VS 5-38 Data Entry

The Ectoparasite Collection Report (VS FORM 5-38) requires specific information when animals are checked for ticks as part of the inspection process at a Mexican port of entry. The Port VMO or the Port Support Staff enters required information at the time of entry.   

NOTES ---------------------------------------------------------------------------------------------------

• Dates can usually be entered in two ways: using the calendar , or typing them manually using mm/dd/yyy format.

• Fields marked with an asterisk (*) are required.

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To access  a VS 5-38:

1. On the VSPS Home page, log into VSPS.

2. From the left menu, select Animal Import.

3. Select Routine Import.

4. Select Find Existing Importation > enter criteria > Search > [Edit]  or

Select Create New Importation > enter data > Create.  

The Importation Request Summary displays.

5. Under the Form Management section all of the available forms for this importation are displayed.  

6. Click [New] beside the Ectoparasite Collection (5-38) title.  The 5-38 Data Entry page displays.

To create or edit a VS 5-38:

1. Enter the following submitter information:

• Specimen Numbers * } Port ID and sequential number - one per line (users can enter their own specimen number).

• Date Collected * } Defaults to today's date (can be changed, if necessary).

• Collected in Country * } Country in which the specimen was collected.

• Collected in State  * } State in which the specimen was collected (auto-filled from port ID, can be changed).

Note: The list of values (LOVs) changes, depending on country selected.

• Collected in County } County in which the specimen was collected (auto-filled based on port ID, can be changed).

Note: This is not required if a non-U.S. country is selected.

• Type of Specimens * } Kind of specimen (e.g. ticks, mites, lice).

• Number of Animals * } Number of animals associated with this specific Importation Request (auto-filled).

• Number of Animals Infested * } Number of animals infested with ectoparasites.

• Species * } Species of animal associated with this specific Importation Request (auto-filled).

• Where Specimen Found * } Select where the specimen/ectoparasite was found on the animal's body.

• Remarks - Enter pertinent comments.  The remarks will display in the Previous History or Remarks section on the VS 5-38.

2. Enter contact information.  Click the icon to search for Owner or Collector contact information in the port address book.  If the information is not in the address book, enter the information and click to add to your port address book if it is an address you will use more than once.

• The Owner and Collector sections require the same information, enter the following:

NOTE: Either Business Name or First and Last Name are required.

• Business Name - Name of business with which the Collector is associated.

• First Name - First name of this contact.

• Last Name - Last name of this contact.

• Address 1 * } Street address for this contact.

• Address 2 } Additional address information.

• City * } Name of the city associated with this address.

• State * } Name of the state associated with this address.  

NOTE:  For foreign states, select the Country first.

• Postal Code * } Postal/zip code associated with this address.

• Country * }  Country associated with this address.

• Phone - Phone number for this contact.  

NOTE:  VSPS will default to the U.S. country code of (1); the number following this code must contain 10 digits. If you are entering a non-U.S. number you must enter the corresponding country code.

• Click the Create or Save button.

3. Reconcile/Enter Field Laboratory Information - The Port VMO enters the following information after the test results are faxed/mailed back to the port:

• Date Field Received - Date the specimen was received at the Field Laboratory.

• Date Field Identified - Date the specimen was identified at the Field Laboratory.

• Field Referral Number - Tracking number associated with the specimen (auto-generated?).

• Field Classification -

• Field Lab Name - Name of the Field Laboratory that tested the specimen.

4. Reconcile/Enter NVSL Information - The Port VMO, referring to data received from NVSL, or NVSL personnel completes the following:

• Date NVSL Received - Date the specimen was received at the NVSL Laboratory.

• Date NVSL Identified - Date the specimen was identified at the NVSL Laboratory.

• NVSL Case Number - Number assigned by NVSL to the testing of the specimen, for tracking purposes.

• NVSL Classification -

• NVSL Distribution - Method used by NVSL to communicate the test results (e.g. email, FAX, FedEx...) ???

• NVSL Signature - Information about the person signing the form:

• Name - First and last name.

• Title - Signer's title.

• Date - Date form was signed.

5. Depending on your role and the status of the form, click one of the following:

• Create - To create the form. The status of the form is "Initial".

• [Edit] - Click to edit information on the form.

• [Preview] - Click to view the 5-38 with auto-filled data. You can also print the form from here.

You may notice that a document number in the top-right corner of the form has been auto-generated

(example of the document number format: 10DLR00044; it represents the year 2010, the port Del Rio, and the sequential number of 00044). This document number is associated with all form for this importation.

• [Void] - Click to cancel this particular form with its associated data.

• Save - To save changes made to the form.

• Submit - To submit the form. The status of the form changes to "Submitted".

• Close - To close the form. The status of the form changes to "Closed".

Note: The form may be closed after test results are received/entered from NVSL.

• Return - To go to the Importation Request Summary page.