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by
Lori Coulson
ASFA Records Coordinator
records@asfa.org

Records 101

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UPDATE 03/16

As directed by the ASFA BoD, I wrote an article for FAN about records and common errors that I experience. The article was printed in the May/June 2002 FAN. What I came up with were lists of points which I felt were important. These applied to any person attending an ASFA event in regard to the submission of records.

While some of them are only suggestions others are rules or policies. I then did my best to reference which rule/policy. This update will hopefully bring these lists current with our latest rulebook and subsequent changes. I hope to keep adding to this and would love for any person to email me with additions. They could be something that is done in their area and has improved their trials from the records prospective or a rule/policy that I missed.




Entries
  1. Always use the most current form available. Available at www.asfa.org/trial.htm#entry.
  2. If you create your own computer-generated version, be sure to include all the information just like the current ASFA entry form. Especially the registration number which has a tendency to be cut off.
  3. Always include or encourage the inclusion of email addresses. This makes contacting the owner/agent easier should a question arise or to confirm when the hound completes a title.
  4. Be sure entries are legible and complete. This has become very important again as some AKC registrations do not include the owners address. I can only input what I can interpret. I will be glad to generate a computer entry for your hound if you ask.
  5. Club name/initials and the date of the trial must be at the top of the entry. Ch. IV Sec 6
  6. All entries must be 5 ½ X 8 ½. Ch IV Sec 3 #1. Please be sure to only separate from other half of sheet.
  7. Entries are to be completed in entirety by all exhibitors. This is especially important for first time-entered hounds. Ch. II Sec 1 #7 Every FTS should be reviewing for completeness when they are filling out the record sheet. Then obtaining any missing data from the owner at the trial if necessary.
  8. Owner address not always listed on AKC registration so make sure address is there and legible.
  9. If the entry is marked that it is a first ASFA point trial, it is the FTS’s responsibility to be sure that the hound certification and the required copy of acceptable registration is included. If the Hound Certification has been waived, a copy of the signed waiver and proof of the title must accompany first entry in an ASFA pointed trial.
  10. Be sure to mark if you have multiple entries (same owner) and you want them separated when possible. This will also serve as a notation when the Stake gets split into multiple flights. Ch V Sec 9
  11. 10. The entry must be marked if the hound has been dismissed for the trial to count as a clean trial. Ch. VIII Sec 5
  12. If a hound is lame, in-season, absent, etc at roll call (not pulled after a course), document at the top of the entry. An entry MUST be included with the trial results for every hound listed on the record sheet. See Ch VI Sec 1 C.
  13. A photocopy of acceptable registry must be submitted with a hound’s first ASFA entry this includes Single Stake. (Waived for NGA registered hounds) Ch. V Sec 4 (a) {effective 1/1/03}. It is the responsibility of the owner/agent to supply but it is the responsibility of the Field Trial Secretary to require. Copies of pedigrees (certified or not) are NOT acceptable.
  14. Be sure to mark the area to indicate any changes to the hound’s record and what changes, highlighting that area is helpful. If the change is to ownership an updated copy of registration must also be submitted. I try to catch all the corrections, if you mark a change and I do not update please email me as this is the most accurate method of communication.

 


Record Sheets

  1. Must be completed in entirety. This includes the BIF sheet!!
  2. Computer generated sheets may be submitted as long as they contain the required information and give the same appearance of an ASFA form.
  3. Any hound listed on sheet and scratched out must have a reason listed, i.e. pulled lame, in-season, absent, etc. Ch. VI Section 1 (f)
  4. Only lame, in-season, hounds pulled due to change of judge/lure operator or hounds determined to have a breed disqualification are eligible for refund of the entry fee. Ch. I Section 3. The record sheet should reflect the refund was given. All other hounds listed will count toward per-capita.
  5. Writing must be legible!! Especially if there were changes made to the course(s) and/or blanket color(s).
  6. Always recheck the addition. Owners/handlers should also check addition as they review the posted sheets. We are all, after all, only human.
  7. All forfeits must be clearly marked or the tie will stand. Just because there is a placement marked does not constitute a forfeit. There are to be no assumptions.
  8. BOB should be marked above the 1 of the winning hound.
  9. Only the total score of runoffs/BOB should be listed when more than one judge.
  10. Judges (including Provisional) are to be listed in alphabetical order by last name. Operational Policy Trials15
  11. If a stake is mixed it cannot be changed after the prelims. Operational Policy Trials14
  12. Hounds entered in the single stake should be listed on the same record sheet. It is helpful if breed initials are with the call name.
  13. When the record sheet is changed due to a mathematical error or entry error, initial changes.
  14. The name of the field clerk is required on the sheet. Operational Policy Trials04

