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XV. ADMINISTRATIVE PROCEDURES FOR CLUBS SPONSORING FIELD TRIALS
*Effective January 1, 2009
A. Field Trial Committee. For a sponsoring club to be licensed to conduct a field trial, the sponsoring club must have established a Field Trial Committee composed of as many members as the sponsoring club's membership deems appropriate to efficiently conduct the field trial. Such committee must be composed of at least three (3) individuals: a Field Trial Chairman, a Field Trial Secretary and at least one additional member. Only persons in good standing with UKC may serve on a Field Trial Committee.
The Field Trial Committee shall have responsibility for planning, organizing, publicizing and conducting the field trial and for publishing and reporting the results. The Field Trial Committee shall be responsible for compliance with all of the Field Trial Rules, Regulations and Procedures except those concerning the field performance of dogs and coming within the sole jurisdiction of the Judges. The members of the Field Trial Committee should familiarize themselves with the contents of the latest edition of these rules.
The Field Trial Committee shall only designate UKC licensed and approved Field Trial Judges to judge a UKC licensed field trial. Upon approval from UKC, the Field Trial Committee shall have the right to modify the list of Judges in the event of necessity. Substitute Judges may be appointed by the Field Trial Committee holding the trial if it is impossible for an advertised Judge to fulfill or complete his assignment. Such substitute or additional Judges shall be approved by UKC, shall be persons who are in good standing with UKC and shall comply in all respects with these Field Trial Rules, Regulations and Procedures relating to Judges.
Members and officers of the sponsoring club and Field Trial Committee may enter and handle their dogs in a field trial so long as they are not serving as a guide, Judge, substitute Judge or apprentice Judge.
1. Field Trial Chairman. A Field Trial Chairman must be selected by the sponsoring club and his or her name submitted to UKC for its records on forms supplied by UKC. Any qualified person who is in good standing with the UKC may act as Field Trial Chairman. The Field Trial Chairman shall be responsible for overall operation of the field trial and should insure that the field trial is properly organized, publicized, insured and conducted pursuant to the letter and spirit of these Field Trial Rules, Regulations and Procedures. The Field Trial Chairman shall either serve as treasurer of the sponsoring club or alternatively shall see that the treasurer elected by the sponsoring club promptly collects and deposits all entry fees and settles all debts and obligations of the committee and forwards any applicable fees, or required forms or information to UKC.
The Field Trial Chairman shall, in consultation with the Field Trial Committee, have authority to decide upon any issue or matter arising during the trial, except those matters falling within the jurisdiction of the Judges. Such decisions must be made in accordance with the letter and spirit of these Field Trial Rules, Regulations and Procedures.
2. Field Trial Secretary. The sponsoring club must select a Field Trial Secretary and his/her name submitted to the UKC for its records on forms supplied by the UKC. Any qualified person who is in good standing with UKC may act as Field Trial Secretary.
The Field Trial Secretary must report all results promptly to UKC and should endeavor to publish a synopsis of the trial in appropriate forums. The Field Trial Secretary may delegate these reporting and publishing responsibilities to a reporter designated for the field trial.
The Field Trial Secretary shall receive, process, approve or reject and keep complete records of all entries and all other matters pertinent to operation of the field trial. He/she shall be responsible for conducting and publishing the Premium List Advertisement, the Distribution of the Dogs and Judges and the Drawn Running Order of Competition for the Field Trial. The Field Trial Secretary (or his/her designee if not present) must record in writing the drawn running order and the actual running order of the field trial. The Field Trial Secretary must report all of the results to the UKC promptly to include copies of the Judgesscorecards for each dog awarded a Placement, Pass with Honor, Pass or TAN and the event score sheet supplied by UKC. Such original scorecards and records shall be maintained by the Field Trial Secretary for a minimum of one year from the conclusion of the field trial.
3. Field Trial Marshal(s). The Field Trial Committee shall appoint one or more Field Trial Marshals. It shall be the duty of one Marshal to assist the Judges and to carry out their instructions, including regulating and controlling the gallery. The Field Trial Marshal shall advise the handlers, Judges and gallery as to the direction and limits of the course. Other Marshals shall see to it that dogs and handlers are ready when summoned, and assist the Field Trial Committee in all other matters necessary for the smooth and expeditious running of the field trial.
4. Field Trial Guide(s). Guides may be utilized at field trials to assist Judges and handlers in the location of fields and upland game designated to be hunted at the field trial and shall advise the handlers and Judges as to the limits of the course.
