In the corner of many dairy farm offices sits a thick, white three-ring binder. Inside are the meticulously drafted protocols required for the National Milk Producers Federation FARM (Farmers Assuring Responsible Management) program. For some, this binder is a badge of excellence. For others, it is simply a hurdle cleared for a farm inspection, destined to collect dust until the next auditor arrives.
But for Dr. Jody Kull, an assistant teaching professor at Penn State University and a veteran veterinarian with nearly two decades of clinical experience, that binder represents something far more vital: It is a tool for risk abatement, a blueprint for consistency and the foundation of a farm’s legacy.
As she shared in a recent episode of “The Dairy Health Blackbelt Podcast,” the secret to a resilient dairy operation isn’t just having a protocol — it’s making that protocol a fluid document that breathes with the farm’s daily rhythm.
The Small Farm Challenge: Consistency in the Family Circle
Kull’s perspective is rooted in the reality of the small-to-mid-sized dairy. Having spent the majority of her career working with herds ranging from 70 to 200 cows, she understands employee training often looks different than it does on a 5,000-cow operation. On these farms, the employees are often family members, high school neighbors or college students working part-time.
In this environment, communication is frequently verbal and informal.
“We looked at what we had on the farm, and we were talking mostly family labor,” Kull explains. The challenge is ensuring “the way we’ve always done it” is actually the same way everyone is doing it.
She advocates for integrating protocol review into the natural pauses of farm life. Whether it’s a conversation over snack time or a discussion during dinner in the farmhouse, these moments are opportunities to align on calf feeding, bedding and temperature control. By moving these informal chats into the framework of a formal protocol, the farm ensures animal health doesn’t depend on who happens to be holding the bucket that morning.
The Foundation: Why Protocols Start with the Calf
When asked where a producer and veterinarian should focus their energy first, Kull’s answer is immediate: the calves.
“The calves are really what set them up for the future on that dairy farm,” she notes.
Because calf care often involves multiple people — a morning feeder, an afternoon feeder and perhaps a different person for a midday check. Variability is the enemy.
A strong calf protocol addresses the invisible details that can make or break a heifer’s growth:
- Consistency in Mixing: If using milk replacer, is the temperature and concentration identical every time?
- Environmental Monitoring: Are bedding levels adequate for the current weather?
- Health Scoring: Are all caretakers using the same appetite and respiratory scores to identify a sick calf before it becomes a crisis?
By standardizing these tasks, a farm reduces the risk of stunted growth or high mortality rates, effectively abating the risk of a future herd that underperforms.
The High-Stakes Transition Window
Beyond the calf barn, the transition period is the most critical window for risk management. This is where protocols move from simple task lists to sophisticated management tools.
Kull emphasizes the need for specific procedures regarding how cows are handled and moved during the pre-fresh period. Once the cow is fresh, the protocol must be nuanced enough to account for the difference between a first-calf heifer and a seasoned third-calf veteran.
“How we are managing each of those fresh cows, and how are we going to integrate them back into the herd? Those are the big ones to really focus on,” she says.
A fresh cow protocol ensures metabolic issues are caught early and the cow’s return to the milking string is as seamless as possible.
The Fluid Document: Data Meets Observation
The most transformative part of Kull’s philosophy is the idea that a protocol should never be finished. In her practice, she encouraged clients to view their paperwork as a work in progress.
This evolution often happens organically during a routine herd check. If a veterinarian observes a group of cows off-feed or notices a spike in a specific health issue, the immediate question shouldn’t just be “How do we treat this?” but “What did we do differently?”
When a glitch occurs, Kull suggests pulling out the paperwork right then and there.
“Rather than just being a verbal conversation, we’d pull out the paperwork, maybe make a different flyer, maybe make sure that everybody’s on the same page,” she says.
This is where modern technology becomes an ally. Data from robotic milkers, activity ear tags, pedometers and DHIA records provide a real-time feedback loop. If the data shows a dip in performance, the protocol can be adjusted immediately to address the root cause. This turns the FARM program from a compliance burden into a dynamic shield against economic loss.
The Veterinarian as the Team Quarterback
For new veterinary graduates, the transition from clinical medicine to herd management consulting can be daunting. Kull acknowledges conversations at the kitchen table are the bedrock of trust, but they must eventually lead to documented action.
Her advice to the next generation of vets is simple: ask questions and take notes. By asking “Why are you doing that?” and “Do you see an effect from doing that?”, the veterinarian helps the producer see their own patterns.
Furthermore, the veterinarian serves as the bridge between various farm consultants. A successful dairy operation requires a team approach where the vet, the nutritionist, the hoof trimmer and even the banker are on the same page. Kull highlights the value of group texts and periodic roundtable meetings to ensure the nutritionist’s ration isn’t working at cross-purposes with the vet’s health protocols.
A Safe Food Supply Starts with a Plan
Ultimately, Kull’s approach to protocols is about more than just animal welfare; it is about the health of the community and the safety of the global food supply. By using the FARM program as a practical tool for risk mitigation, dairy producers can protect their investment, their animals and their livelihoods.
When a protocol is fluid, updated and communicated clearly to every member of the team, the white binder on the shelf becomes the most valuable piece of equipment on the farm. It is no longer just a set of rules — it is the roadmap to a sustainable and profitable future in dairy.
