CPE Host Club Trial Guidelines & Checklist

Effective date: November 1, 2017

Please send questions/comments to CPE, cpe@charter.net

Use this checklist to ensure all aspects are covered to apply and prepare for,

hold the trial and submit proper paperwork for a CPE Agility Trial.

NOTE: this checklist may not include all items for your club.

ALL FORMS ARE AVAILABLE ON THE CPE WEBSITE

Check all equipment. Have all that is needed to hold a trial? Does equipment fall into CPE specifications? If not, must be fixed prior to the trial. The judge is required to pull any unsafe or non-conforming equipment, and will file a report with CPE. The equipment listed in the premium must be the equipment used at the trial.

Find trial site (See Agility Trial Show Site in the rulebook for more information) and contract judges. Make hotel reservations for judges if necessary. Assign chairperson, secretary and committee. (See Show Committee and Officials for more information)

Send completed Trial Application to CPE per filing date rules (see the 2013 host club letter), with the appropriate fees. Proof of insurance must be recorded at the CPE office, and ring sizes must accompany the trial application or the trial cannot be approved. Proof of insurance must available to be shown to the judge(s) at the trial prior to classes beginning on the first day of concurrent trials. (See The Agility Trial in the rulebook for more information).

The closing date must be at least 10 days before the first day of the trial. Entries may not be accepted after this date for pre-entry only shows.

NOTE: Host Club dues must be included with the first trial application for a future year, or by January 1, whichever date is earlier.

Premium list is be approved by CPE prior to distribution.

Premium list must be emailed at least 4 months prior to the event date. Email your premium to CPE in pdf format (no large graphics).

If there is an opening date, it must be at least one month later than the date the premium is first sent to CPE.

See the Premium Master on the hidden club webpage for premium requirements.

Entry Confirmation letters must be sent by mail or email to the participating exhibitors, dated at least 7 days prior to the event, regardless of the move up date.

Confirmation must include the owner/dog info including height category, height, classes and levels entered, as well as the check in time, class order with level groupings and heights per day.

If no exhibitor catalog will be available at the trial, confirmations must also include a pdf of the running order (or a host club website link).

See the 2017 Host Club Trial Report for results submission requirements.

A catalog/running order sheet is required to be available to the exhibitors at the trial. (See The Show Catalog for more information). Do not send the running order to CPE.

Emergency Veterinary Clinic and Medical information must be available from the show committee.

Awards and Ribbons (see rulebook for information)

Gate Sheets for gate steward

Scribe Sheets for recording. (Masters are available on the website, or printed from the CPE show secretary program)

Submit the 2017 Host Club Trial Report to CPE – requirements are listed on the form

Info from Host Club letters:

Effective for trials beginning January 1, 2008 and forward:

Ø No club can hold more than 8 trials per calendar year. A trial consists of one or more consecutive days.

Ø No more than 6 classes can be offered per day. Dogs may only run up to 5 classes per day.

Ø Standard levels 2 & 3 cannot be combined for more than 50% of the standards offered at a trial.

Ø Running orders are no longer required to be handed out to each exhibitor at the trial. If this practice is in place for a club, the following must be adhered to:

v At least 10 copies (or the ability to print copies) must be available at the show for exhibitors without a computer or those who could not download the file.

v At least one copy of the running order must be posted at/near the check in table at the show.

v If the show has Day Of Show entries, the Gate Sheets will then be the most current running order. After the entries are keyed each day, a new posting running order may be printed and posted.

v No later than 7 days prior to the first trial date: the running order must be emailed to all exhibitors in a pdf format, and/or a link provided to the club’s website for the exhibitors to download. This includes clubs that are also offering Day Of Show entries (if they have not filled).

Effective for trials beginning January 1, 2009 and forward:

NOTE: A trial is one or more consecutive show days.

Ø The same judge cannot be used for two trials in a row for the same club

Ø Clubs that hold 1-4 trials per year cannot use the same judge(s) for more than two of their trials per calendar year

Ø Clubs that hold 5-8 trials per year cannot use the same judge(s) for more than four of their trials per calendar year

CPE Trial Calendar

The CPE trial calendar is based on week numbers, not actual calendar weekends. Week numbers with their corresponding dates must remain the same per the trial calendar (see the hidden club page, www.k9cpe.com/clubinfo.htm). If a club wishes to change their week, it must be noted with the reason and cannot be published until approved by CPE.

