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GUIDELINES TO SCHEDULING and LICENSING HUNTS
200 Mile Radius Between Hunts.
UKC has sole discretion on mileage. |
SCHEDULING UKC EVENTS
“Regular Hunt” and “Upland Hunt” are separate events.
To determine which Club has seniority for a specific date’s activity, each Club has exclusive, historical Activity dates. “Exclusive” meaning no other Club may hold the same Activity on the same date(s) within the prescribed 200-mile radius.
Two separate Upland Hunts may by held on one day. However, the two Upland Hunts must be licensed to one Club only. A Club can hold only one Regular Licensed Hunt on a given day.
A UKC Licensed HRC Hunt may only be hosted by a UKC/HRC Licensed Club. All three categories, Started, Seasoned, and Finished must be offered at every Hunt other than the International Grand Hunt and the Upland Hunt. The three categories will be run simultaneously.
Section 1: National Event Date
No Licensed or Preliminary hunt (Regular or Upland) will be permitted in conjunction or in competition with the annual Hunting Retriever Club, Inc. (HRC) Board of Directors meeting which is held the second week in June.
*Section 2: Preliminary Hunts
All new Clubs must be a UKC/HRC Licensed Club before a Preliminary Licensed Hunt will be scheduled.
All newly approved Clubs must hold a Preliminary Licensed Hunt. An UKC/HRC Field Representative must be in attendance at the Preliminary Licensed Hunt. The new Club is to contact the appropriate Field Representative to coordinate the scheduling of the Preliminary Hunt.
Each Club must secure an approved Preliminary Hunt date with UKC by written request, and signed by one Club Officer. This must be done in a time frame that will meet deadline requirements (see chart regarding Application deadlines).
The written request shall include:
a. Club name
b. Date Requested
c. Type of Preliminary Hunt Requested (Regular or Upland)
d. Location of Hunt Test
e. Hunt Test Chairperson, address, phone number and email address
f. Hunt Test Secretary, address, phone number and email address
UKC will notify the Hunt Test Secretary if the written request for a new hunt date is available or denied within five (5) working days of receipt. If the hunt date is available, the UKC Application for Licensed Event(s) form will be mailed by UKC to the Hunt Test Secretary (unless otherwise requested) according to the chart. The Application must be returned by the Deadline Date as indicated on the Application. Application fees are waived for a Preliminary Hunt.
The Preliminary Hunt weekend date now becomes the Club’s weekend.
All Preliminary Hunts are “Preliminary Licensed Hunts”. UKC Championship points are awarded.
A Preliminary Licensed Hunt (Regular and/or Upland) may only have one flight per category, unless the Field Representative requests special exemption for multiple flights from the HRC Executive Committee. The maximum entries per flight for a Preliminary Licensed Hunt are listed below. A Club may lower the number of entries per flight but may NOT exceed these maximums OR the Club’s designated maximum published on the premium.
Started - entries not to exceed 50 dogs per flight.
Seasoned - entries not to exceed 40 dogs per flight.
Finished - entries not to exceed 30 dogs per flight.
Upland - entries not to exceed 30 dogs per flight. HRC per-dog and non-HRC member owner fees are waived for a Preliminary Hunt. Clubs must submit the recording fees along with the Hunt Report to UKC for Preliminary Licensed Hunts, per Section 10 of this rulebook.
Section 3: Previously Scheduled Date
1. UKC will automatically mail the UKC Application For Licensed Event(s) forms to the host Club’s Secretary (unless otherwise specified by the Club) on file at UKC, approximately 6 months prior to the event.
2. UKC Regular Hunt and/or Upland Hunt assignment weekend dates are determined by referencing each Club’s “historical” dates for their corresponding Activities the previous year. All Activities are scheduled according to the assigned weekend of the year.
3. UKC will strive to schedule your club for the same weekend every year, but these weekends may vary from year to year.
4. Clubs that share a weekend (i.e. one Club on Saturday another on Sunday) will be scheduled the same weekend for the following year. If Clubs wish to switch (or alternate each year) the day of that weekend, it is treated as a change of date. Each Club will be required to release the weekend in writing in order to make it possible to approve a new date request.
