW DIAGRAMS

THE WORKFLOW BELOW PROVIDES A PROCESS TO CREATE CVIS FOR ANIMALS THAT ARE MOVED FREQUENTLY

The emphasis is on using VSPS functionality to save time and effort.

THE WORKFLOW BELOW PROVIDES A PROCESS TO CREATE CVIS FOR ANIMALS THAT WILL NOT BE ENTERED 

INTO YOUR ADDRESS BOOK BECAUSE THEY WILL ONLY BE SHIPPED BY YOU ONCE

Business 

Profile

•Practice: Create practice and manage members (optional)

Business 

Profile

•Animal: Create and add animal records to animal address book

Business 

Profile

•Categories: Create and manage categories associated with people (optional)

Business 

Profile

•Address Book: Search, add, and edit personal addresses (optional)

Personal 

Profile

•User Preferences: Set the default laboratory and preferred breeds (optional)

Labs

•Add Test Records: Create and submit animal test request to processing laboratory (optional)

Interstate 

•Enter Origin, Destination, and Certification details

•Add animals using any of the four methods provided

•Customize details of animal(s), including animal ID, animal tests, and vaccinations.

•Review PDF of CVI or Submit/Issue CVI.

Business 

Profile

•Practice: Create practice and manage members (optional)

Personal 

Profile

•User Preferences: Set the default laboratory and preferred breeds (optional)

Interstate 

•Enter Origin, Destination, and Certification details

•Add animals as groups, individuals, or uploads.

•Customize details of animal(s), including animal ID, animal tests, and vaccinations.

•Review PDF of CVI or Submit/Issue CVI.
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2.3.1 BUSINESS PROFILE OVERVIEW

From the Business Profile Module you can:

a) Create a Practice. Creating a practice will enable you to share documents among practice members. You may

share animal information, address book information, lab test records, CVIs templates and certification

statements. Note: Creating a practice should be done first. It is important that the animal information and the 

client information are listed under the same address book when creating a test record or CVI. 

b) Add animal information. If animals will be used or moved more than once you should enter them into your

Animal Address book. If they are not added here the only way animal information can be re-used is to copy a

certificate or a lab with animals. By adding animal information to your animal address book it can be re-used

for yearly Cogginstests or for multiple CVIs, etc.

c) Add Address Book information. Enter addressinformation into the address book to be used when creating

a Cogginstest or a CVI.

d) Set your category lists (see page 15).

2.3.2 CREATE A PRACTICE

a) Select the Practices link.

b) Select the Create a New Practice button.

c) Enter practice information and select the Save button.

d) Add practice members by entering the email address of either a vet tech or another veterinarian whom you

want to add to your practice into the box below. Note: In order to add practice membersthey must have Level 2 

e-authentication and be a VSPS user that has created a personal profile in VSPS. Use the email addressthey used

to create their personal profile (this email address must be unique).

e) Select the Add User button. A green success message will display.

f) The Person invited to your practice must log in to their VSPS account and accept your invitation. They do this by

going to the Business Profile link, selecting Practices, and selecting [Accept]. A green success message will 

display.
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g) Once all members have accepted the practice invitation, the practice owner returns to the Practice link in the

business profile, select Edit next to the practice they want to edit.

h) The practice owner can select the Link Assistants icon next to the person who they want to link to

their practice. In other words, they can link certain assistants with a specific veterinarian. They may also 

select the box next to “Include Vets” and select the Link icon . This will link all assistants with all of 

the veterinarians invited into the practice.

i) A pop up message appears warning that by linking membersit will allow sharing of all documentation in all

practices the practice owner is associated with as long as they are both members of all of these practices.

To proceed, you must select OK.

j) Once practice members are linked the link icon turns green . This will create a link between all

members and your practice. You can now share documents within your practice. You can share test

records, CVIs, animals, certification statements, templates, and address book information.

2.3.3 MANAGE ADDRESS BOOK

CREATE AN ADDRESS

a) Select the Address Book link.

b) Go to Add Entry to Book.

c) Change Address Book drop-down to specify your practice address book or personal address book if you are

not part of a practice.

d) Select the Go button.

e) A new window will open to allow you to enter address book information.
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f) Enter address contact information. Enter all required fields (required fields have a red asterisk).

*Note Select the Save button to save the information and stay on the same screen.

*Note If you select the Cancel button it will return you to the address book home screen without saving.

*Note If you select the Save and Return button it will save the information and return you to a new entry. 
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SEARCH ADDRESS BOOK

The top section of the address book screen is for searching your address book.

For open-ended searches, you may simply select the Search button. This will return all addresses in your personal

address book by default. If you want to perform an open-ended search in another practice address book you must

specify which address book to search by selecting the respective address book.

*Note If you do an open-ended search and have a large number of owners, this may result in an error message.

For more selective searches, you can enter specific search criteria into the respective search fields. You may search

by the Business name, First name, City, Country, Category, Last name or State. Note: You may also search by inactive

address book entries by selecting the “Include Inactive” check box .

Once the search criteria are selected, select the Search button. The search results are displayed on the lower half of

the address book search screen.

MANAGE ADDRESS BOOK ENTRIES

Variousfunctions can be performed after the search results are displayed.

The options are displayed by selecting the drop-down in the action field. Once you have selected the action, you must

select the entries you want to apply the action to. Thisis done by placing a check in check box under the select column

next to the corresponding entry.
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ACTIONS INCLUDE:

Action 1: Add Entry to Book (described above)

Action 2: Copy Selected to Book

This option allows you to copy an address in one of your address books to another address book. It will show in 

both address books. However it will not copy the address to a specific category so once the address is copied to

another address book the address must be edited and the category selected and saved to assign it to a specific

category.

Action 3: Delete selected

This option allows you to delete an existing addressin your address book. You may want to delete an addressif an

address was created as a duplicate or if you no longer work with a client. The “Delete selected” option is selected

in the drop-down. Addresses you want to delete are selected by placing a check box next to the entry(s). Select

the button. A green success message is displayed.

Action 4: Export Selected

This option can be used to export a user’s addressin VSPS to other address book systems. The address selected will

be exported to a V card which can be uploaded into Outlook and other emailsystems. The “Export selected” option

is selected in the drop-down. Addresses you want to export are selected by placing a check box next to the entry.

Select the button. A new window opens allowing you to select where to save the newly created V file. You 

can only export one address at a time (so make the changes from address to address).

Action 5: Export from Book

Has the same function as “Action 4: Export Selected.”
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Action 6: Import into Book

Thisfeature is currently inactive.