See the 2017 Host Club letter for more trial calendar and trial application information.

SUBMITTING MAIL TO CPE

When sending mail to CPE, do not request a signature or it can be delayed. We often pick up mail when the lobby is not open. Paperwork is dated when received in the office, not when delivered to the post office. If you need a confirmation of delivery, the post office has electronic confirmations that do not require a signature from CPE. There is a $25 charge to sign for trial paperwork.

TRIAL RESULTS – EFILE and PAPER – CPE SHOW PROGRAM SOFTWARE USERS ONLY

Effective for trials April 1, 2010 and later that use the CPE Show Program Software – hard copy (paper) results no longer needs to be sent in IF an efile is sent that can be processed. CPE will notify the secretary if the efile cannot be processed (it’s rare that happens).

Efiles must be sent within 2 days of the last day of the trial to cpe@charter.net.

Paperwork per the 2017 Host Club Report must be postmarked within 3 days of the last day of the trial.

Note: make sure to Defrag and Scan Disk your computer on a regularly advised schedule. We’ve had a few CPE show program efiles not be able to be processed due to a club’s computer issue that corrupted the efile.

TRIAL LIMITS

This has been an escalating issue over the past few years due to clubs going over their limits against CPE policy. Exhibitors enter a trial with an expectation of the trial ending within a certain time based on the limits in the premium. Please make sure to adhere to the limit policies.

Ø A club cannot ask the judge if they can go over their limits – limits are per CPE policy and cannot be exceeded.

Ø Per CPE policy, a club can go over their applied for limits by no more than 10% for the last mail received in that day’s mail. This 10% allowance is not to be counted upon as runs for each trial - it is there to allow for an exhibitor’s entries to be accepted for all runs when the limit is close to filling.

Ø At no time may a Judge judge more than 400 runs per day at a club trial.

Proof of Insurance – proof of insurance is no longer required to be sent in with each trial application received after January 1, 2009, IF a certificate is on file with CPE, otherwise current proof of insurance is still required to be sent with the trial application. Host Clubs should send a copy of their current insurance certificate with their dues for it to be on file with CPE. The host club must send an updated Acord Statement with CPE as the certificate holder as proof of insurance when the policy is renewed, changed or if changing companies.

A copy of your certificate is required to be available at the show upon request by a club member, judge or exhibitor.

Supervising judges

CPE must be contacted prior to asking a judge to supervise another judge at your trial. The contract between the judge and host club must be finalized prior to the premium being published for that trial. Judges and host clubs are solely responsible for the terms and conditions of their contract for a trial.  The supervising judge must be listed on the trial application, but not listed in the premium unless they are judging classes.

A written, mutually signed contract is required between the host club and judge(s). CPE will NOT intervene in contract disputes.  There is no base rate or minimums set by CPE; all pertinent items are negotiable between the host club and the judge. See the hidden club page for a contract example – CPE gives permission to CPE host clubs to modify the form for their club’s use.

Collars at the trial - Electronic training/collar devices are not allowed on the grounds at a CPE show. This includes electronic training devices, shock collars, and bark collars that shock a dog. If a club does not allow certain collars or restraints beyond the electronic, it must be stated in the premium.

SUBMISSION OF CATALOG RESULTS TO CPE – ALL CLUBS MUST ADHERE TO THE FOLLOWING

THERE IS A FINE PER WEEK FOR LATE AND/OR INCOMPLETE TRIAL PACKETS

First week - $10, Second week – add an additional $20, Third week – add an additional $30, etc.

Paperwork is to be postmarked within 3 days of the last day of the trial, or fines will be assessed.

WHEN TRANSFERRING FROM ONE COMPUTER TO ANOTHER

The following must be adhered to or the OS system (depending on which one you have on each computer) may combine shows of the same number – that would show dogs that are not really entered, change levels for dogs that were entered in both shows, change levels from move ups.

Rename the prestige folder (suggestion: prestige and current date – “prestige 033010) on the destination computer

Transfer the ENTIRE prestige folder from the entry input computer to the destination computer

Rename the prestige folder on the entry input computer

Trial results entered on destination computer (now show input computer)

Transfer the ENTIRE prestige folder from the show input computer to the original computer (to email the efile to CPE)

Rename the prestige folder in the “extra” computer

You’ll probably end up with multiple prestige folders with different dates – it’s good for back up. You can make a folder to store all the extra prestige folders – CPE show back ups, or similar name is good to use.