Judges Sheets

  1. Must be signed by the judge. This is to be checked by the field clerk when the judge hands the sheet in for scoring. Ch II Sec 3 #3
  2. Club initials and date of event must be listed.
  3. Breed, course, stake, and judge (1 or 2) must be marked. The easiest way to insure that this is done is for the FTS to have sheets marked when they are given to the judge. The clerk then needs to verify correct sheet was used.
  4. The judge must initial all changes.
  5. A reason must be marked for any hound that is excused, dismissed or disqualified. Ch. III Sec 19 It is the responsibility of the field clerk or secretary to be reviewing the sheet when it is handed in by the judge. If a reason is not listed, return the sheet to the judge for completion.
  6. A suggestion to help decrease the risk of reversing Judge #1 and #2 scores when entering them onto the record sheet is to place #1 on top of #2 with the total scores of both visible. You can then look down at yellow #1/#2, etc. Exception is if there are blanket errors noted on either sheet.
  7. The field clerk should be checking for completeness of the judge’s sheet when it is handed in after a run. Then the FTS should check again before submitting the records.

Over All

  1. Original paperwork is to be submitted and copies retained by the club. Be sure to separate NCR forms, only submitting the white copy.
  2. Follow the organization listed on in Records 101 (previously listed in Rule book)

*When stakes are mixed they can be listed either on the same record sheet (space permitting) or separate. Place the open entry, open record sheet, FCh entries then FCh record sheet followed by the judge’s sheets in order. If they are listed on the same sheet then put the Open entries, FCh entries, record sheet followed by the judge’s sheets. The same scenario can be used when running different breeds together.

  1. Please do not send records in any method that requires a signature. There are multiple methods available to send the records and track them. Tracking is always a good idea.
  2. Per capita fee and fines must be submitted by club check or money order. No personal checks can be accepted. Ch. VI Sec 1 (g)
  3. Per the Regional Invitational Guidelines “A per capita fee of $1.00 per Breeder/Kennel/Bench stake entry will be forwarded to the Records Coordinator with the trial results. Copies of Breeder stake and Kennel stake entries will accompany the records.
  4. Use of some method of listing entries/counts for per capita count is helpful when there is a discrepancy in the per capita submitted and the amount required. It is also a place to indicate entries Breeder/Kennel/Bench Stakes. ASFA has such a form available on the website.
  5. An error found after the trial but prior to submission of records will not count against the club if the club includes the steps that have been taken to handle the situation. (Please review Operational Policy RCD12 for further explanation.) So, it is strongly suggested that you check over everything prior to sending them off.
  1. All changes in ownership marked on entries must be accompanied with a copy of the changed registration form.
  1. Records must be received within 14 days or be postmarked within 10 days of the approved trial(s). See Ch VI Section 1 of the current Running Rules. I strongly suggest a copy of the mailing receipt be kept as proof of mailing in the event of late receipt. Please send ASAP!!
  2. Please add me to your mailing list so that I automatically receive your premium, electronic versions are fine with me. We would like all mailing to include the entire 9 number zip code to see if this helps with the USPS delivery. So, please update your records to indicate my mailing address as follows: Lori Coulson, ASFA Records Coordinator, 1900 Normandie Dr., York, PA 17408-1536
  3. It is highly encouraged that both owners and clubs look at the results printed on the website for accuracy. If an error is found, please contact me immediately and I will investigate your information. I can be reached for questions either by email, snail mail or phone. If I don’t know the answer I will find out and we will learn together. If ever you see misinformation in regard to your hound(s) please let me know immediately and I will make the necessary corrections. When you contact me be sure to identify the hound by breed, call name, registered name and registration number. There is a policy which allows me to double the late fine to a club that is late a second time in a 12 month calendar year. So the first incident is $5.00 per day and any subsequent incident would be $10.00 per day.


    Special Note for Invitationals
    The Regional Director is responsible to order the Rosettes and Medallions from the Awards Chairperson a minimum of 2 weeks prior to the trial. An estimate of the number of items required as close as possible is required. After the trial all remaining Rosettes and Medallions are to be returned to the Awards Chairperson within 2 weeks after the trial.