Action 7: Mark asinactive

This option allows you to inactivate an existing addressin your address book. You may wantto inactivate an address

if you no longer want the address to display in your address book search list but there may be a potential for using

the address in the future so you don’t want to delete the address. The “Mark as Inactive” is selected in the drop

down. Addresses you want to mark as Inactive are selected by placing a check box next to the entry(s). Select the

button. A green success message is displayed .

Action 8: Mark as active

This option allows you to activate an existing inactive address in your address book. You may want to activate an

address if you have started to work with a past client again and you want their address to display in your address

book search list. The “Mark as Active” is selected in the drop down. The addresses you want to Mark as Active are

selected by placing a check in the box next to the entry(s). Select the button. A green success message is

displayed.

 *Note To see the Inactive addresses, check the “Include Inactive” box.

2.3.4 MANAGE CATEGORIES

Categories exist to make navigation in your address book easier. You can search categories to limit the number of address 

book entries.

From this link you can add, edit, activate or inactivate your categories for your address book. You can add

categoriesto your category list by selecting the link.
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a) Enter the name of the new category (thisisthe only required field). You can also enter the category description,

code, abbreviation, sort order which you can use to change the order of the category in your drop down (i.e. 0

will appear first, 1 will appear next and so on). Once you have entered the category information select the Save

button to create the new category.

b) Editing an existing category is done by selecting the Edit button. You can change any of the fieldsshown on the

previous page.

*Note – Select the Save button to save the information.

*Note – Select the Save and Return button to save the information and go to the list categories screen.

*Note – Select the Cancel button to not save your changes and to return to the category list.

c) To activate or inactivate a category select on next to the category status you want to change. If it is

active you can inactivate it and if it is already inactive you can change it back to active. Note: If a category is

inactive it will not display in your category list.

2.3.5 CREATE ANIMALS

a) From the Animalslink select Create Animals.

b) Enter Species and select the Continue button.

Equines can only be added asindividual animals. Other species should be added as individuals. It isimportant to

note that only individual animals may be added to a CVI through the animal address book.

c) Select the address book (personal or a practice) that you want to place your animal in.
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• Animals must belong to the same address book as the owner

• If you want to share the animal information with others in your practice, you must create a practice first and

add the animal to the practice address book.

• If you make an update to an address in one address book, it will not update the address for the animal in other 

locations. Updates need to be done in each address book.

d) Enter Animal Information. Make sure all required fields are completed as denoted by the red asterisk (*).

e) Select the icon to add an owner address from your business profile address book. Search for the previously 

added address and select the Save button. Once the address has been added, select Copy if the owner address 

and animal location are the same.

*Note – If the owner information was entered into both the personal and practice address book, select the entry 

that matches the address book location of the animal. Example: if the owner information is listed in the personal 

address book, the animal must also be listed in the personal address book.

f) The owner address and animal location can be added directly into this field. By selecting the Save button, the 

address and animal location will be added to your address book.

*Note – If the owner address added in the Animals field is the same as the location of the animal, the address 

will show up as a duplicate entry in your address book. This duplication can be avoided by entering the owner’s 

address information in the business profile address book first.

g) You may clear the owner or location fields by selecting the icon at the top of the owner and location fields.
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h) Select the Equine Detailstab.

i) Enter the equine detailsfor your animal.

j) Include a Narrative Description that will appear on the Coggins PDF.

k) Upload photos of the equine. Uploaded images must be JPEG, GIF, or PNG format, and must be under 1 MB. 

l) Select the Browse button and find the location where your photo isstored on your computer or a USB device.

For more information on uploading photos, see the Digital Photos for VSPS handout, available in the online 

VSPS Interstate Library:

http://www.aphis.usda.gov/wps/portal/aphis/ourfocus/animalhealth?1dmy&urile=wcm%3apath%3a/aphis_cont

ent_library/sa_our_focus/sa_animal_health/sa_vet_accreditation/ct_vsps_interstate_library

m) Select the Save button (only select the Save and Return button if you want to leave this animal screen in order to 

add another animal).

n) A green success message will be displayed.
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2.3.6 IN PERSONAL PROFILE, SET UP LAB DEFAULT AND BREED PREFERENCES

To select your default laboratory, select the User Preferences link, then select the looking glass icon below. Search

for the lab you want to submit your test records to by searching by lab name, lab city, lab code, State or the disease

they are qualified for. You may also search for labs that have an on-line VSPS registered technician. If you are using 

the Labs module to submit on-line Coggins forms this is the option you want to select. Once you find your lab select

Select next to the labs name and then select Submit. Your selected lab will populate automatically on the on-line 

Coggins form. If needed, you can change the lab on the fly when you submit the on-line Coggins form.

To enter and save your breed preferences, select the Select Preferred Breed arrow below and select the breed(s)

that you want to display at the top of your breed list on the create CVI data entry screen. Once you have added all of

your breeds, select the Save button. If you want to delete a breed select the red X and that breed will be removed

from the top of your breed list; select the Save button after a breed has been deleted to save the change.
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3. CREATE CVI

3.1 HELPFUL HINTS

• Do not use the back arrow in VSPS.

• Do not use the Enter key in VSPS.

• Each tile can be expanded or collapsed by selecting its grey title bar (i.e. ).

• Each required field is indicated by a red asterisk ( ).

• Data entry can be done by tabbing through each field.

• To save a CVI before it is completely filled out (i.e., you have not entered all required fields yet) you can save

it as a template by selecting the button.

• You can “save” a certificate without adding animal information; however, you must enter at least one animal

before the CVI may be “issued”.

• Once your CVI is issued, it cannot be changed.

• Drop-down fields are indicated by a blue arrow on the right-hand side of the field. A value can be entered

quickly by typing the first letter of the value that you want to select. Example: To select Iowa from the

Destination State drop-down field, tab into thisfield and:

a) Type the letter “I” once. The first value to appear in the box is Idaho.

b) Type “I” again. The value Illinois displays.

c) Keep typing “I” until the value Iowa displays.

d) Tab out of the Destination State field.

• The button saves your data and leaves you on the same screen.

• The button saves your data and returns you to a previousscreen.

• If a drop-down field allows you to select multiple values, do this by holding down the CTRL key and selecting the

values you want.

• The fewer animals you have displayed on your animal grid, the better the application’s performance (the

quicker VSPS will respond).

• Only individual animals may be added from your address book to your CVI.

• Absence of a permit numberis the most common reason for certificate errors/rejections by a state.
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3.2 CVI SUMMARY DATA TILE

a) This tile can be expanded or collapsed by selecting its grey bar ( ).

b) Complete this area asinstructed below:

• Certificate Number – This number is system-generated after the certificate has been saved. The first two

numbers are the fiscal year;the next two digits are the State abbreviation; and a 5-digitsequential number

make up the final 5 digits.