5. Reporter. The Field Trial Secretary shall serve as reporter for the field trial unless an official reporter is designated by the Field Trial Committee. The Reporter shall compose a synopsis of the trial for publication in appropriate forums such as the UKC website/publications, the sponsoring club's website/newsletter and any suitable newspaper or other publication of general circulation. Such synopsis shall include a short overview of the heats run, should include all dogs receiving placement(s) or passes and a listing of the owners and handlers of said dogs and should make every effort to obtain photographs of the winning dogs, handlers and/or owners.
B. Field Trial Headquarters. A headquarters must be opened in the morning at the place where the field trial is held and remain open during the entire competition for the following purposes:
1. In order to give the last modifications to the program and final distribution of the dogs, fields and Judges;
2. To give the results of the field trial after annotation and signatures by the Judges on the official records;
3. To send to UKC the official reports and scorecards with results of the field trial within fifteen (15) days following the competition.
C. Premium Lists. After a sponsoring club has been granted provisional permission to conduct a field trial pending issuance of a license by UKC, a Premium List Advertisement shall be published which will give the following information:
1. Location of the trial, the dates on which it will be held and the entry fee for each class;
2. Whether the trial is limited to one or more breeds, or open to all breeds in either the British Breed or Continental Breed Classifications;
3. Set forth in detail the classes to be run, the designated upland game and the type of course layout (Continuous Course or Limited Successive Courses);
4. A complete list of the trophies, ribbons or any other prizes which the sponsoring club wishes to offer;
5. A list of the names and addresses of the Judges and the heats they are to judge (if known);
6. The names, addresses and telephone numbers of the officers of the club, including the Field Trial Secretary and Field Trial Chairman and the names, addresses and telephone numbers of the other designated members of the Field Trial Committee as may be appropriate;
7. The date, hour and place of the closing of entries and the number of entries to be accepted for each class if the number of entries is to be limited to a certain number;
8. Each premium list shall specify that the Field Trial Secretary is to receive entries and the address. Every premium list shall contain one or more copies of the official entry form;
9. A Premium List Advertisement may adopt and incorporate by reference the UKC Standard Field Trial and TAN Rules and Regulations Template. If adopted by a sponsoring club, such Rules and Regulations Template shall be published on the sponsoring club's website or the one set forth below and listed on the UKC Pointing Dog Program website shall be expressly adopted and incorporated by reference in said Premium List Advertisement.
10. Address of the sponsoring club's official website (if applicable).
Two copies of the Premium List Advertisement shall be supplied to UKC at the time the application to hold a licensed event is submitted to UKC. A copy of the Premium List Advertisement shall be retained by the Field Trial Secretary of the sponsoring club or association for a minimum of one year. The Field Trial Secretary shall cause the Premium List Advertisement to be distributed and published via U.S. mail or via electronic mail to prospective entrants who request one.
UNITED KENNEL CLUB, INC. FIELD TRIAL AND TAN RULES AND REGULATIONS STANDARD PREMIUM TEMPLATE
The following UKC Field Trial and TAN Rules and Regulations Standard Premium Template may be specifically adopted by and incorporated by reference in all UKC approved pointing dog club Field Trials and Tests of Natural Ability (TAN) by setting forth such adoption and incorporation in the Applicable Event Premium Advertisement. This Standard Template is intended to be adopted and incorporated by reference into any UKC Licensed Field Trial or TAN Event Premium in order to give actual and reasonable notice to all event participants or potential participants. It is intended to supplement the content of any applicable event Premium.
1. All licensed events are held under the Rules and Regulations of the United Kennel Club, Inc. (UKC).
2. Absolutely no consumption of alcoholic beverages or illegal drugs, or gambling will be allowed on the grounds or in the buildings during a UKC licensed event.
3. UKC, and any sponsoring club and their agents, officers, members and employees assume no responsibility for any loss, damage, or injury sustained by spectators or by exhibitors and handlers, or to any of their dogs or property, and further assume no responsibility for injury to children
who are deemed to be under the control of their parents or guardians. UKC, the sponsoring club, hosting landowners and the specified persons referenced in the Release and Waiver of Liability provision included in the UKC Field Trial or TAN entry form are not responsible for injury, loss, accident or theft.
4. Dogs may arrive any time prior to their scheduled time of judging. Dogs not required for further judging will be excused.
5. No smoking in all buildings and areas designated as such.
6. Exhibitors and dog owners are expected and required to clean up after their own dogs. Any person witnessing a violation of this rule must report it to the Event Committee. The Event Committee may ask any person violating this rule to leave the event grounds. No refund of an entry fee will be made if a participant is asked to leave the grounds.