Most Frequent Records Errors

  1. Copy of acceptable registration not included.
  2. Incomplete Records sheets. This most frequently is the BIF sheet but occurs with breed sheets.
  3. Not marking forfeits, just marking the placement(s).
  4. Missing club/date information at the top of the entry.
  5. Missing entries for hounds listed on Record sheet(s) but marked lame, in-season, etc.
  6. Entry size, is to be 5 ½ X 8 ½.
  7. Addition errors. I am of the belief that as owners as we check the posted scores we too should be checking the addition. Field Trial Secretaries should recheck the records prior to submitting. If you find the error, initiate the action to correct (i.e. notify owners of error), and include a letter detailing error and steps taken then no Error Notice will be sent.
  8. Missing signatures on both entries and judge’s sheets.
  9. Giving hounds placements that have not total 50% of possible combined score.
  10. Per capita difference between check submitted and my count. Without some sort of per capita breakdown I have nothing to try to figure out where the error might be.

Organization of Trial Records for Submission *previously listed in the rulebook
 The following required items must be promptly sent to the Records Coordinator following each trial, indicated in Ch. VI:

  1. Proper per capita check (current fee for each hound entered which has not been excused as lame or in season at or prior to roll call).
  2. One copy of the approved premium list, with corrections to list of judges, if appropriate.
  3. All entry forms, judges sheets and record sheets, completely filled out and written legibly.

The preferred order to use in organizing this material for submission is:

  1. Per capita check and worksheet showing entries for per capita.
  2. Premium list
  3. Field records in the following order:
    1. Afghan Hound
    2. Open stake
    3. Entry forms in record sheet order
    4. Record sheets
    5. Preliminary course judges sheets in course-number order.
    6. Final course judges sheets in course-number order.
    7. Judges sheets from runoffs, if any.
    8. Field Champion stake

Repeat A through E, as above

    1. Veteran stake

Repeat A through E, as above

  1. Best of Breed run judges sheets, if any. (Total scores and blanket colors are posted to the proper record sheet in column labeled “BOB Runoff.”)
    1. Azawakh (follow same order as above).
    2. Basenji (same as above), etc., by breed in alphabetical order.
    3. Limited stakes by breed in alphabetical order

Same as indicated for Open stake above.

    1. Singles stake (same as above)
    2. Best in Field record sheet (filled out completely).
    3. Best in Field judges sheets in course number order.

Copies of the records submitted must be retained for the club files. It is strongly recommended that the club retain proof of the date of mailing. If the original package is lost in the mail, the trial results can be reconstructed.


Filling in the Trial Record Sheets
The record sheets must be completely and legibly filled out. This includes the complete names of the judges, the call names and registration numbers of the hounds, etc. If an entered hound is not competing, the reason should be entered on the record sheet, as should the reason for any excusal, dismissal, or disqualification. For tie runoffs, the blanket color and total score only should be entered in the “Runoff” column; similarly, for Best of Breed runs, enter only these items in the “BOB Runoff” column.

 

  • Submission of Records

    Current Running Rules for ASFA listed on previous page. Below is a brief guideline with reminders.

    1. Per capita check. Remember this cannot be a personal check.
    1. Copy of premium. While the rulebook only indicates one copy it is appreciated if there is one for each day with any changes marked on it.
    2. Letter of explanation if there were any changes to the trial specifically judges.
    3. Entries for first breed (breeds are to be in alphabetical order). The entries should be in the order that is listed on the record sheet.
    4. Record sheet, completely filled out and legible.
    5. Judge’s sheets, these should be in the order of courses with Judge # 1 course #1 followed by Judge #2 for course #1 and so on. Any runoffs should follow the sheets for the stake that they occurred in and lastly BOB.
    6. In the event of mixed stakes: if it can fit onto one record sheet that is fine just be sure to define which is Open, FCh, or Vet by a line or notation. All entries would then be in order and the judge’s sheets the same as above.
    7. In the event 2 breeds are run together then put the entry for the first followed by the record sheet the entry for the next then the next record sheet (this can also be placed on the same record sheet as long as there is a clear notation). The judge’s sheets would then follow.
    8. Some FTS’s paperclip the info for each breed together, some staple and some just have them stacked. It makes no difference as long as they are in order.
    9. It is also good to include a breakdown of each day for the per capita. It makes it easier to figure out when there is a conflict.

    * It is greatly appreciated when there is a note included with all the FTS contact information which is not always listed in the premium. I especially would like an email address for any questions that may arise during processing of the trial(s).
    Εxample of PerCapita form available on website.
    Actual form has 2 tables on one page.

    Example of form available on web site.
    Actual form has 2 tables on one page.

