EHMP Frequently Asked Questions

Getting started

What is an EHMP?

An Establishment Health Management Plan (EHMP) is a written plan explaining how your property operates and how the greyhounds kept there will be managed and cared for. It brings together the procedures you follow for everyday care, health and veterinary needs, hygiene and disease control, emergencies, and preparing greyhounds for retirement and rehoming.

Why do I need an EHMP?

The Code requires every establishment keeping racing greyhounds to have an EHMP. A current and properly followed EHMP supports consistent care, helps protect greyhound health and welfare, and makes clear who is responsible for each procedure at the property.

Who is responsible for the EHMP?

The Person in Charge is responsible for ensuring the property has a current EHMP and that it is completed, approved, maintained and followed. Other people may help prepare or implement it, but the Person in Charge remains responsible for ensuring everyone understands and follows the plan.

Which properties need an EHMP?

A current EHMP is required for every property where active breeding or racing greyhounds are kept. The EHMP is specific to the property. If you keep active greyhounds at more than one property, each property needs its own EHMP and FastTrack declaration.

Do I need an EHMP if I only keep retired pet greyhounds?

No. Under current GRV guidance, retired pet greyhounds are not treated as active greyhounds for this purpose. A greyhound retired for breeding is still active. You must have a current EHMP before active greyhounds are kept at the property.

I keep greyhounds at my home and at a separate kennel address. Do I need two EHMPs?

Yes. An EHMP applies to one property only. If active greyhounds are kept at both addresses, each property must have its own current EHMP and a separate FastTrack declaration.

Several participants use the same property. Do we need more than one EHMP?

Most shared properties will have one EHMP covering the entire establishment. If participants operate separate facilities or establishments at the same address, separate EHMPs may be required. Shared and common areas must be clearly covered, and the EHMP must identify who is responsible for each area or component.

What happens if I move to a new property?

An EHMP is specific to the property and cannot simply be transferred to a new address. Before keeping active greyhounds at the new property, make sure it has a current EHMP and complete the required FastTrack declaration.

Completing your EHMP

What must my EHMP cover?

Your EHMP must cover the procedures relevant to your establishment. These include admitting and quarantining new greyhounds; daily welfare checks; housing, feeding, exercise, enrichment and socialisation; health and veterinary care; vaccination and parasite control; hygiene, cleaning, pest and disease control; staff or helper responsibilities; emergency and evacuation arrangements; and preparing greyhounds for retirement and rehoming. It must also address any breeding, whelping, rearing, education, pre-training or training activities conducted at the property.

Do I have to use the GRV EHMP template?

GRV recommends using its EHMP template because it is designed to cover the required areas. You may prepare your own plan, but it must meet the Code and be suitable for the activities and risks at your property.

Can my EHMP contain procedures that differ from the Code?

Section 4.1 allows an EHMP to set out different protocols in some areas. Any alternative protocol must be clearly documented and appropriately approved. If your EHMP does not specify a different protocol, the requirements in the Code apply.

What if there is more than one Person in Charge?

The EHMP must identify the Person in Charge responsible for each area of the establishment or each part of the EHMP. This includes shared and common areas. Responsibilities should be clear enough that staff and helpers know who is accountable.

Do staff and helpers need to follow the EHMP?

Yes. Anyone caring for greyhounds or performing duties at the property must understand and follow the procedures relevant to their work. The EHMP must also include the staff induction process.

Veterinary approval

Does my EHMP need veterinary approval?

Yes. Your EHMP must be approved by a registered veterinary practitioner initially and a new veterinarian-approved EHMP must be completed every three years. The Person in Charge and the veterinarian must sign the plan, and the veterinarian must initial the relevant protocols in accordance with GRV’s EHMP process.

Does the veterinarian have to be my usual vet?

No. A registered veterinarian may approve the EHMP if they are satisfied with the relevant procedures. The Person in Charge must also have a written agreement with at least one veterinarian for the veterinary services required under the Code.

When must the approving veterinarian be independent?

If the veterinarian is also the Person in Charge or the owner of the establishment, another independent veterinarian must approve the EHMP. An independent veterinarian must have no prohibited personal or commercial connection to the establishment as defined in the Code.

Does the veterinarian have to visit the property to approve the EHMP?

No. Veterinary approval does not have to occur during an on-site visit. The EHMP may be sent to the veterinarian by email or post. The veterinarian must have enough information to properly review and approve the relevant procedures. Speak with the veterinarian about what they require and any fee that may apply.

What if I change veterinarians?

If the veterinarian supporting the establishment changes, provide the new veterinarian with the EHMP as soon as practicable. Changing veterinarians does not remove the Person in Charge’s responsibility to maintain the required written veterinary agreement and access to emergency veterinary services.

Reviewing and renewing

How often must I review my EHMP?

You must review the EHMP every year to make sure it remains current, accurate and suitable for the property. The annual review should consider any changes to the greyhounds, facilities, activities, staff, risks, veterinary arrangements or emergency plans.

What is the difference between the annual review and the three-year renewal?

The annual review is your check that the existing EHMP remains accurate and appropriate. Every three years, a new EHMP must be completed, approved and signed by a veterinarian, followed by a new FastTrack declaration.

Can I change the date and re-sign my expired EHMP?

No. Under current GRV guidance, an EHMP signed more than three years ago has expired and cannot be renewed simply by changing the date or adding new signatures. Complete a new EHMP, obtain veterinary approval and submit a new FastTrack declaration.

Do I need to update the EHMP before the annual review date?

Yes, if the property’s activities, procedures or responsibilities change. Do not wait for the next annual review if the EHMP no longer accurately describes what happens at the property

FastTrack declaration

What do I submit to GRV?

Only the EHMP declaration is submitted to GRV, and it must be submitted through FastTrack. Do not upload, email or post the completed EHMP to GRV. Keep the completed and signed EHMP at the establishment and produce it for examination by a Steward upon request.

How do I submit the EHMP declaration?

Log in to FastTrack and open your participant profile. Select “Complete EHMP Declaration” beside the relevant registered property. Confirm who completed the EHMP, enter the date the veterinarian signed it, read and acknowledge the declaration, then select Submit.

What if someone else completed the EHMP for the property?

Select No when FastTrack asks whether you completed the EHMP yourself. Choose the registered participant linked to the address who completed it, enter the date the veterinarian signed the plan, check the details and submit.

How do I know the declaration was recorded?

FastTrack will display the message “EHMP Declaration has been added successfully”. This confirms the declaration has been recorded.

Do I need a separate FastTrack declaration for each property?

Yes. Complete a separate declaration for every relevant property where active greyhounds are kept.

Keeping the EHMP current

Where must I keep the EHMP?

Keep the current, completed and signed EHMP at the property it covers. It must be accurate, available and followed in practice, and produced when requested during an inspection.

What happens if I do not have a current EHMP?

Not having a current, accurate and available EHMP is a failure to meet the Code and may result in regulatory action. The EHMP must also be implemented—having a document that is not followed does not meet the Person in Charge’s responsibilities.

What happens if the participant who signed the EHMP is disqualified or no longer registered?

An EHMP signed by a participant becomes invalid if that participant is disqualified or no longer registered. Another active participant at the property must arrange a new EHMP. Suspension alone does not invalidate the EHMP.

Where can I get help?

Visit greyhoundcare.grv.org.au for the EHMP template, education video, FastTrack declaration guide and supporting information. For additional assistance, email [email protected].