Studbook Regulations

Aligned with the standards of the World Dog Federation (WDF).

This is a translation for information. The Romanian text is the one adopted by the Board of Directors and the one that governs.

Chapter I. General provisions

Art. 1. Subject

(1) These Regulations establish the organisation and operation of the Studbook of the Association Club Federal Chinologic – Royal, the conditions for registering litters and for issuing pedigree certificates.

(2) The Studbook is the official record of the dogs registered by the Association, kept in electronic form, with the traceability of every operation ensured.

Art. 2. Normative framework

The standards of the World Dog Federation, the Statute and the Internal Operating Regulations of the Association, the Regulations on kennel registration and affix reservation, the Code of Ethics and the Disciplinary Procedure.

Art. 3. Definitions

• a) mating and whelping declaration (DMF) — the document by which the breeder notifies the Association of the mating and whelping of a litter;
• b) ancestry — the 30 positions over four generations of a dog: 2 parents, 4 grandparents, 8 great-grandparents and 16 great-great-grandparents;
• c) pedigree certificate — the document issued by the Association for a registered dog;
• d) known position — an ancestry position for which both the dog’s name and its registration number are known;
• e) the registry office — the body that checks the files, establishes the ancestry and prepares the issuing of the documents.

Chapter II. The mating and whelping declaration

Art. 4. Who submits it and by when

(1) The declaration is submitted by the breeder holding the affix, a member of the Association, for every litter whelped.

(2) The deadline for submission is 90 days from the date of whelping. A declaration submitted after this deadline is accepted only with the approval of the Board of Directors, at the reasoned request of the breeder.

(3) A litter may comprise at most 24 declared puppies.

Art. 5. The documents in the file

(1) The file comprises:

• a) the completed declaration, with the details of the parents, of the litter and of the puppies;
• b) the pedigree certificate of the male;
• c) the pedigree certificate of the female;
• d) proof of the right to mate the female;
• e) proof of payment of the fee.

(2) The documents are submitted as legible digital copies. The registry office may request clarifications or the original document.

(3) Dogs are identified by a 15-digit (ISO) microchip or, for older dogs, by a 10-digit chip.

Art. 6. Confirmation of the mating

(1) The mating is confirmed by the owner of the male, through a request sent to the declared e-mail address.

(2) The request is valid for 60 days. It may be resent, and the address may be corrected if it was wrong.

(3) Where confirmation by this route is not possible, the registry office may accept instead the signed paper proof of the mating, which is placed in the file.

(4) Without the confirmation or without the proof under paragraph (3), the certificates are not issued.

Art. 7. The registration number of the declaration

(1) On submission, each declaration receives a unique number of the form CFCR-DMF-YYYY-0001, in the order of submission, for each calendar year.

(2) A number is never reused. The only exception is the last number issued in the current year, which may be taken back if the declaration is deleted before anything has been built upon it.

Chapter III. The ancestry

Art. 8. Establishing the ancestry

(1) The ancestry is established by the registry office, over four generations, from the parents’ pedigree certificates placed in the file.

(2) The parents are taken from the declaration; the other 28 positions are transcribed from their pedigree documents.

(3) An unknown position is left blank. No position is filled in from assumptions, from similarity of names, or from any source other than the pedigree documents.

Art. 9. Automatic reading of the documents

(1) The registry office may make use of the automatic reading of the parents’ pedigree certificates.

(2) The reading proposes; a person decides. No automatically read value enters the register without the registrar’s verification and decision.

(3) Values flagged by the reading as uncertain must be checked against the original document.

(4) Every reading is recorded in the audit log, with the file, the author and the time.

Chapter IV. The types of certificate

Art. 10. The three types

(1) The type of certificate is not chosen: it follows from the ancestry, according to the number of known positions.

Type	When it is granted	What it means
A	all 30 positions are known	ancestry known in full
B	at least one, but not all	ancestry partially known
C	no position known	breed typicality certificate

(2) A position with a name but without a registration number counts as unknown. It is the number that makes a position verifiable by someone else; a name alone cannot be traced in any record.

Art. 11. Typicality is a different route

(1) The typicality certificate (Type C) is granted following the assessment of the dog at a show, according to its conformity with the breed standard, without a mating and whelping declaration.

(2) A puppy from a mating and whelping declaration can never receive a typicality certificate. The declaration itself names the sire and the dam; consequently the puppies are at least Type B, even if the parents’ registration numbers are not yet entered.

(3) A dog without a pedigree certificate cannot be registered by any route other than typicality; its re-registration follows the same route.

Chapter V. Issuing the certificates

Art. 12. The WDF litter number

(1) Each litter receives a unique registration number in the World Dog Federation record, assigned once and unchangeable.