    AMERICAN SIGHTHOUND FIELD ASSOCIATION

    Per/Capita Report


    Club:

    Date:

    BREED

    OPEN

    FCH

    VETERANS

    SINGLES

    TOTALS

    Afghan Hounds

     

     

     

     

     

    Azawakh

     

     

     

     

     

    Basenji

     

     

     

     

     

    Borzoi

     

     

     

     

     

    Cirneco dell ’Etna

     

     

     

     

     

    Greyhounds

     

     

     

     

     

    Ibizan Hounds

     

     

     

     

     

    Irish Wolfhounds

     

     

     

     

     

    Italian Greyhounds

     

     

     

     

     

    Pharaoh Hounds

     

     

     

     

     

    Rhodesian Ridgebacks

     

     

     

     

     

    Saluki

     

     

     

     

     

    Scottish Deerhounds

     

     

     

     

     

    Silken Windhounds

     

     

     

     

     

    Sloughis

     

     

     

     

     

    Whippets

     

     

     

     

     

    Provisional

     

     

     

     

     

    Limited Stake

     

     

     

     

     

    Singles

     

     

     

     

     

    Totals

     

     

     

     

     

    Trial Fees
    (Per Capita Info)
    ASFA Club Trial                                             $4.00 per entry
    ASFA Regional Invitational                            $5.00 per entry
    ASFA International Invitational                      $6.00 per entry
    Kennel, Breeder & Bench per entry               $1.00 per entry

    Point System

    Number of Hounds Competing

    1

    2

    3

    4

    5

    6

    7

    8

    9

    10 or More

    First Place

    4

    8

    12

    16

    20

    24

    28

    32

    36

    40

    Second Place

    --

    6

    * 9

    12

    15

    18

    21

    24

    27

    30

    Third Place

    --

    --

    6

    8

    10

    12

    14

    16

    18

    20

    Fourth Place

    --

    --

    --

    4

    5

    6

    7

    8

    9

    10

    NBQ (Next Best Qualified)

    --

    --

    --

    --

    --

    --

    --

    --

    --

    --

                                                                                      NBQ --receives no points

    The winner of Best of Breed receives the higher number of points available from the Open, Field Champion or Veteran stake, but must defeat the winner of the other stake(s) in a run-off.
    * Example:  a hound places second in a stake/flight of 3  = 9 points.
    Note:  A hound must defeat a qualifying hound in order to count as a placement towards title requirements. 

    Field Champion title requirements:                                           100 points and

    • two (2) First placements or
    • one (1) First and two (2) Second placements (all placements must be over a qualifying hound)

    Veteran Field Champion title requirements:                            75 points and

    • two (2) First placements or
    • one (1) First and two (2) Second placements (all placements must be over a qualifying hound)

    Lure Courser of Meritrequirements:                                        Field Champion title,

    • an additional 300 points and
    • four (4) additional First placements from the Field Champion stake over qualifying hounds

    LCM II, LCM III, etc.:same as Lure Courser of Merit.

    Veteran Lure Courser of Merit requirements:                        Veteran Field Champion title,

    • an additional 200 points and
    • four (4) additional First placements from the Veteran Field Champion stake over qualifying hounds.

    Veteran LCM II, LCM III, etc.:same as Veteran Lure Courser of Merit.


    Singles Titles—

    Title of Coursing Proficiency (TCP)                                            100 proficiency points and

    • two (2) First placements or
    • one (1) First and two (2) Second placements (all placements must be over a qualifying hound)

    Title of Coursing Proficiency Excellent (CPX)                           Title of Coursing Proficiency title and,

    • an additional 300 proficiency points and
    • four (4) additional First placements from the Single stake over qualifying hounds

    A single entry in a stake, who defeats another hound to win Best of Breed, will earn a qualifying (competitive) first placement for defeating a qualifying hound.  A single entry in a breed, awarded Best of Breed, will earn a first placement for winning Best in Field against a qualifying hound.

    When requesting your hound(s)’ records by mail, please enclose a stamped, self-addressed envelope for reply. You can request your hound(s)’ point standing without charge at any time by email from the ASFA Records Coordinator at records@asfa.org. Fill out the request at www.asfa.org/records/record.htm.

    When requesting hound information please include

    • Breed,
    • Registration Number
    • Registered Name
    • Date of the last trial in which your hound earned points (if possible) 

     Please feel free to contact me with any questions/inquiries into YOUR hound(s) record, any records related question or a specific trial results. The easiest way to reach me is via email. You can leave a voice mail at the number below but I am not as faithful with responding to voicemail as I am email. I will try to respond in a timely manner. Please!!! If you have questions or concerns regarding record, contact me!!! We can only fix or change what is brought to our attention. I try to be very open to ideas and will follow up on any/all suggestions.

    Lori L.Coulson
    ASFA Records Coordinator
    1900 Normandie Dr
    York, PA 17408-1536
    **717-764-6921 Before 9PM EST
    FAX 1-413-228-4773
    Email: LCoulsonRC@aol.com
    Records@ASFA.org