7. UKC and the sponsoring club will support any business or individual that files a complaint about exhibitors who fail to keep their dogs quiet or to clean up after them. In order that the bad conduct of a few exhibitors does not spoil it for the majority of responsible exhibitors, the sponsoring club will take appropriate disciplinary action against any offenders.
8. All dogs at the Field Trials or TAN Events must be contained and in control at all times. The exception being if there are designated exercise areas available. Dogs must be collared, leashed, secured on tie out chains, or in an airline kennel, dog box or travel kennel when not performing in a TAN or Field Trial Event. During a Field Trial or TAN, dogs not yet contesting should be on ready status at the place designated by the Judge or Field Trial Committee. Dogs restrained for lengthy timeframes should be watered regularly.
9. All owners and handlers MUST sign the Release and Waiver of Liability provided on the entry form as a condition of being allowed to participate in any UKC licensed event. The parent or natural guardian must sign the entry form containing the Release and Waiver of Liability provision for any person under the age of majority in the State where the Field Trial or TAN Event is held.
GENERAL INFORMATION
10. Field Trial areas are not protected by security. No dog(s) may be left on any meeting grounds overnight. All times are the prevailing Standard Time for the location where the event is being held.
11. No admission or parking fees unless designated in the Premium List.
ENTRY ELIGIBILITY
12. Dogs must be a member of a UKC recognized Pointing Breed as specified eligible for the field trial and must have a Permanently Registered Number (PR#) with the UKC or have a Temporary Listing Number (TL#) with UKC, or have a Limited Privilege Listing Number (LP#), or have a Permanent Listing Number (PL#) with UKC by the closing date and time in order to enter. No exceptions will be made. Entries for ineligible dogs will be returned.
13. A non-entered dog may not be substituted for an entered dog.
TRIAL AREA, TYPE DESIGNATED GAME
14. Field trial will be conducted on native vegeta- tion and planted vegetation habitat usual to the local ecosystem where the trial is being held. The trial will be designated as a Type W (wild bird) trial or Type L (liberated bird) trial as set forth in the Event Premium and the designated game shall be as specified in the Event Premium.
JUDGES/APPLICABLE RULES
15. Judges shall be UKC licensed to judge the applicable events and shall be announced in advance, if possible. Head Judges shall be announced prior to the commencement of any field trial.
16. The handler is requested and expected to read and abide by the applicable Field Trial Rules and Regulations and the TAN Rules and Regulations as published by the UKC.
FIELD TRIAL - GUN DOG CLASS AND OPEN DOG CLASS
17. Placement of dogs in a field trial is not mandatory. All dogs will pass or fail according to Judge's final ruling.
18. Passing dogs will be placed as follows:
a. First Place: Owner will receive an individual Trophy and Ribbon from the sponsoring club.
b. Reserve Placement: Owner will receive a Trophy and Ribbon from the sponsoring club.
c. Pass with Honor: Owner of dogs receiving a Pass with Honor shall receive a Ribbon from the sponsoring club.
d. Pass: Owner of dogs receiving a Pass shall receive a Ribbon from the sponsoring club.
e. TAN by Equivalency: Owner to receive a TAN Ribbon from the sponsoring club and certificate from UKC.
f. HNQ High Natural Qualities. Dogs receiving the High Natural Qualities Award shall receive a ribbon from the Sponsoring Club.
g. Sponsoring clubs may award additional prizes for winners as specified by the club, but such prizes shall not be cash prizes.
19. Applicable achievements and championship points will be attributed to the dog's records by the UKC upon the sponsoring club submitting the final report of results to the UKC.
RUNNING ORDER
20. The drawn running order is drawn ahead of time as a general guideline as to running order and time for the Field Trial or TAN. Handlers and their dogs must be readily available at the Judge's disposal to accommodate any change in running order. All dogs not needed for further
judging will be excused.
SUBMITTING ENTRIES
21. Entries must be submitted on the Official UKC Entry Form included with the Premium List or on the current official UKC approved Event Entry Form for the event. Downloaded copies or photocopies of these forms may be used and accessed at the field events section of www.ukcdogs.com or the website of the sponsoring club which is listed on the Event Premium List Advertisement. All forms must be sent by some form of land-mail to the Field Trial Secretary by the closing date set forth in the Event Premium Advertisement. Last minute entries may be hand delivered to the Field Trial Chairman, Field Trial Secretary or a member of the Field Trial Committee.