5. The UKC Application for Licensed Event(s) form has the weekend date(s) and Activities indicated on the application that has been approved for a Clubs event(s) on that particular year.
*6. Applications received by UKC that have changes made to their scheduled “Event Date”, without prior written approval from UKC, will be denied.
All requests for change to a Club’s scheduled Event Date must be sent to UKC in writing, prior to the Application Deadline date and must be approved by the UKC Hunting Programs Department.
*7. Any Applications that are received by UKC that have changes made to their scheduled Activities without prior written approval from UKC will be denied.
8. Completed Applications, with appropriate fees, must be received by the UKC Hunting Programs Department on or before the deadline date printed on the Application. Faxed Applications will not hold the Club’s weekend date.
9. A weekend Hunt Date is considered canceled if Applications and fees are not received by the Application Deadline Date. The Club will not automatically be scheduled for that weekend and the hunt date may be given away.
10. Canceling a Previously Scheduled Hunt Date: If a Club does not wish to hold their Event on their previously scheduled weekend but wishes to hold this weekend for the following year, they must notify UKC in writing at least ten (10) days prior to the UKC Application For Licensed Event(s) form deadline date. If that weekend is not used for a second year, it will no longer be held for that Club and may be assigned to another Club on a first come, first served basis.
Section 4: New Date
UKC strives to avoid conflict with other Clubs in the area. If the Club should request a date that would conflict with another Club’s hunt, UKC may suggest an alternate date for the hunt. UKC endeavors to maintain the same weekend for the licensed Club events from year to year. They may vary a week or so, depending on the changes in the calendar.
To schedule a new date for either existing or newly formed Clubs, the following procedure should be followed:
1. Once a Club has a proposed date for their hunt, a call may be made to the UKC Hunting Programs Department to verify the availability of that date and activity.
2. Once it is determined there are no conflicts in scheduling, the Club may verbally request that UKC hold the available date for the activity. The date will be held for that Club for five (5) days. Should the Club decide to permanently schedule the held date the Club must notify the Hunting Programs Department in writing (signed by one Club Officer) confirming the held date within the five day hold period. Should the five (5) day hold period pass without notification from the Club, the held date will be released and become an available date again. Faxed Applications will not hold the Club’s dates.
3. Requests for new dates or verifications of held dates are only approved by written requests and are processed in the order received. UKC will notify the Club in writing of their approval.
4. The written request must include:
a. Club name
b. Date Requested
c. Type of Hunt (Regular or Upland)
d. Location of Hunt Test
5. It is recommended that a club’s written request for a new date be received by Hunting Programs Department no less than six (6) months prior to the desired date.
6. Application For Licensed Event Form(s) will be mailed to the Club Secretary (unless otherwise speci- fied) on file at UKC during the appropriate scheduling period.
7. Change of Hunt Date: The Field Representative must approve and recommend any date changes for Clubs within the Region. A change of hunt date must be requested in writing after obtaining approval and recommendation of the Field Representative and is subject to UKC approval (procedure above). When a change or a new weekend is approved by UKC, that date then becomes the Club’s scheduled weekend.
Section 5: UKC Application For Licensed Event
UKC will automatically mail the UKC Application For Licensed Events Form to the host club’s Secretary (unless otherwise specified by the Club) on file at UKC approximately 6 months prior to the event. When Clubs receive their Application(s), the following steps should be taken:
1. The Club Secretary should complete the Application(s) or forward the Application(s) to the appropriate person responsible for the event.
2. Information provided by the Club as required on the Application must be accurate and complete. Applications must be signed and received with proper Licensing Fees at UKC by the deadline date printed on the Application. Any incomplete information, or Applications submitted without Licensing Fees, could delay processing, cause the Club to be assessed a late fee or cause the event to be canceled. Faxed Applications will not hold the club’s weekend.
3. The Application will list what Activities the Club held on the corresponding weekend the year before.
4. The listed Activities on the Application have been checked for conflicts. If the club wishes to host additional Activities, they should contact the Hunting Programs Department requesting the additional Activities.
