So you agreed to be the Test Secretary for the next Earthdog
Test? Good luck.
EARTHDOG TEST SECRETARY TIPS AND TRAPS
These are some general notes and guidelines that may help make your term as an
Earthdog Test Secretary a little more bearable. They are guides, not the official
2. I have found it very
helpful to get two 13 pocket expandable folders and use one for each day.
This keeps the information for each test and the entries separate.
Label the pockets as you see fit but I have one for each class plus a
separate one for each blank judging sheet.
3. On the first day of
the test you will receive entries for the next day.
I usually put them on a clipboard reserved for that purpose.
HINT: if it is a windy day, you
cannot have too many clipboards.)
Pay close attention to the “class entered” on any next-day entries you
receive late in the day on the first test date.
There may be move-ups about which the handler failed to alert you.
4. As you get the
entries, use a big marking pen and put a LARGE IQ/J/S/M as needed on the top of
each entry. It is easy to misfile them using only the small print on the entry
form. This is most helpful when accepting day-of-test entries. That is when most of your errors will occur as you are pressed
on all sides for all the information about anything and everything.
5. As you input data into the
computer, note any entries in more than one class, paying special attention to
Intro and JE. Using a color code
will help you to spot them later. When
you are doing the running orders, it will help if they are all run first in the
class that starts first and later in their other class. This will help avoid the
problem of people in JE who have not had their run in Intro yet.
Also note who has more than one dog in one or more classes and separate
them as much as practical.
6. As the entries
arrive, list the dogs on the appropriate Judge’s Work Sheet. They are different for each class offered.
Any work you can do in advance makes your job easier when the test
7. Prepare a Judge’s
Book information in a folder for each judge. You
may include a “Breed List” in each book. If they judge fills it out, this will make your final count
for each breed easier. You will need
to include the number of dogs in each breed on the paperwork that you do after
the test is over.
8. After Pre-Entry is
closed. Print the running order for
each class. Note: If you use the
dog’s registered name, ALSO include the Call Name.
Not many people will know who “Brainstorm’s King of Tasmania” is but
everyone may know which dog “Devil” is when the Steward is looking for him.
You can print the main list ahead of time on heavy cardboard or use a wipe
board, which is cheaper. This will be used by the Gate Steward to control the
running order for that test. Also
print smaller lists for the Check-in table so entrants may not keep bothering you
about where they are in the running order.
9. As each of the Classes are
finished, fill out Qualifying Dog Report
/Earthdog Test Report
/Earthdog Test Report
The Qualifying Dog Report
is now called the Earthdog Test Report and the IQ class has been added to the
completed forms to mail to AKC. There is still no AKC fee for the IQ dogs
but number of dogs and judge info must be completed and signed.
is now called the Earthdog Test Report and the IQ class has been added to the completed forms to mail to AKC. There is still no AKC fee for the IQ dogs but number of dogs and judge info must be completed and signed.
Make sure the number in the upper right matches the first line
“Starters” of the Test Secretary Certification
Each Judge and the Test Sec need to sign ONLY the page with the Last Entry
on it. (It helps to
“x-out” all other unused areas and after the “last dog” information.) I
also mark each page as 1 of 2, 2 of 2 etc. If
you or AKC misplace one page it will be easier to determine the problem and
As you fill out this sheet, double check the Judge Sheet and count the
Pass/Fail. Occasionally the Judge
will accidentally mark a dog that passes as a Fail.
When each test is completed, get the Running Order list from the Steward.
If there are problems with the number of dogs or who ran in each test, you
may be able to resolve it using these sheets.
Make sure the Gate Stewards mark down all move-downs, absentees etc in a
manner that you can understand.
MOST IMPORTANT BE SURE IT IS SIGNED BY THE JUDGE.
10. Make sure the Brown
Page of the Judge Book is filled out. Instructions
are on the bottom of that page.
11. Complete the Hunt
Test Report (JHSEC1-90G) Fill in the hours committee members were there.
The Committee is a minimum of 5 people EXCLUDING you. Ignore “bird”
references; you do not have to make “rat” comments.
12. (See #14 & 15
below) CAREFULLY discuss any problems and complaints that may have come up
during the day with the Chair and determine if they must be addressed and
reported. Note as needed on the Hunt
Test form and attach any necessary documents.
If there is something that comes up but is determined not needing to be
reported, include the information in your records in event it should arise at a
13. List the total number
of dogs entered in Regular Classes, JE-SE-ME.
Do NOT include non-regular classes, Intro or FEO (For Exhibition Only).
Make any adjustments for “move-ups” on the second day.
Each dog should be counted only ONCE since they can run in only one
regular class each day. This
“total” count determines how much money is sent to AKC.
They receive $3 for each dog. (AKC
does not receive the fee for IQ or FEO dogs, do not include them.) Be sure
arrangements have been made to re-reimburse you for these funds if you pay them.
Since the final report is to be sent to AKC in a very timely manner, this
14. Send the Judge Book,
Hunt Report and all Entry forms to AKC. INCLUDE
THE CHECK, with the Event number on it, for total dogs as determined above.
Separate checks and envelopes for each day.
NOTE: Early 2004 rule changes said to retain the entry forms; a later
amendment has restored the old policy. SEND IN ALL ENTRY FORMS.
AKC provides large envelopes for this, use them. THE TIME LIMIT HAS
BEEN CHANGED. It must be RECEIVED at
AKC within SEVEN DAYS.
15. If you have to make any changes from the scheduled event, include a short precise accurate note of the information as in this example:
Great Western Terrier Assn. Earthdog
Dennis Broderick, Test Secretary
Attachment 1 of 2. (if you have more than one)
In the event there is any kind of biting or major occurrence (at the site
or any other locale immediately
associated with the event), an Incident Report must be included with the papers.
Copy the Executive Sec of AKC with the report and be sure your club has a
copy. Include all the pertinent information, including names and
address of all parties, Reg Name and AKC number for any dogs.
Copy anyone mentioned. IF
THIS IS A BITING INCIDENT: The dog is IMMEDIATELY excluded from ALL AKC events.
Have the Test Chair inform them and remove the dog from the premises
immediately. The owners will receive
a notice of this from AKC and they must apply to AKC for a hearing to re-admit
the dog. Just be as accurate as you
can be and send the Report to the Executive Sec of AKC immediately.
17. Keep copies of everything you send to AKC, except entry forms, for later reference if needed. Include a copy of your Master Entry List, which should include everything on the entry form if you can. It will be handy next year if a past entrant submits an incomplete or incomprehensible premium. Also include a Financial Report that you will make out for the Chair. This report should include all expenses and monies received. Keep a couple copies of the premium. If there were errors on that premium, highlight them so they can be corrected at the next Trial.
I have made this from my past experiences; if you have any ideas, suggestions, additions or changes, feel free to send them to me.