• Status – What status the certificate is in. This field does not populate until after the certificate is saved.

• Valid for (required) – Defaultsto 30 days, but you can change this value.

• Origin State (required) – Only the State(s) where you are accredited can be selected from the drop-down.

If you are part of a practice, the State(s) where the other veterinarians in your practice are accredited will

also display. If you select a State where the issuing veterinarian is not accredited, a red message will display

indicating that veterinarian may not issue a certificate from that Origin State.

• Destination State (required) – The final State of Destination for the animals.

• Date of inspection (required) – The date when the animals were physically inspected by the issuing

veterinarian; it can be a future date if you do data entry prior to the actual inspection. The date's format

must be entered astwo numbers for the month, two numbers for the day, and four numbers for the year.

• Permit Number (not required in VSPS, but is one of the most common reasons for CVI rejections by a state)

– Make sure you have called your State of Destination to determine if you need a permit number before you

issue the CVI.

• Veterinarian (required) – Auto-populates with the veterinarian who is logged in to the system; this value

can be changed if you are part of a practice or if you are logged in as a veterinary technician. Only the

veterinarian listed on the certificate can issue the certificate

• Estimated Ship Date – The date you estimate when the animals will be shipped. It can be entered by free

form (typing directly into the field) or by using the calendar feature at the right. The date's format is two

numbersfor the month, two numbers for the day, and four numbers for the year.
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3.3 ORIGIN AND DESTINATION TILE

In thistile, several fields are conditionally required:

Also in this tile (and others), you can use the VSPS Address Book feature in several ways:

 Select this icon to save an address into your Address Book. If you want to save an address to a category,

you must designate this using the Category drop-down field.

 Select this icon to use an address that was already entered in your Address Book.

a) This tile can be expanded or collapsed by selecting its grey bar ( ).

b) Complete thistile asinstructed below:

• Origin (of animal)

o Origin Postal Code (required) – Enter the 5- or 9-digit Postal Code for the physical location of the Origin

location of the animal(s). This will auto-populate the City, State, and County fields. If the entered Postal

Code is not recognized, a red message displays that says it is not valid.

o Origin Business Name – The name of the businessin the physical address of the Origin location of the

animal(s).
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o Origin First Name – The first name of a contact person at the physical address of the Origin location of the

animal(s).

o Origin Last Name – The last name of a contact person at the physical address of the Origin location of the

animal(s).

o Address 1 – The physical address for the Origin location of the animal(s).

o Address 2 – Additional information (i.e., apartment number) for the physical address of the Origin

location of the animal(s).

o City – The city of the physical address of the Origin location of the animal(s).

o State – The State of the physical address of the Origin location of the animal(s).

o County – The county of the physical address of the Origin location of the animal(s).

o Location Id – The location id of the physical address of the Origin location of the animal(s).

o Phone – The phone number for the physical address of the Origin location of the animal(s).

• Destination (of animal)

o Destination Postal Code (required) – Enter the 5- or 9-digit Postal Code for the physical location of the

Destination location of the animal(s). This will auto-populate the City, State, and County fields. If the

entered Postal Code is not recognized, a red message displays that says it is not valid.

o Destination Business Name – The name of the businessin the physical address of the Destination location

of the animal(s).

o Destination First Name – The first name of a contact person at the physical address of the Destination

location of the animal(s).

o Destination Last Name – The last name of a contact person at the physical address oftheDestination

location of the animal(s).

o Address 1 – The physical address for the Destination location of the animal(s).

o Address 2 – Additional information (i.e., apartment number) for the physical address of the Destination

location of the animal(s).

o City – The city of the physical address of the Destination location of the animal(s).

o State – The State of the physical address of the Destination location of the animal(s).

o County – The county of the physical address of the Destination location of the animal(s).

o Location Id – The location id of the physical address of the Destination location of the animal(s).

o Phone – The phone number for the physical address of the Destination location of the animal(s).
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3.4 OWNER/CONSIGNOR/SHIPPER TILE

Enter data into thistile if you have owner, consignor or shipper information that is different from your origin.

a) Open thistile by placing a check in the checkbox.

b) Complete thistile asinstructed below:

• Owner/Consignor/Shipper Postal Code (required) – Enter the 5- or 9-digit Postal Code. This will autopopulate the City, State, and County fields. If the entered Postal Code is not recognized, a red message

displays that saysit is not valid.

• Owner/Consignor/Shipper Business Name – The name of the business of the Owner/Consignor/Shipper of

the animal(s).

• Owner/Consignor/Shipper First Name – The first name of the Owner/Consignor/Shipper of the animal(s).

• Owner/Consignor/Shipper Last Name – The last name of the Owner/Consignor/Shipper of the animal(s).

• Address 1 – The physical address of the Owner/Consignor/Shipper of the animal(s).

• Address 2 – Additional information (i.e., apartment number) for the physical address of the

Owner/Consignor/Shipper of the animal(s).

• City – The city of the Owner/Consignor/Shipper of the animal(s).

• State – The state of the Owner/Consignor/Shipper of the animal(s).

• County – The county of the Owner/Consignor/Shipper of the animal(s).

• Location Id – The location id of the Owner/Consignor/Shipper of the animal(s).

• Phone – The phone number of the Owner/Consignor/Shipper of the animal(s).
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3.5 CONSIGNEE/RECEIVER TILE

Enter data into thistile if you have consignee or receiver information that is different from your destination.

a) Open thistile by placing a check in the checkbox.

b) Complete thistile asinstructed below:

• Consignee/Receiver Postal Code (required) – Enter the 5- or 9-digit Postal Code. This will auto-populate the

City, State, and County fields. If the entered Postal Code is not recognized, a red message displays that says

it is not valid.

• Consignee/Receiver Business Name – The name of the business of the Consignee/Receiver of the

animal(s).

• Consignee/Receiver First Name – The first name of the Consignee/Receiver of the animal(s).

• Consignee/Receiver Last Name – The last name of the Consignee/Receiver of the animal(s).

• Address 1 – The physical address of the Consignee/Receiver of the animal(s).

• Address 2 – Additional information (i.e., apartment number) for the physical address of the

Consignee/Receiver ofthe animal(s).

• City – The city of the Consignee/Receiver of the animal(s).

• State – The state of the Consignee/Receiver of the animal(s).

• County – The county of the Consignee/Receiver of the animal(s).

• Location Id – The location id of the Consignee/Receiver of the animal(s).

• Phone – The phone number of the Consignee/Receiver of the animal(s).
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3.6 CARRIER TILE

Enter data into thistile if you have carrier information.

a) This tile can be expanded or collapsed by selecting its grey bar

b) Complete thistile asinstructed below:

• Consignee/Receiver Postal Code (required) – Enter the 5- or 9-digit Postal Code. This will auto-populate the

City, State, and County fields. If the entered Postal Code is not recognized, a red message displays that says

it is not valid.