Section 5: Application Deadlines & Fees
a. When Applications are not received by the deadline date (see following chart regarding Application deadlines), the weekend hunt date is considered canceled. The club will not be scheduled the following year for this weekend. The Hunt date may be given away.
*b. Clubs that submit late applications will be assessed a late fee or the application may be denied at UKC’s discretion. Late fees assessed will be $20 per event.
Proper License fees must be submitted with the Application for each hunt date. Regular Licensed Hunt- $35, Upland Hunt-$25. Checks or Money Orders for fees are to be made payable to “United Kennel Club, Inc.” Foreign Checks or Money Orders must be payable in U.S. Funds.
Clubs are encouraged to meet all scheduling deadlines in order for each Hunt to be published in HUNTING RETRIEVER magazine’s Upcoming Events section.
All efforts must be made to not change a Hunt Date if at all possible.
If a Club must cancel its Hunt after it has been confirmed, they must notify UKC of the cancellation and the reason(s) for doing so.
Application Date Deadlines
| Hunt Date | Mailed To Club | Due to UKC | Issue Published In |
| Dec/Jan | June | Aug 1 | Oct/Nov |
| Feb/Mar | August | Oct 1 | Dec/Jan |
| Apr/May | October | Dec 1 | Feb/Mar |
| Jun/Jul | December | Feb 1 | Apr/May |
| Aug/Sept | February | Apr 1 | Jun/Jul |
| Oct/Nov | April | June 1 | Aug/Sep |
*Section 6: JUDGES / JUDGES APPROVAL FOR HUNT TESTS
Judges licensing, approval for Hunt tests and records are processed by HRC through the HRC Administrative Secretary.
Clubs are urged to verify all HRC Judges with the Judge Reports on the HRC website www.Hunting RetrieverClub.org prior to submitting them for formal approval. The HRC Administrative Secretary must approve Judges prior to the Hunt(s) and before distribution or publication of Club Premium(s). The HRC Judge Category Approval Form is available on the Club CD, may be downloaded from the HRC website, or may be submitted online at the HRC website.
A Regular Hunt Test must have two Judges per flight per category. At least one of the Judges must be licensed for that category. If the second Judge is an Apprentice Judge, the Licensed Judge must be an AA Licensed Judge at that category. (See ‘AA’ Judges). Only one Apprentice Judge is allowed per AA Licensed Judge in a Regular Hunt Test. For the Upland Hunt Test, there will be a minimum of two (2 Licensed OR 1 apprentice + 1 AA) Judges OR a maximum of three (2 apprentice + 1 AA) Judges for each Upland test flight. Two Apprentice Judges are allowed per AA Licensed Judge in an Upland Test, for a maximum of three Judges per Upland flight.
1. The following number of maximum entries per flight of Judges shall apply. A Club may lower the number of entries per flight, but may NOT exceed these maximums or the Club's designated lower maximums published on their premium.
Started - entries not to exceed 50 dogs per flight
Seasoned - entries not to exceed 40 dogs per flight
Finished - entries not to exceed 30 dogs per flight
Upland - entries not to exceed 30 dogs per flight.
2. The HRC Judge Category Approval Form must be received by HRC no less than 4 weeks before the hunt date. The HRC Judge Category Approval Form may be mailed, e-mailed or faxed to the HRC Administrative Secretary, or submitted online at www.Hunting RetrieverClub.org. Late HRC Judge Category Approval Forms may jeopardize the hunt status.
3. A Judge will only be approved as to the status they are on record at HRC at the time their name is submitted.
4. HRC will notify the Hunt Chairperson by letter, e-mail or fax of the approval or denial of the submitted Judges. Should judges be denied, the Club must contact the HRC Administrative Secretary.
Section 7: Judging Changes
*1. Replacement Judges. Judging changes should only be needed in cases of extreme emergencies. Replacement Judges must be licensed or an approved apprentice for the appropriate category. Complete current Reports of HRC Licensed and Approved Apprentice Judges are posted on the HRC website, www.HuntingRetrieverClub.org.
When Judge(s) changes are made, it is imperative that the Club is absolutely positive the replacement Judge is qualified to judge that category. A Judge judging in a category that they are not approved for may result in lost points for those dogs that had passed under the unapproved Judge.