22. All entry forms and fees must be postmarked by or hand-delivered and received by the Field Trial Secretary prior to the closing deadline.
23. Mailed entries must include fully completed entry form and associated fees. Mailed entries received without fees will not be accepted at that time. Late fees may be mailed upon notification of the deficiency.
24. All entries must be received by the closing date and time which is 5:00 p.m. on the date designated in the applicable Premium Listing for the event.
ENTRY INFORMATION
Entries will be in either the Gun Dog Class or the Open Dog Class. Gun Dog Class is a relatively inexperienced dog six (6) months or older that has not earned a title in the Open Dog Class. Open Dog Class is a dog of one (1) year of age or older. Open is for dogs which are supposed to be a finished gun dog, i.e., broke to wing and shot. TAN events are for dogs not older than three (3) years of the date of the event. All neutered or altered dogs must be entered with the notation "ALT" printed on the entry form next to the dog's name. 25. Entry fees shall be specified for each separate event in the Event Premium.
26. Entry Deadline: Entries will be accepted by the Event Secretary through the closing date.
27. Mail or hand deliver entries to the Event Secretary designated in the Premium for the event.
PAYMENT
28. Payment may be made by cash, check or money order. No entry will be accepted without payment.
29. Make checks and money orders payable to the sponsoring club. Checks and money orders must be payable in U.S. funds.
30. Post-dated checks or returned checks do not constitute valid entry fees. The sponsoring club will add a collection fee of $25 to the amount of each returned check or negotiable instrument. Exhibitors who repeatedly submit invalid entry fees may be put on a CASH ONLY basis in the discretion of the Field Trial Secretary or Event Committee.
REFUNDS
31. No refund of entry fees will be required for entries cancelled after the closing of entry deadline, except in the cases of bitches that come into season. In those cases, refunds may be obtained by providing the Field Trial Committee with a veterinarian's certificate verifying that the bitch came into season after the closing date. The certificate may be mailed, provided the postmark is no later than the date prior to the day of the trial, or delivered by hand to the Field Trial Secretary or TAN Event Secretary before the start of the events.
32. Entry fees shall not be refunded in the event that a dog is absent, disqualified, declared forfeit, excused by Veterinarian or Judge, or disqualified or barred from competition by action of the Field Trial Committee.
33. If, because of riots, civil disturbances, or other acts beyond the control of the sponsor organization, it is impossible to open or to complete a field trial event, no refund of entry fee will be made.
34. Every effort will be made to ascertain any duplicate entries before processing. If a duplicate entry is processed, however, no refund will be made.
35. If, in the opinion of the sponsoring club, the well being of dogs, exhibitors or spectators are at risk due to extreme weather conditions, such as, but not limited to, heavy rain, hail, snow storms, hurricanes, lightning, or extreme heat, the Judge in consultation with the Field Trial Committee may cancel or postpone the field trial before completion. No refunds are required to be made in such cases.
ENTRY CONFIRMATION
36. Written confirmation of entries will be made by the Field Trial Secretary by mail and/or email as soon as practicable after receipt of entries. If you do not receive your confirmation within a week prior to the event, please notify the Field Trial Secretary or the TAN Event Secretary at the address shown in the Field Trial or TAN Event Premium.
37. Receipt of email entry forms will be acknowledged as soon as practical, but this does not constitute an official entry or a confirmation of the entry. Entry will be confirmed upon receipt of the appropriate entry fee and form by hand delivery or land delivered mail prior to the designated closing date and time.
CORRECTION OF ENTRY
38. Owners are responsible for the accuracy of information in the entry forms, regardless of who may make such errors. Owners and handlers are responsible for correcting any errors in their entry.
39. Dogs that, according to their owners' records, have completed the requirements for a placing or title after the closing of entries, may be transferred from the entered class to another class for which the dog is eligible, provided that a request for transfer is made to the sponsoring club Field Trial Secretary and Judge not later than one-half hour prior to the start of any regular judging at the field trial.
40. All other corrections to entries must be made in writing to the Sponsoring Club not later than one-half hour prior to the start of any regular judging at the field trials.
IDENTIFICATION
Identification in the form of armbands or numbers will be assigned to each handler entering a dog for all field trials in which the dog is entered for the event. If you do not receive your identification prior to the start of the trial, please come to the Field Trial Secretary's table at the field trial office on the grounds for a replacement. You will not be allowed to compete without identification, and if a handler is not present with identification when called to run the applicable heat, the Judge may declare the entry forfeited.