***NEVER REPLACE FILES PER THE COMPUTER ASKING YOU TO DO SO,

THAT IS WHEN PROBLEMS HAPPEN***

NOTE: when updating the CPE Show Program version, you must do so on all computers used for CPE shows.

CPE Timer & Scribe Instruction Sheet (Trial Secretary also, please read)

Always talk with the Judge before the class starts (a good time is during the walk through).

Timer – If no E-timers: have two stopwatches at hand and a whistle (try it out during walk through on games requiring a whistle). Everyone always receives a time for all classes unless: the dog potties in the ring or the team goes over the maximum course time set by the judge (NT – no time), the Judge excuses the team (NT unless the Judge indicates an excused dog {aggression, poor sportsmanship, etc} – a report MUST be filed with CPE) or the handler excuses himself/herself and dog. It is up to the judge to decide if a dog gets an NT.

The timer will always start the next dog. Make sure the previous dog is on leash and/or out of the ring, the ring crew is clear and the judge is ready before telling the next team to “GO”.

Scribe – have clipboard(s) and multiple pens ready. Verify the dog on the line is correct on the scribe sheet by dog’s name or armband. Indicate the run time from the timer – do not convert time. For a quick change to the next dog: fan the scribe sheets on the right side so they don’t stick together, give the finished sheet to the timer to hold unless it is a whistle class. The scribe is to write ONLY what the judge calls – the scribe is NEVER to interpret the dogs run themselves. If there is a question, ask the judge immediately after that dog runs.

For Jackpot, Snooker & FullHouse: If there are any 16” veteran dogs entered, let the timer know – they jump 12” but still run at big dog time. Check with the trial secretary if there are any Handicapped handlers entered – if so, the timer will need to add 5 seconds for Snooker only (all other times are done at the scoretable). Keep in mind a Handicapped handler may have someone else run their dog – then dog does not receive an adjusted time. Enthusiast and Specialist dogs will receive the time pertaining to their jump height.

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Standard / Jr Handler / Colors / Jumpers Class

Timer – get maximum course time from the judge.

Scribe – mark faults with vertical lines.

Wildcard Class

Timer – get maximum course time from the judge.

Scribe – mark faults with vertical lines. Circle wildcards as called by the Judge.

Jackpot & FullHouse Class

Timer – Jackpot - get opening and second whistle (NQ whistle, clear the course) times from the judge. The second whistle in Jackpot is NOT to determine if the team has gotten the gamble within time – it is to let the team know they have gone over time and HAVE NQ’ed. The Q/NQ is determined by the scoretable, not within the ring.

FullHouse – get game times from the judge. Do not stop the clock before the dog completes the finish line (one paw on table is the finish line). 16” veterans (jumps 12”) run at big dog time.

Scribe – write points in order, on the left side of the scribe sheet, as called by the Judge: DO NOT make vertical marks in the point columns.

Snooker Class

Timer – get game times from Judge. ALL dogs get a time, except if the handler voluntarily leaves the ring before the game ends and the dog does NOT touch the table, OR the dog does not touch the table with at least one paw. In this class, the Judge may blow a whistle or say ‘Thank You’ if the team makes a mistake that ends the team’s run. Make sure to give a time to the scribe if the dog gets to the table - the team may Q, if enough points were earned. 16” veterans (jumps 12”) run at big dog time.

Scribe – Opening points: circle the ‘red’ jump point number 1, then write in the ‘color’ number as called by the Judge. A ‘1’ is required, a color may not be called before the next ‘1’, if faulted. The color may be zero in the opening sequence and the team can still continue. Closing points: circle the numbers the Judge calls.

Handicapped / Differently Abled Handler

If there is a Handicapped Handler entered (must be indicated on entry form after January 1, 2003), see the time allowances below. The dog does not get allowances if the Handicapped Handler does not run the dog. A Handicapped Handler must have proof (if necessary) from their state of residence (copy of parking sticker) of handicap status. Do not ask about medical conditions. If there is a question, the judge will make a final decision.

Standard & Jumpers

Table - if the course is less than 150 yards, minus 5 seconds from the run time, before calculating and posting score.