(2) Numbering continues from 76, the last litter registered on paper before the electronic register.

Art. 13. The certificate series

(1) Each certificate receives a unique series of the form CFCR-P-YYYY-0001, in the order of issue, for each calendar year.

(2) The dog’s individual WDF number is assigned by the World Dog Federation and entered in the register when received.

Art. 14. Freezing the ancestry

(1) The ancestry is frozen in the certificate at the date of issue. If the file is corrected later, the document in the holder’s hands remains what was handed over, until it is corrected in accordance with Art. 21.

(2) The certificate contains the type, the series, the date of issue, the dog’s details, the breeder, the known ancestry and the list of missing positions.

Art. 15. The issuing deadline

Certificates are issued within at most 15 days of the submission of the complete file and the confirmation of the mating.

Art. 16. The fees

The fees are those in the Association’s list in force, approved by the Board of Directors and published on the website.

Chapter VI. Correction and cancellation

Art. 17. Correcting the text of the ancestry

(1) Where a transcription error is found in an issued certificate, the text of the ancestry may be corrected.

(2) A correction cannot change the type of the certificate nor the number of known positions. If a correction would change the class of the document, it is not a correction but a reissue, and is carried out in accordance with Art. 18.

(3) The correction is made for the whole litter at once or for none of its dogs; the documents of a litter share the same ancestry.

(4) The correction is recorded in the log, stating each field changed, from what to what.

Art. 18. Reissuing

(1) Where it is found that the ancestry was established wrongly in a way that changes the type of the certificate, the document is reissued.

(2) The earlier document is cancelled in accordance with Art. 19, and the new one is issued with a new series, stating the document it replaces.

Art. 19. Cancelling a certificate

(1) An issued certificate is cancelled where it is found that it was obtained by declaring untrue details, where the ancestry has proved to be different, or in the other cases laid down in the Association’s regulations.

(2) The certificate is not deleted and not rewritten. An issued document exists: it is printed, it is in someone’s hands, it can be produced at any time. It is marked as cancelled, with the reason, the date and the author of the decision.

(3) Public verification of the document — including through the QR code on it — shows immediately that the document has been cancelled.

Art. 20. Who decides the cancellation

(1) The cancellation is decided by the Board of Directors, on the reasoned proposal of the registry office, and is entered in the register by the administrator.

(2) The measure is taken only after the holder of the document has been notified in writing of the finding and has been given a period of at least 10 days to reply.

(3) The decision is reasoned in writing and communicated to the holder. It may be appealed to the Board of Directors, once only, within 15 days.

Art. 21. The effects of cancellation

(1) The titles and results obtained by the dog on the basis of the cancelled document are withdrawn, if the cancellation was for untrue details; they are kept, if it was an error of the registry office.

(2) The dog’s descendants do not lose their documents; their ancestry is corrected in accordance with Art. 17, and where a correction would change the class of the document, a reissue is carried out.

Chapter VII. Publicity, records, retention

Art. 22. What is public

(1) Anyone may verify a certificate by its series or through the QR code on the document.

(2) Public verification shows only the dog’s details — name, breed, sex, date of birth, microchip, the type and series of the document, the WDF number and whether the document has been cancelled. The owner’s name and address are not shown.

Art. 23. The audit log

(1) Every act of the register — submission, rejection, assignment of the WDF number, issuing, correction, cancellation, automatic reading of the documents — is recorded in the log, with the author, the object and the time.

(2) The trace is written before the act. If the trace cannot be recorded, the act is not carried out.

Art. 24. Retention and backups

(1) The register is kept indefinitely: an issued certificate has effects for as long as the dog lives, and afterwards, through its descendants.

(2) The documents submitted in the file are kept for 10 years from the issuing of the certificates.

(3) Periodic encrypted backups are made and kept separately from the system that holds the register.

Chapter VIII. Final provisions

Art. 25. Documents issued on paper

(1) Certificates issued before the electronic register came into operation remain valid.

(2) They are brought into the electronic register on the basis of the paper files, marked as originating from the archive, and nothing of what was issued is changed.

Art. 26. Entry into force

(1) These Regulations were approved by Decision of the Board of Directors no. 138 of 01.08.2026.

(2) They are published on cfc-royal.ro.

Annex A. The 30 positions of the ancestry

The code of each position is the path upwards from the dog: T = the sire, M = the dam. Thus “TM” is the sire’s dam, and “TMT” is the sire of the sire’s dam.

Generation	How many	Codes
I — the parents	2	T, M
II — the grandparents	4	TT, TM, MT, MM
III — the great-grandparents	8	TTT, TTM, TMT, TMM, MTT, MTM, MMT, MMM
IV — the great-great-grandparents	16	TTTT … MMMM