FIELD SECRETARY. The decision has been made when/where to have a Trial. A
Field
Secretary has been chosen/volunteered and is given a current copy of the Rules
&
Regulations. A selection of judges and crew member requests will be sent a
letter
inquiring if they could judge or work on the Field Crew on that date/place.
Once the
Judges return their acceptance cards and the Field Crew is assured, the Field
Secretary
applies to Scheduling (ASFA or AKC) at least 120 days prior to the date
requested and a
Preliminary Premium List is included. This P/L must be as accurate as possible
as the
Judging Slate cannot be changed without a great deal of paperwork for approval.
If there
are errors, these must be corrected and a new P/L sent to Scheduling for
approval. When
returned and approved, the Premium List is printed (apx. 200), collated, folded,
addressed, stamped and mailed (weigh at P.O. for correct postage!). All judges,
Scheduling
and Field Crew get early mailing. If a judge or Field Crew member cannot meet
the assigned
task, the Field Secretary draws on a substitution list to fill vacancies on the
Crew or
may draw from the exhibitors at the Trial; Judges cancelling must send a written
explanation which is copied and forwarded to Scheduling with Club cover letter
outlining
alternatives taken.
The Premium List indicates a pre-entry numerical limit and date deadline; whichever comes first is the cut-off and no other entries may be accepted. If an entry is incomplete, unsigned or unpaid, the Field Secretary will decline to accept it and the exhibitor will be notified by phone or postcard immediately. Record Sheets and Draw Slips are prepared as entries arrive. Checks are Xeroxed before deposit; cash receipts noted and both are banked. Orders refills of ribbons, if more are needed. Trophies are purchased or drawn from inventory; a lunch chairperson is solicited; the running order, judges' sheets, paddock/huntmaster rosters are prepared a day or two before the event; clerical packages, parking sheets and other paperwork are created as needed. Have on hand: PENCILS or ERASABLE PENS.
The Field Secretary arrives at the field one-half to one hour before Roll Call, helps off-load Club equipment, sets up tables, lays out Club loaner blankets and collars, strategically positions poop-bags and trash containers, sorts out paperwork for Roll Call, Inspection Committee and Field Clerks, and posts the Running Order sheet. Starts coffee, sets out Donuts and Orange Juice, if being offered at this Trial. The Roll Call sheets are pre-coded to indicate which exhibitor must see the Field Secretary before Inspection. Some of these could be people who had refunds coming; there are usually only one or two. At Roll Call, the Field Secretary must clear any debts or data before sending an Handler to Inspection.
The Field Secretary walks the course and decides where to position the Judges' chairs, shade and Field Clerk's table then asks Handlers at Field-side for assistance in set-up.
Following Roll Call, the Field Secretary and a Field Clerk use the Roll Call check in Sheet to prepare for the Draw. Absentees are removed from the draw pack, the Inspection Committee sends over the first completely inspected breed (or Test Hounds), and a blind draw is made. The Secretary enters the blanket color and course number for each hound onto the Record Sheet, completes the draw slips, prepares a Paddock Sheet, Huntmaster Card and Judges List (see samples) then posts the draw slips for each breed in a convenient (to the Handlers) location. It is best to post at least the first two breeds quickly to enable the Handlers to jacket their hounds and be ready. The Field Clerk for the first breed(s) takes the Field Clerk Record Box to the Field. The Box remains on the field; the Records will be brought in on a regular basis between breeds to the Field Secretary for double checking, Final Draw (with a Field Clerk assisting), Paddock Sheet and Huntmaster card preparation, then posts the Final Draw Slips. Best-Of- Breed/Best-In-Field draws are made before placement run-offs except in the case of ties for first place. Placement awards are announced, ribbons and trophies presented, and "practice" can begin.
The Field Secretary packs valuable paperwork FIRST! Then helps tear down other field equipment.
Usually, the day following the Trial, all records are re- checked and put into order. For ASFA: Per Capita Check, 2 Copies of the Final P/L, Open entry forms, Open Record Sheets, Open Judges Sheets in order by course and judge, FCH entry forms, FCH Record Sheets, FCH Judges Sheets in order by course and judge, Best-Of-Breed judges sheets in order by judge. All breeds follow alphabetically. This packet is copied for Club files and the originals are mailed to ASFA Records within seven days--get a dated mailing receipt for the Club files. Write checks to cover: refunds for lame or in- season hounds, field useage/parking fees, Port-O-Let rental (if used), ribbons, Judges' expenses, other. For AKC: Type report forms with placements giving hound
=s name, AKC number, sex, owner, owner=s address. Complete the Trial Report form. Calculate number of entries for the per capita check. Package with check on top, followed by the Trial Report sheet, then breeds alphabetically with Open hounds and Specials, separately by breed. Send to Event Records in the envelope provided by AKC.Crew Response. Intensive. This assignment has the responsibility for all paperwork concerning the Test/Trial. Must be meticulous, detail-oriented and efficient.
Training Level. Must have experience as a Handler and as a Field Crew member, preferably as Field Clerk. Documentated experience will be acceptable. Apprentice training at two AKC/ASFA events and may be under the tutelage of the same Field Secretary.