Table - if the course is more than 150 yards, minus 10 seconds from the run time, before calculating and posting score.

Colors

Table - minus 5 seconds from the run time, before calculating and posting score.

Wildcard

Table - minus 5 seconds from the run time, before calculating and posting score.

Jackpot

Table – minus 5 seconds from the run time, before calculating and posting score.

Snooker

Timer – add an additional 5 seconds to the game time.

Table – minus 5 seconds from the run time, before calculating and posting score.

FullHouse

Table – minus 5 seconds from the run time, before calculating and posting score.

CPE Agility Trial Report – Host Club Effective November 1, 2017

First Trial Date:	Host Club:
Trial Secretary:		Email:
Were any obstacles substituted or removed? No Yes			If yes, explain on the reverse of this page
Did the original Judge(s) actually judge the trial(s)? Yes No			If no, state the reason and who judged on the reverse
If there was an incident at the trial – use the Incident Report Form NOTE: statements from ALL parties involved (including witnesses) must be gathered at the show and included as well as the Host Club Committee Meeting Form and club recommendations regarding sanctions (see the CPE rulebook for minimum sanctions for respective incidents). The following is not being all inclusive of possible incidents: Ø Dog(s) or handler(s) excused from the show and the reason (including any dog on dog or dog on person incident) Ø Complaints against the following: Club, Judge, Dog, Handler

One show date per line:

Show Date	# of dogs entered	Total daily run limit per premium	Total Runs per day	# of Q’s per day	CPE Fee $1.50 per run entered
/ /
/ /
/ /
/ /					Remit the total below to CPE
Total Runs for the trial =				Runs x $1.50 =

If using the CPE Show Secretary Program - the emailed results efile MUST be received by CPE no later than 4pm ET the Tuesday after the trial. No printed catalog results are to be sent in “IF” the efile is ok for posting. If the file is corrupted for any reason, a hard copy of the results per the requirements below would need to be sent.

Send the completed trial packet to CPE by first class or priority postal mail; do not send by parcel post:

All trial paperwork must be submitted to CPE per the checklist below, and be postmarked no later than three (3) days after the trial. If anything is incomplete (including any dogs not accounted for on the measuring sheet) or missing, late fees will apply. Note: do not use a mailing method that needs a signature for pick up or there is a $25 charge – recipient signature must be waived. The PO has electronic delivery notification if you need delivery confirmation.

Check each box as the items are completed and included in your trial packet per the list below

Completed measuring sheet – ALL dogs must be accounted for or if absent, marked ABS, measuring judge(s) and trial secretary signatures required. ***Dogs on the measuring sheet cannot run until they are measured.***

If there are multiple measuring sheets due to DOS entries – cross out the duplicates from day to day, once a dog has been measured the first day it was entered for. This will ensure all dogs have been accounted for.

Jr Handler Q report (if any Jr’s qualified in Standard) – the Jr Handler Q form is on the forms page of the website. The Jr can either give the completed form to the trial secretary or elect to mail it to CPE directly (preferred).

Catalog Cover must include: club name, date(s), judge(s), chairperson name and email, secretary name and email, class, level and height order. Can be of the club’s own design, see the hidden club page for an example.

Judge’s Timing Sheets – stapled for each day, each judge.

***ONLY for clubs using any program other than the CPE Show Program, or a corrupted efile***

Catalog – printed hard copy with class results filled in (same as the at trial posting sheets for the exhibitors), Class pages must be arranged in order, separated by each day (day 1, day 2, etc):

¨ Each individual class is in order of Levels, 1 through 5, then C.

¨ Each individual class MUST be stapled – the classes may be arranged in any order within each day’s batch

Course Reviewer check made out to the course reviewer. $10 per class ran (NOT level groupings – $10 per each full class). The reviewer’s name was sent in the trial approved email

Effective July 5, 2017 – include a printed copy of all courses from the trial (exhibitor or full size copies).

Check made out to CPE for the total recording fees per above

This host club report

The Host club will keep the scribe sheets and a hard copy of the printed results catalog for two years. Entry forms and move ups must be kept for at least 6 months, it is recommended that they are kept for 2 years.
Name of person storing the records:
Email address:	CPE ID number:

Send to: CPE, PO Box 805, South Lyon MI 48178