• Carrier Business Name – The name of the business of the Carrier of the animal(s).

• Carrier First Name – The first name of the Carrier of the animal(s).

• Carrier Last Name – The last name of the Carrier of the animal(s).

• Address 1 – The physical address of the Carrier of the animal(s).

• Address 2 – Additional information (i.e., apartment number) for the physical address of the Carrier of the

animal(s).

• City – The city of the Carrier of the animal(s).

• State – The state of the Carrier of the animal(s).

• County – The county of the Carrier of the animal(s).

• Location Id – The location id of the Carrier of the animal(s).

• Phone – The phone number of the Carrier of the animal(s).
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3.7 CERTIFICATION STATEMENTS TILE

3.7.1 SUMMARY

There are three kinds of certification statements: personal certification statements, practice certification statements

and state certification statements. Thistile represents your library for all three types of certification statements.

• Personal Certification Statements do not have any identifying symbol. These statements are created and used by

you, and are not shared among members of a practice.

• Practice Certification Statements are represented by this symbol ( ). These statements are created by

you or someone in your practice, and are shared among all members of your practice.

• State Certification Statements are represented by the state flag symbol (i.e. ) ofthe State that has created

the statement. These statements are created by the State Regulatory Official (SRO) Role in VSPS. The State

Certification Statementsthat display in your library for each electronic certificate depends on which states you

selected in the Origin and Destination fields earlier.

3.7.2 MANAGE CERTIFICATION STATEMENTS

a) This tile can be expanded or collapsed by selecting its grey bar
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b) Select the button to manage your Certification Statements.

Select this icon to add a Certification Statement to the Remarks field on the PDF of the CVI.

Select thisicon to inactivate a Certification Statement.

Select thisicon to re-activate a Certification Statement.

Select this icon to edit a Certification Statement.

Select this icon to delete a Certification Statement.

3.7.3 CREATE A NEW CERTIFICATION STATEMENT

a) Select the button.

b) Practice – Select the name of the practice if you want to share this statement with a practice.

c) Leave at ‘Select a Practice’– Leave this selected if this is a personal statement.

d) Template (required) – Enterthe verbiage as you wish it to appearin your Certification Statement. It isrecommended

that you enter the title of the certification statement first (i.e., Cattle from CO or Pigs from IA).

e) Select the button if you are ready to create your Certification Statement, or the button

if you decide you do not want to add it to your library.

f) Select the button to close the new window.

g) The verbiage that appears in the Remarks field will populate to the Certification Statement Requirement field on

the PDF of the CVI (as shown below).
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3.8 ATTACHMENTS TILE

You can attach a Word document, an Excel spreadsheet, or a PDF document to a CVI. This tile only appears after the 

CVI has been saved.

3.8.1 ATTACH A DOCUMENT

a) Select the grey header bar to expand thistile.

b) Select Allowed file types are: Word Doc, Excel, and Acrobat PDF.

c) A window displays in which you indicate the file on your computer that you want to attach to the CVI. You

can select the file by either selecting its filename twice, or by selecting it once and then selecting Open.

Note: Filenamesshould not contain spaces orspecial characters, orthe upload may fail with an undefined error.

d) The name of the file you have uploaded appears on the left-hand side (see 7 animals.xlsx in the example

below).

e) In the Title field, enter a descriptive title for this file.

f) Select the icon to start the file upload. During the upload process, you can select the icon to

cancel this process.

g) The file's type, name, and size display onscreen (see example below). You also see a trash icon, which you can

use to delete this file from the CVI.

h) You can upload a number of different attachments to a single CVI.
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3.9 ANIMAL DETAILS TILE

Animal information is entered into the Animal Details Tile (shown below). Both Species and Purpose are required

fields. A user must first select the species before the number of animals may be entered; however a user can

“save” a certificate before actual animal information is added into the Animal Grid form below.

3.9.1 ENTER DATA

• Unit Type – Defaults to Live Animal, but Semen or Embryos can also be selected.

• Species (required) – The species on the CVI. The species must be selected before the number of animals can

be entered, or before you can upload animals from a spreadsheet, or before animals can be added from the

Address Book.

• Purpose (required) – The purpose.

• Area Status – One or multiple area statuses. (Note: To select several statuses, hold the CTRL key and select each

choice.)

• Herd Status – One or multiple herd statuses. (Note: To select several statuses, hold the CTRL key and select each

choice.)

Groups – Total number of animal groups being added to the CVI. This will generate a row for each group you have

entered on the Animal Grid form. Groups of animals must have all the same identifiersinformation (i.e., identifiers,

breed, gender, age, etc.).

Example: To add three groups with 25 animals each, enter the value 3 into the Groups field.

(Later, you would enter the value 25 in the # of Animalsfield on the AnimalGrid form, as shown

in the screenshot.)

• Individual Animals – Total number of individual animals being added to the CVI. This will also generate the

corresponding number of rows on the Animal Grid form.

• Identifiers: If you have more than one form of id per animal, you can specify up to 5 maximum in the identifiers

field. This will generate the appropriate number of fields per animal of identifiers and identifier types (shown

below) on the Animal Grid form.
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3.9.2 UPLOAD ANIMALS FROM SPREADSHEET

a) Important: To use this option, firstmake sure that no values appearin theGroups and Individual Animals

fields. Should say 0 in both fields.

b) Save your Excel file as CSV (Comma Delimited) (*.csv). Go to File – Save As and change ‘Save as Type’

under the File Name. Close the Excel file.

c) When you are ready to upload the spreadsheet, select the icon next to Upload Animals.

 

d) Select the Browse button, and find the file on your computer that contains your animal identification data.

e) If your spreadsheet contains headers over each column, leave the two checkboxes checked.

Otherwise, uncheck them.

f) Select the Next button.

g) Drag the fields from your spreadsheet indicated on the left side of the screen to the items on the 

right hand side of the screen to map the items to fields in VSPS.

h) Select Next.
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i) If there are any fields from your spreadsheet that the system does not understand, it will ask for

clarification.

j) Choose from the dropdown. 

k) Select Next.

l) The animals and all of their identifiers will populate to the animal grid.

m) If there are additional changesto apply to the Animal Grid form, you can make them now.