Replacement Judges - before the hunt date: Judging changes needed before the actual day of the hunt must be approved by HRC. Fax or e-mail the request to change a Judge to HRC for approval. HRC will return a fax or e-mail to approve or deny the replacement Judge.
Replacement Judges - day before a hunt: The Club should make every effort on changes needed the day before the hunt to contact HRC with their replacement Judges. Replacement Judges should be pre-approved by HRC.
Replacement Judges - the day of the hunt: Changes on the day of the hunt cannot be pre-approved. If the Club finds they have no alternative but to replace a Judge on the day of the hunt, the replacement Judge should be chosen according to the following guidelines, in this order:
a. A Judge who is licensed at the same level or higher than the Judge that is being replaced.
b. An UKC/HRC Field Representative.
c. An Apprentice Judge who is at the same level as the Judge who is being replaced.
d. A licensed Judge from the next lower level.
e. An Apprentice Judge from the next lower level.
These guidelines are to only be used in the event a Judge must be replaced the day of the hunt. Anytime prior to the day of the hunt, Judge changes must be approved by HRC. The HRC Administrative Secretary must be advised of any Hunt Judges changes and the UKC Official Hunt Report Form must reflect the Judges that actually judged the event.
2. Adding a flight of Judges. Clubs may add additional flights if entries warrant such action. The Judges for additional flight(s) must be pre-approved by HRC. Clubs cannot add a flight without pre-approving the Judges. The Club should e-mail or fax their request to add a flight to the HRC Administrative Secretary for approval.
The request should include: Club Name, Hunt Date, Flight Category added, Judge and/or Apprentice names; the name, e-mail and/or fax information of person making the request.
HRC will return by e-mail or fax to approve or deny the Judges for the added flight(s) within two (2) business days. If the Judges are not approved, then a different Judge(s) would need to be requested.
3. Canceling a flight of Judges. Situations may arise whereby the Hunt entries do not warrant the holding of more than one flight in the category. If flight(s) are cancelled the HRC Administrative Secretary should be notified after the Hunt.
*Section 8: Hunt Premiums.
Clubs are responsible for creating their own Premiums. A sample Premium is available on the HRC Club resource CD or may be requested from the HRC Administrative Secretary. Premiums may not be distributed, published or posted until approved by HRC. No partial Premiums may be published or posted by a Club. Clubs choosing to use any online entry processing service are responsible for ensuring all Premium requirements and information are included. Any Club accepting anything other than an HRC approved Premium for an entry is responsible for obtaining a signature from the Handler or Owner or Authorized Agent, accepting the Release of Liability Statement and the Immunization Statement prior to the person running the dog.
The following information is required to be included within the Premium.
*1. “United Kennel Club Licensed Regular Hunt”, OR “Upland Hunt”; or “Preliminary Licensed Regular Hunt” OR “Preliminary Upland Hunt”;
*2. “This Hunt is held under the Rules & Policies of United Kennel Club, Inc. and Hunting Retriever Club, Inc.”;