DRAWING, AND FIELD TRIAL TIME AND LOCATIONS
Announcements at the event preclude date and time schedule presented in the Premium. Drawing for running order will be conducted by the TAN Event or Field Trial Secretary and other members of the Field Trial or TAN Event Committee prior to the date of the trial or TAN and will be forwarded to exhibitors as soon as practical.
Open Dog Class will be followed by the Gun Dog Class until the respective heats are concluded. TAN Events shall be conducted as set forth in the Event
Premium.
*D. Designated Game. A club sponsoring a field trial shall designate one or more species of game bird anticipated to be encountered during the course of the field trial. However, in the event that a dog points a native game bird, not specifically designated to be hunted for the field trial, in either type (W) or type (L) field trials such point on the non designated native game bird shall count towards satisfaction of the requirements of the heat. In type (L) field trials where game is being shot, such native game bird shall NOT be shot by the gunner unless authorized by the judge. At the judges direction, the gunner may fire a shot into the air. However, the judge shall be authorized to set up a cold retrieve for the dog utilizing a game bird of the type designated to be shot in the Type (L) field trial.
*E. Entries.
1. A dog may only be entered and compete in a single classification, whether Open or Gun Dog, in a particular field trial. However, a dog in a single class (Open or Gun Dog) may be allowed to run solo, braces or both in a single field trial within the class selected, as provided in section (V)(L) of these rules. Further, nothing herein shall be construed so as to prevent dogs from competing in different classes, within SEPARATE field trials conducted over successive days, so long as the dog competes in a single classification (Open or Gun Dog) within a single field trial.
2. No entry shall be required to be accepted after the day of closing of entries as set by the organizing club, set at least seven (7) days before the competition (dated upon receipt).
3. Each Entry Form must be completed in full and the information given on the form must be that which applies to the entered dog and must be complete and accurate. The owner or coowners and handler must sign each Entry Form and must tender the full entry fee prior to the commencement of the field trial.
4. The sponsoring club/Field Trial Committee has the right to refuse entry to any individual so long as the refusal is not based on religion, sex, age, race or creed and is based on some applicable rule or requirement. No entry shall be made under a business/kennel name, but shall be entered in the individual owner(s)' name(s) with the name of a designated handler being specified on the Entry Form.
5. In case of absolute necessity, the Field Trial Committee reserves the right to cancel the trial without reimbursing the entry fees, considering that the sponsoring club has to cover its own expenses. Once tendered, entry fees are nonrefundable for any reason except as provided herein.
6. Entry fees are set by the sponsoring club and are not refundable. Withdrawals shall not be required to be reimbursed. Only injured or sick dogs, after presentation of a health certificate from a veterinarian and bitches in season may be declared "forfeit" the morning of the stake (except for the UKC National level events). In the case of such specified forfeits, the owner may request a reimbursement of entry fees applying to the individual dog which shall be in the discretion of the Field Trial Committee.
7. Neutered or altered dogs may participate in field trials. Their altered status must be denoted by the placement of "Alt" by their name by the owner on the Entry Form. Such altered status shall not be considered when judging the dog's performance.
8. Bitches in season may not participate in a field trial.
F. Cancellation or Postponement of a Field Trial. In the event of inclement weather, lack of entries or other necessity in the sole discretion of the Field Trial Committee, the Field Trial Committee may cancel or postpone the field trial. In the event of cancellation, the Field Trial Committee may or may not reimburse all or part of any entry fees as may be appropriate, taking into consideration the necessity of the sponsoring club to cover its expenses in connection with the field trial. Reasonable efforts should be made to promptly notify all persons affected by a cancelled or postponed field trial.
G. Transmittal of Results to UKC.
1. Results. The results shall be proclaimed at the conclusion of the field trial and trophies, ribbons and prizes will be given at the Field Trial Headquarters/Office or at a banquet. The reporter for the Field Trial Committee should take photographs of winning dogs and their handlers/owners.
2. Certification and Mailing of Results. The Field Trial Secretary must certify and send a complete and carefully annotated catalog of results to the UKC on the form provided within fifteen (15) days following the event for fear of not getting the authorization to organize subsequent events. The sponsoring club must ensure that the Field Trial Secretary sends the results of the field trials to the UKC.
3. Reporting of Trial and Results. The Field Trial Secretary or his/her designee as reporter shall write a report for potential pub lication about the running of the trial and issue a report to UKC along with pictures of placing dogs. His/her report must be sent to the UKC within fifteen (15) days of the end of the field trial along with the UKC per entry fee (presently $1.50 per dog entered in the field trial).
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