TIPS FOR UPLOADING ANIMALS FROM A SPREADSHEET

a) The following information can be uploaded:

• Up to five IDs for each animal

• Breed

• Gender

• DOB

• Age

• Temperature (for equine)

• Remarks

b) Use column headers in your spreadsheet to define what information is in each column (for example: breed,

gender, age). Each ID Type (for example: RFID, Owner Eartag) should have its own header.

c) VSPS will ask you to “map” the columns in your spreadsheet to available columns in the animal grid. If any of the

column headers do not match the terms that are used in VSPS, VSPS will ask you to “define” the column. For

example, if your header reads Bangle Tag, VSPS will present a list of choices available in VSPS; in this case VSPS

uses the term USDA Bangle Tag. ID Types available in VSPS vary by species. See the chart below for ID Types

available for each species.

d) VSPS will ask you to “define” an item for some information such as Breed, if the specific wording in your

spreadsheet does not match the wording in VSPS. For example, if the breed is listed on your spreadsheet as

BlkAnx, VSPS will present a list of available choices; in this case VSPS uses Angus. The lists of breeds vary by

species. You can see available breeds in VSPS by looking at the breed drop- down lists in the animal grid.
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e) As you become familiar with the specific terms(for ID Types and Breeds) in VSPS, using them in your spreadsheet 

willspeed up the upload process.

Identification Types in VSPS

Alpaca Microchip

Other

Owner Eartag

RFID

Bovine Back Tag

Ear Tattoo

Mexican Tag

Microchip

Other

Owner Eartag

RFID

Registration #

USDA Bangle Tag

USDA Metal Tag

USDA Vaccination Tag

Caprine Flock ID Eartag

Microchip

Off Scrapie Eartag-RFID

Off Scrapie Tattoo

RFID

Reg. Brands low risk

Reg/SFCP RFID implant

Registry Tattoo

Serial Eartag

Cervidae Microchip

Other

Owner Eartag

RFID

USDA Metal Tag

Deer Other

RFID

Registry Tattoo

USDA Metal Tag

Equine Breed Reg

Call Name

Mane Tag

Other

RFID

Registered Name

Tattoo

UELN

Llama Microchip

Other

Owner Eartag

RFID

Ovine Flock ID Eartag

Microchip

Off Scrapie Eartag-RFID

Off Scrapie Tattoo

Reg. Brands low risk

Reg/SFCP RFID implant

Registry Tattoo

Serial Eartag

Porcine Back Tag

Back Tattoo

Ear Notch

Ear Tattoo

Lot #

Owner Eartag

RFID

3.9.3 UPLOAD ANIMALS FROM ANIMAL ADDRESS BOOK

a) Important: To use this option, first make sure that no values appear in the Groups and Individual Animals

fields. Should say 0 in both fields.

b) Select the icon next to Animal Address Book. Note: Only individual animals can be added from your Address 

Book, such as horses.

c) Only the animals with the species you entered will display. You can search for an animal by using the Search

field above. The more letters you enter into the Search field, the further it will narrow down your choices. The

Search field searches on all fields associated with the animal including animal id, owner, breed and gender.

d) In the Search resultslist, you can display 10, 25, 50, or 100 animals at a time by changing the number in the Show

entries drop-down field. 
35

e) You can also navigate through the list of animals by using the arrow keys on the bottom right-hand side of the

screen.

f) Once you have located your animal(s) in your Address Book,select the checkbox(s) to the left and select OK.

The animal information will populate to the Animal Grid form. You may select multiple animals at a time.

g) If you make changes to an animal, a message asks if you want to save these changes to your animal to your

Address Book. Select Yes or No, as appropriate.

3.10 ANIMAL GRID

A number of fields are required on the Animal Grid form, such as Identifier 1 on individual animals, Breed, Gender,

and either DOB or Age (You cannot have both DOB and Age entered).

You can adjust the way the system “tabs” by selecting the Tab Left to Right or Tab Top to Bottom button. This will

change the way your cursor moves as you tab through the fields. Tabbing top to bottom may be helpful when you are

entering a list of animal ids.

You can also change the number of animals that display on the data entry screen by changing the number in the

Show entries drop-down field. This number can be changed by selecting the field's arrow. You can display 10, 25,

50, or 100 animals at a time. Keep in mind that the more animals that you display, the slower the system will

respond. It’s best to display the fewest number of animals possible to maximize performance.

3.10.1 COPY DOWN FEATURE

On the Animal Grid form, you can use the Copy Down/Copy Down +1 feature ([C] [C+]) to copy data entered in a field

to subsequent animal fields in the same column.

This feature only works from groups of animals to groups, or from individual animals to individuals; it will not work if

you attempt to copy information from a group to an individual, or vice versa.

[C] Select this icon to copy a number or value to the rest of the animal fields below in the same column. It will 

copy the information down.

[C+] Select this icon to copy a number or value to the rest of the animal fields below in the same column. If the

value is numeric, it is incremented by 1 in each subsequent field.

Example: You entered the value 0014 in the first Identifier 1 field. Select the [C+] icon. The second Identifier 1 field

below populates with the value of 0015; the third Identifier 1 field populates with 0016, etc.

You can also use the [C] [C+] icons at the end of an animal row to copy down all the values in that row to subsequent

animal rows below it.

If you are tabbing through the fields on the Animal Grid form, you can activate these features by tabbing onto the icons

and selecting Enter.
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3.10.2 ANIMAL FIELDS ON THE GRID

This section describes the various fieldsthat can appear in each animal row on the Animal Grid form.

Note: Because the grid contains many fields and displays as a long, horizontal formonscreen, thissection illustrates and

describesthe grid in severalsmaller parts.

Animal Grid Form – Part 1

• The first field indicatesthe type of animal you have:

 Group Individuals Animal from your Address Book

• # Animals – Groups and individuals are counted separately. This field is where you enter the number of

animalsin your group, or is populated as 1 for individual animals.

• Identifier 1 (required for individual animals only)

• Type 1 – Is used to describe or label the type of id you entered into the Identifier 1 field. If you do not enter data

into the Type 1 field, the id value will populate into the second column of the PDF. Otherwise the id values and

type will populate to the PDF in the order they are entered.

Animal Grid Form – Part 2

• Breed (required) – Must be selected from a list of choices displayed in the drop-down list. Breed is based on

the speciesselected.

• Gender (required) – Must be selected from a list of values in the drop-down menu.

• Either DOB (Date of Birth) or Age must be entered; however, both may not be entered.

DOB – Can be entered free-form or by selecting the calendar feature to the right of the DOB field. In order to

close the calendar, you must select outside of the DOB field. 

Note: Date must be entered as MM/DD/YYYY. If you only enter 2 digits for your year, it will populate on the 

Health with a 19 in front. Example: IF you entered 05/01/12 for your DOB it would put 05/01/1912 on your 

Health Certificate. Must be entered as 05/01/2012 to show correctly.
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AGE – Is a free-form field. A to and from value will be saved in the database, so whatever value you enter in the to

field will populate to the from field (unless entered differently). Use this field to enter an age value and an age

type.