3. Open to all dogs of eligible breeds.
*4. “Eight (8) dog entry limit per Handler.” The Club may designate a Lower limit;
*5. “Each dog is limited to one (1) entry per Licensed Hunt.”;
*6. “Club Name, Date of Hunt(s), and Location of Hunt”;
*7. “Hunt Chairperson, Hunt Committee and Hunt Secretary”;
*8. “Judges list by category.” Judges that have been approved by HRC must be listed. Premiums must be republished after any Judge changes as may occur after initial Judge approval;
*9. “Advance entries closing date; entry fee amount and information for submitting payment”;
*10. “Maximum entry limits are: STARTED: entries not to exceed 50 dogs per flight; SEASONED: entries to not exceed 40 dogs per flight; FINISHED: entries not to exceed 30 dogs per flight; UPLAND: entries to not exceed 30 dogs per flight". Clubs may LOWER the entry limits.;
11. “Add $3 to entry fee for Non-UKC Registered dogs”. The Club may not increase or decrease this fee with exception of Canada Clubs who may convert the fee into a Canadian dollar equivalent.;
*12. “Add $5 to the entry fee for each Seasoned, Finished or Upland of Non-HRC member Owners”. This fee never applies to Started entry Owners. The Club may not increase or decrease this fee with exception of Canada Clubs who may convert the fee into a Canadian dollar equivalent.;
*13. Immunization Statement and Release of Liability Statement will include a minimum of the following: “I certify this dog's immunization is current & has no known communicable disease i.e. Kennel Cough. FURTHER, I agree not to hold the Landowner(s), HRC, UKC or the Host Club responsible for loss of property, damage or injury incurred during this event. HRC, UKC, the Host Club and the Landowner(s) are NOT responsible for loss, accident or theft, and further assume no responsibility for any damage or injury sustained by the handlers, or to any of their dogs or property and further assume no responsibility for injury to children who are to be under the supervision & control of their parent or guardian. FURTHER, by my signature, I acknowledge and insure that the Handler understands that he/she will have the opportunity to view a test dog run the tests; that he/she has the option of withdrawing this dog from any test the Handler in his/her sole discretion deems unsuitable or unsafe; and agrees further that by participating in said tests he/she assumes all risk of harm or accident to either the Handler or the dog”;
14. “Championship Points awarded to UKC Registered Dogs (and dogs registered with UKC within 60 days of this event). 5 Championship Points for Started; 10 Championship Points for Seasoned; 15 Championship Points for Finished; 5 Championship Points for Upland; Rosette Ribbons in all Categories”;
15. “Bird/game will be used"; "Camo or other appropriate hunting attire is required for Handlers". Type of bird/game would be Ducks or Chukar, etc. Add specific information; i.e., Bring waders for Seasoned/Finished; Bring Upland orange hat and vest, etc.;
*16. Additional information to be provided are: “hotels, meals, Veterinarian, Hospital.”
*17. “Remember Gun Safety”
Section 9: Hunt Paperwork
The UKC Official Hunt Packet will be mailed to the Club’s Hunt Secretary after the Application for Licensed Event(s) and fees are received by UKC. The Packet will contain the following items:
a. UKC Official License for the event;
b. UKC Official Hunt Report (one is used for each Licensed event);
c. UKC Formal Complaint Forms;
d. UKC Hunt Test Category Results Form (one form is used for each category);
e. Master Judging Sheets (Club to make appropriate number of copies);
f. UKC Official Championship Points Receipts;
g. HRC Hunt Report Form. This report is to be mailed to the HRC, Inc. Treasurer with the appropriate fees of $4 for each dog entered in the hunt plus $2.50 of the $5 collected for non-HRC member owners of entries. HRC Completed Judges Assignment reports are sent to the Administrative Secretary;
h. UKC Single Registration Forms;
i. UKC Brochures;
j. HRC Membership Brochures.
*Section 10: Submission of Hunt Reports.
UKC Hunt Report Forms are to be received by UKC, with proper fees, within 15 working days from the completion of the Licensed Hunt.
A Recording fee, payable to UKC, of $1.50 for each UKC Permanently Registered dog entered and $4.50 per non-UKC Registered dog entered must accompany the UKC Hunt Report.
Late hunt reports or reports without fees will be subject to a penalty charge(s). Currently, the penalty charge is $20 per licensed hunt. UKC will notify the Club’s Officers of any Hunt reports over 30 days past due. If the UKC Hunt Reports are not received within 30 days of that notification date, additional late fees of $20 per month may be charged, and the HRC Secretary will be notified of the past due Hunt Report.
All Formal Complaints made at a licensed event must accompany the UKC Hunt Report Form. Once a Formal Complaint is filed it can only be rescinded by the complainant until midnight the day of the event.
Any changes in scheduling UKC Events will be printed in the HUNTING RETRIEVER magazine. HRC Hunt Report Forms and appropriate fees are to be sent to the HRC Treasurer within 15 working days from the completion of the Licensed Hunt as indicated on the HRC Hunt Report form.
HRC Completed Judges Assignment Reports are to be submitted to the Administrative Secretary within 15 working days as directed on the form or may be submitted online at: http://www.huntingretrieverclub.org/Forms/Judge_Completed_Assignment_Form.htm
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