Examples: Enter a value of 18 and a type of M (for months); enter a value of 6 and a type of Y (for years).

You may also enter adult or juvenile or other meaningful age information into thisfield. Since thisfield is small on

the PDF, it is best to enter M (for months) and Y (for years) instead of spelling the entire word out.

Animal Grid Form – Part 3

• Test Charts column will populate if there are existing tests associated with an animal that you have added from 

your address book. Example: If you have added a horse to your animal grid that also has an existing Coggins test

associated with it, this value will populate under Test Charts. If you mouse over the blue i it will indicate which

test is associated with your animal. This information will also populate to your CVI PDF. If you do not have any

test information associated with your animal the word “none” will populate to the corresponding field. You must 

Save the CVI before the test information will flow over to the animal grid.

• Tests – Allows you to add test information to each animal.

a) Select the “No lab test(s)” button.

b) In the pop-up window, select Add Test.

c) Enter the disease you are testing for from the Disease drop down.

d) Select the test type from the Test Type drop down. The result will default as “Negative”.

e) The Sample Date can be entered via the calendar or by typing directly into the sample date field.

f) Close the calendar by selecting outside the Sample Date field.

g) Enter the lab name and the accession number.

h) You can Delete the entry by selecting the garbage can icon.

i) Add another Test by selecting Add Test. 

j) Select Save to save the entry and go back to the animal grid.

k) Back on the Animal Grid form you will note the Tests field now indicates there is one lab test for this animal. 

l) The test information can be copied down to other animals by selecting the [c]. The test information added here

will populate to the PDF of the CVI. 
38

• Vaccinations – Allows you to add vaccination information to each animal.

a) Select the No Vaccination(s) button.

b) In the pop-up window, select Add Test.

c) Enter the disease from the Disease drop-down list.

d) Enter the Tattoo ID if the disease is brucellosis.

e) In the Date of Vaccination field, enter the tattoo date or vaccination date via the calendar or by typing

directly.

f) Close the calendar by selecting outside the Date of Vaccination field.

g) Enter the Vaccine Manufacturer information.

h) Enter the Vaccine Type via the drop-down list.

i) You can Delete the entry by selecting the garbage can icon.

j) Add another Test by selecting Add Test. 

k) Select Save to save the entry and go back to the animal grid.

l) Back on the Animal Grid form you will note the Vaccinationsfield now indicatesthere is one vaccination for this

animal. 

m) The vaccination information can be copied down to other animals by selecting the [c]. The vaccination

information added here will populate to the PDF of the CVI. 

• Temperature – Allows you to enter the temperature of each animal.

• Remarks – Can be used to enter additional information about each animal. Thisfield acceptsmore characters

than will display on the PDF. The PDF will only accommodate 74 characters. Thisfield can also be used when

uploading animal information from an Excelspreadsheet.

HOW ANIMAL IDS POPULATE ON THE PDF OF THE CVI

a) There are two animal ID columns on the PDF of the Certificate of Veterinary Inspection (CVI) form:

• Column 1 – Labeled Federal Eartag#, Registration Tattoo, or Other Permanent Identification

• Column 2 – Labeled Registry Name and Number or Description and Registered Ownership Brand

b) Animal IDs entered into the animal grid populate on the PDF of the CVI form as follows:

Entered in VSPS as: Populates PDF of CVI in:

Bovine Registration #

Column 2 (Registry Name...) Equine Call Name

Equine Registration Name

Remarks

Any ID entered without an ID Type

All other forms of ID Column 1 (Federal Eartag...)
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3.10.3 DELETE AN ANIMAL

There are two ways you can delete animals off of the Animal Grid form.

• The first way is to change the number in the Groups or Individual Animals fields.

When you change the numberto a smaller value than currently exists, a warning

message displays: WARNING! If you proceed, the last 1 individual(s) in the

table will be deleted, or marked for deletion. Select Cancel if you wish to

keep these rows. Select OK to continue and remove these rows.

If you select OK, the rows in the grid will be reduced to the number that

is reflected in the groups or individual animal’sfield.

If you select Cancel, the number of rows in the grid remainsthe same.

• The second way is to put a check mark in the Delete column next to the animal that you want to

delete. Then you must select Save before the animal is actually removed from the Animal Grid .

3.11 CREATE CVI TEMPLATES

The icon will not appear on the Interstate module Create CVI screen until after at least one

template has been created.

To create a CVI template for quick data-entry at a later time, you can use the template option. This feature should 

be used when an accredited veterinarian uses the same data over and over. For example, they may commonly reuse the same Origin and Destination information, or even similar animal information, from one certificate to the

next certificate. Using a template lets you save a core set of information that can be easily re-used.

3.11.1 ACTIVATE OR INACTIVATE A TEMPLATE

Only ten active templates may be stored at any one time. If you want to store more than ten templates, you must

first inactivate one of the active templates. This can be done by selecting the icon. To activate an inactive

template, select the same icon.

3.11.2 CREATE A TEMPLATE

A template is created as follows:

a) Enter the data you want to use or save as your template.

b) Select the button.

c) A new window opens. In the Template Name field, enter a name for the template.

Note: The template name can consist of a –z, 0-9, underscores, dashes, and spaces, and begin with a letter. A new

template cannot have the same name as an existing template.

d) Select OK.
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3.11.3 USE YOUR TEMPLATE

To use the data you have stored in your template to create a CVI, do the following:

a) Select the icon.

b) Select the icon.

c) This will populate all of the data you have saved in your template to the Create CVI data-entry screen.

Note: a template may not be used if data on your create CVI data entry screen has already been saved. You must cancel

out of the data entry screen and re-enter the create CVI data entry screen with an unsaved CVI.

3.11.4 DELETE A TEMPLATE

Note: Once a template is deleted, you cannot “undelete” it. Make sure you no longer need the template before you

delete it.

3.12 CVI STATUS

UNSAVED STATUS

The "Unsaved" statusis before the CVI has been saved. If you cancel out of this screen during data-entry, there will be

no record of this CVI. The certificate number and the status field will not be displayed until after the CVI has been

saved. Action buttons that display when you are in this status are:

• Cancel and Return – Allows you to cancel your data-entry without saving your work. You return to the home

screen of the Interstate module.

• Save and return – Allows you to save your data. You return to the home screen of the Interstate module.

• Save – Allows you to save your data and remain on the Create CVI data-entry screen.

• Save Template – Allows you to create a CVI template to be used at a later instance to speed data-entry.

• Upload – This is for an offline module that is not working at this time.

SAVED STATUS

The "Saved" statusis after you select to save the data on a certificate. The watermark that displays on this certificate is

“Unofficial”, asthe certificate must be “Issued” by the accredited veterinarian before it is deemed an official copy.

While a certificate is in the “Saved” status, there are eight action buttons. Four options are unique to this status.

• Issue CVI – Allows you to issue a CVI. The certificate is no longer editable once the certificate is issued. The

watermark will change to “Issued”.
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• Delete CVI – Allows you to delete a CVI. This CVI will no longer be accessible by you once it is deleted.

• View/Print Certificate – Allows you to display the PDF ofthe CVI with all ofthe data that you entered. It is important

to save the certificate after all data-entry has occurred to ensure that all the data will populate to the PDF. While in

thisstatus, the watermark will display as “unofficial”.

• View History – Allows you to see the time and date and the user responsible for the status change of the

certificate.

ISSUED STATUS

When the CVI is in an "Issued" status, the CVI is no longer editable. The status of “Issued” displays on the PDF of the

CVI.

In addition to the "Issued" status, you can change the statusto "Void CVI", which is no longer editable by you.

VOIDED STATUS

After you select “Void CVI”, a pop-up message asks “Are you sure you want to VOID this CVI?" Select OK to void the

CVI; otherwise,select Cancel. A “Don’tshow this message again” also displays with a checkbox, where you can indicate

that you do not want to see such messages in the future.

SUBMITTED STATUS

The "Submitted" status is when a veterinary technician or one of the accredited veterinarians in a practice creates a

CVI for the accredited veterinarian who inspected the animals. Once the data-entry is done, the technician or

accredited veterinarian must submit the certificate to the issuing veterinarian.

REJECTED STATUS

The "Rejected" statusis when the issuing veterinarian reviews a CVI that issubmitted to him, but he does not approve

of it. The issuing veterinarian can “reject” the CVI, which sends it back to the technician who can make edits and then

re-submit the certificate to him.

APPROVED STATUS

Afterthe State RegulatoryOfficial (SRO) ofthe destination state reviews an issued CVI they can “approve” the CVI which

changesthe statusto “Approved”.
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NOT APPROVED STATUS

After the State Regulatory Official (SRO) of the destination state reviews an issued CVI they can “not-approve” the CVI

which changesthe statusto “Not- Approved”.

Action Buttons associated with this certificate are:

If you have a CVI that was not approved you cannot make changes to the CVI and send it back to the state; however,

you can re-create the CVI by copying the CVI with animals, making the changes on the certificate as recommended by

the state and then re-issuing it. The Accredited Veterinarian should specify on this certificate that it is a replacement

for the previously not-approved certificate in the certification statement remarksfield.
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4. FIND CVI

You can navigate to the Find CVI screen by selecting the Find CVI link on the Interstate home page.

The Accredited Veterinarian, Veterinary Technician, State regulatoryOfficial (SRO), Veterinary Medical Officer (VMO),

and Area-Veterinarian-in Charge (AVIC) roles all have access to the Find CVI search screen.

You may search by using either method below:

• Quick Find feature – Use this feature by selecting the [Veterinarian is me...] or [Created by me...] link.

This will return all CVIs either created by you or with you indicated as the accredited or issuing veterinarian. The

list will display with “Issued” certificates displaying first, followed by approved, not approved, saved and then

voided.

• Find CVIsearch screen:

You can use the wild card feature in each field marked with an asterisk. A wild card can either be used to

represent the beginning or ending of a word or number that you are unsure about.

Example 1: You want to search for a certificate number, but you can remember only the first three digits of the

number. In the Certificate Number field, enter 12C* (the three digits and the wild card asterisk symbol).

Then select the Search button at the bottom of the screen.
44

Example 2: You think the Business Name of the Destination was something "Smith". In the Business Name field,

enter *smith and select the Search button. This may return results like Bradley Smith and Dianna Smith. Or, if

you enter *smith* (with two wild cards in it) instead, you may see results like Smithson Farms, John Smith

Brothers, etc.

The more data that you enter into the search fields, the narrower your search results returned will be.

Once you enter the species of an animal, you then have the option to search by a specific animal id.

4.1 SEARCH RESULTS SCREEN

If the status of the CVI is not selected, the search results are displayed with saved certificates being displayed first,

followed by issued CVIs, approved, not approved, and voided certificates for an accredited veterinarian role.

Ten CVIs or search results are displayed on the screen at one time. Once the list of search results is generated, there

are a number of functions that exist for the Search Results screen.

The bottom of your search results screen displaysthese functions:

 The number of resultsthat were returned.

 Navigation optionsfor viewing the additional results.

 Allows you to download all the data entered into the selected CVI into an Excel spreadsheet.

Select to view the data entry screen with all of the data entered to create the selected CVI.

This CVI is non-editable either because you do not have the correct permission, or the

certificate is in a status that cannot be edited. To return to the Search screen, you must

select the Cancel and Return button at the top or the bottom of the data-entry screen.
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If a certificate has a Saved status, you will see these three action buttons ([Active or Inactive],

[Edit], and PDF) under the Action Header.

To change the certificate to an “Inactive” status, select the [Active] link. Or, if the link is

labeled [Inactive], select it to change the certificate'sstatus to "active".

Select the [Edit] link to open the data-entry screen with all of the data entered to create the

selected CVI. You can then edit the CVI. To return to the Search screen, you must select the

Cancel and Return button at the top or the bottom of the data- entry screen.

Select the icon of the PDF document to display the PDF of the CVI. Action buttons at the

bottom of the new screen that displays in the PDF.

a) You may select the certificate (s) you want to work with by placing a check mark next to each CVI under the

Select column. Note: If a certificate is not selected before an action is specified, a pop-up message displays that

directs you to choose at least one CVI.

b) You may then select an action in the Actions: drop down list by selecting the down

arrow next to the box populated with Select an action. The options are:

• Add – Allows you to add a new certificate. This is the only option where you do

not need to first select a certificate by placing a check in the Select column.

• Delete Selected – Allows you to delete the certificate(s) chosen. This changes the status of the certificate

from "saved" to "deleted". A pop-up message asks you if you want to delete the selected CVI (s). If you do,

select OK; if you do not want to, select Cancel. Since certificates can only be deleted in a “saved” status, if

you attempt to delete a certificate in a status other than “saved”, a message will display thatsays you are not

authorized to perform thisfunction.

• Copy Selected (no animals) – Copies the selected certificate without copying the animal information. Only

one certificate can be copied at a time. If more than one certificate is selected while this option is chosen, a

message displays indicating that only one certificate can be copied at a time. You will be taken to the dataentry screen for this new certificate. The inspection date is not copied over. The new certificate number for

this certificate will be indicated at the top of the document.

• Copy Selected (with animals) – Copiesthe selected certificate selected, including all animal details. Only one

certificate can be copied at a time. If more than one certificate is selected while this option is chosen, a

message displays indicating that only one certificate can be copied at a time. You will be taken to the dataentry screen for this new certificate. The inspection date is not copied over. The new certificate number for

this certificate will be indicated at the top of the document.

• Activate all Selected Inactive

• Inactivate all Selected Active

• Review Selected - This feature is predominately used by the State Regulatory Official Role to approve or

reject a Certificate of Veterinary Inspection.
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5. LABS MODULE

5.1 SUBMIT AN ON-LINE COGGINS FORM

Note: In order for animal information to be re-used in VSPS, you must enter and save the animal(s) using VSPS’ Business 

Profile module.

a) On the VSPS home screen, select the link on the left had side.

b) Select the Add Test Record link.

c) From the Add New Test Record screen:

• If you are part of a practice, define which veterinarian’s name will populate to the Coggins form.

• If the veterinarian is licensed in more than one State, select which license number you want to populate to

the form.

• For Species, enter equine.

• For Disease, enter Equine Infectious Anemia.

• Select the Test Reason.

• Select the Test Type.

• Select the button.

d) In the I want to... section, select Choose animal being tested from Business Profile. Note: If Define a new animal for 

testing is selected, the animal information entered will not be saved for future use.

e) Select the button.
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f) A new window displays in which you search for the equine(s) you want to add to your Coggins form. This can be 

done by searching for all equines or by narrowing your search results by owner information (i.e., Business Name, 

First Name, Last Name, County, or State). You may also search by animal identifier type and value. After 

specifying your search criteria, select Search.

g) The search results window displays a list of animals. Put a check next to each animal you want to include in your 

Coggins form.

h) Selectthe button at the bottom of the screen.

i) In the Specimens section, for each animal, enter the Specimen number, Max/Single Age and the Date Sampled.

j) Selectthe button.

k) If you are submitting an “official” copy to an on-line lab, select under Electronic in the Results Processing 

section at the bottom of the screen.

l) If you have not set up your default lab in your Personal Profile, you can select it now. Select the icon and

search for your lab on the new window that opens. Once you have located your lab, choose.

m) To view your submission form before finalizing it, select the button. (Important: Once the VS 10-11 

form is submitted, you may not make any changes.)

n) Once you have verified that the VS 10-11 is accurately completed, select the button.

o) This message displays:

p) Follow the normal procedures to notify the lab that you have submitted your Coggins to them electronically in

VSPS.
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5.2 VIEW/PRINT EIA TEST RESULTS

a) Once the lab completesthe test by entering the results on VSPS, you will have an “official” Coggins form (VS 10-11). To 

view/print the completed VS 10-11, select Find Test Records under the Labs Module.

b) You have two search options:

• Under the Quick Finds section select [Created by me...]

• Under the Search Test Records Criteria section, enter information and select the button.

c) The search results window displays a list oftest records. Select next to the test record you are looking for.

d) Select the button.

e) The VS 10-11 (with OFFICIAL COPY watermark) will open in a new window (PDF document). You may print the 

document at this time.
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6. FUNCTIONALITY FOR STATE REGULATORY OFFICIAL ROLE

There are severalread-only roles associated with the Interstate module. These are the State RegulatoryOfficial (SRO),

Area-Veterinarian-in-Charge (AVIC), and Veterinary Medical Official (VMO) roles. These roles vary slightly with their

functionality; for the most part, however, they are read-only roles.

• The SRO role has the most functionality of the three. It has write ability for creating State Certification

Statements. It can “accept” or “reject” a Certificate of Veterinary Inspection (CVI). And it can attach a note to

the CVI.

• The othertwo roles, AVIC and VMO, have strictly read-only accessto the Interstate module. However, they can add

a note to a CVI.

6.1 STATE CERTIFICATION STATEMENTS

The SRO role has the ability to create State-specific Certification Statements that will display in the Certification

Statement Tile on the Create CVI data-entry screen. The State Certification Statements that display depend on the

Origin and Destination States selected by the accredited veterinarian in the Summary Tile on the Create CVI screen.

The SRO role is the only role that has access to the link on the Interstate home screen. After an SRO 

selects this link, the State Certification Statement home screen displays all of the state certification statements for their 

state.

States have accessto all certification statementsforthat State regardless of who created the statement(statements

are shared among all SRO roles for that State).

Statementsshould be named so they are self-explanatory to accredited veterinarians attempting to selectstatements

on their Create CVI data entry screen. For example, a statement should be named with speciesfirst and Origin State

second, followed by the wording for the statement. This will make it easier for accredited veterinarians to quickly

find the Certification Statementsthey want to use on their CVI.

The flag of the state where the user has an SRO role is displayed at the beginning of each statement the user creates.

6.1.1 CREATE STATE CERTIFICATION STATEMENTS

A new statement can be created by doing the following:

a) Select the Interstate link on the left-hand side of the screen.

b) On the Interstate home page, select the State Certification Statementslink.

c) Select the button.
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d) A new window displaysin which you enter the text for the new Certification Statement.

e) Once the text is entered, select the Save button. This will save the data entered into the certification statement

template window and will close the window.

f) The new Certification Statement now displays on the Certification Statement screen at the bottom of the list of

existing statements.

g) If you do not want to save this data, select the Cancel button. Your changes will not be saved, and the dataentry screen will close.

6.1.2 EDIT EXISTING STATE CERTIFICATION STATEMENTS

To edit an existing State Certification Statement, do the following:

a) Select the icon.

b) A window opens next to the Certification Statement. You can type changes directly into this window.

c) To retain these changes, select Save. The edit window then closes.

d) If you select Cancel, your changes will not be saved and the window will close.

6.1.3 DELETING STATE CERTIFICATION STATEMENTS

To delete an existing State Certification Statement, select the icon. This will permanently delete the State

Certification Statement.

6.1.4 INACTIVATE OR ACTIVATE STATE CERTIFICATION STATEMENTS

To either inactivate an active State Certification Statement or to activate an inactive statement, select the icon.

Ifthe Certification Statement is currently active, it will change to inactive and display with a line through it (as shown

below). And this statement will no longer display on the Create CVI screen for the accredited veterinarian to use

when creating a certificate.

6.2 FIND CVI

The SRO, AVIC, and VMO roles also have access to the Find CVI search screen. This screen allows the user to search

for either an individual CVI based on specific search criteria or a group of CVIs.

To access the Find CVI screen:

a) On the Interstate module's home screen, select the li nk.

b) On the CVI Search Criteria screen, make sure that CVI is selected in the CVI or Retro CVI Search field (in the

upper-right corner of the screen).