E-Newsletter, August 2011
2011 E-Newsletter August Issue!
Welcome to the August issue of the 2011 e-newsletter!
Director for Licensed Officials Department
After 12 year of service at United States Equestrian Federation as Director of the Licensed Officials Department, Mary Smith retired at the end of April. Mary and her husband Bill moved back to Minnesota to be closer to their family, and to be a larger part of their grandchildren’s lives. We hope you will join the staff of USEF in wishing Mary the best in her retirement!
Longtime Assistant Director Diane Shawback has been appointed as the new Director of Licensed Officials. Please contact Diane or the Licensed Officials Department Staff, either Abigail Cook and Jan McKinney for all your questions or requests. Diane can be reached at dshawback@usef.org or (859) 225-6971.
Clinic Schedules Now Available Online
The 2012 and 2013 Clinic Schedules have now been posted online. Application forms will be made available as clinics open for registration. You can view them by clicking the links in the menu bar to the left, or via our main website under Education.
If you have any questions about clinics, please contact Amanda Bassett, Assistant Director of Education.
Learner/Apprentice Guidelines
Please be sure to contact both the Competition Manager and the Official for permission to serve as a learner/apprentice prior to the competition. Learner Judges must obtain permission from the manager and judge prior to submitting the Learner Judge card to the Federation. Be prepared to tell them a little about your background and why you are interested in pursuing a license. It is best to request permission from the authorized Official and competition manager by sending an email. Remember that Managers and Officials are not likely to return long distance phone calls.
Once you arrive at the competition, it is a good idea to stop in at the competition office to introduce yourself to the competition manager and to the Steward/TD.
Learner Judge Card Now Online!
Attention, learner judges and competition manger – Learner Judge cards may now be applied for online. The online application is found in your online User’s Area, accessible by clicking the link for Online Forms, under the Other Options heading. Learner judges, simply select the link for Learner Judge Card Application and the online form will guide you through the process.
The process automatically sends a confirmation email to you as well as an email to the competition manager requesting their formal approval. Competition managers need only log into the User’s Area to confirm approval of the learner judge card.
If you have any questions, please do not hesitate to contact the Licensed Officials Department.
GR1317 Reminders
• It is essential that all Accident/Injury Reports pertaining to possible or suspected head injuries/concussions/loss of consciousness be submitted to the USEF by 6 PM the day following the end of the competition as required by GR1317. This allows USEF staff time to contact the rider to ensure that information pertaining to the medical release has been received and understood.
• Medical release notes received at a competition must be treated in the same way as detailed above, being submitted to the USEF office by 6 PM the day following the end of the competition so that there is no confusion about whether a rider has been cleared to go on to the next week of showing at another competition.
• If a possible head injury or a medical release is called in to the USEF office or to the weekend emergency line, please be ready to provide the competition name and USEF number, the rider’s name and USEF number, the relevant date(s) (date of injury or date of release), as well as your name in case there are any questions and any other pertinent information.
• Please note that the USEF determines Medical Suspensions based upon the answer to question 16 of the current Accident/Injury Report Forms. If this question is answered “yes” without being followed by medical clearance then the injured competitor will be placed on the USEF Medical Suspension List and must provide a medical release note before being allowed to return to any other USEF competitions. Please review the Accident/Injury Report forms closely to note whether this question was answered in the way that you expected if it was completed by the Safety Coordinator or qualified medical personnel at the competition. It is helpful to explain the implications of answering this question to anyone who will be completing the forms or providing medical care at your competition in order to assist them in understanding their role in the USEF rules.
Designation Of Rolex/USEF Show Jumping Ranking List Horse
Remember that, if a show has classes the results of which will be included in the Rolex/USEF Show Jumping Ranking List, for each class in which riders are permitted to ride more than one horse, the rider will designate their Rolex/USEF Show Jumping Ranking List horse prior to the beginning of the class, and ride this horse first in the competition. In each case, it will be this combination on which he/she will earn points.
• For riders with more than one horse, if they do not designate their Rolex/USEF Show Jumping Ranking List horse prior to the start order being determined, his Rolex/USEF Show Jumping Ranking List horse will be the first horse he rides in the class.
• For riders with more than one horse, if they scratch their Rolex/USEF Show Jumping Ranking List horse before the start of the class, for the points to count, the next horse he is scheduled to ride in the class will move into this place in the jumping order, and will become his Rolex/USEF Show Jumping Ranking List horse.
A copy of the Rolex/USEF Show Jumping Ranking List Declaration Form, as well as other information about the Rolex/USEF Show Jumping Ranking List, is included on USEF’s website at this address: http://www.usef.org/_IFrames/breedsdisciplines/discipline/alljumping/sjInfo.aspx.
In addition, Stewards are required to complete a form supplied by USEF’s Show Jumping High Performance Division and return it to Ryegate Show Services. This form will serve to verify that the Rolex/USEF Show Jumping Ranking List class(es) was conducted under the criteria set forth by USEF. Copies will be sent to the horse show and the Steward prior to the competition, and is also available on the USEF’s website at this address: http://www.usef.org/_IFrames/breedsdisciplines/discipline/alljumping/sjInfo.aspx.
Competitions
Western Dressage Classes
Please note that "Western Dressage" classes may not be held in Dressage Competitions or in the "Open Dressage Division/classes" of Regular Competitions. DR121.1 permits only an English type saddle in lower levels or a Dressage saddle in FEI tests. Western Dressage classes may be offered in accordance with division rules in breed-restricted or multi-breed Regular Competitions whether Open Dressage classes are held or not. If held, they may not be included within the schedule of the Open Dressage Division/classes.
However, per GR1004.4, when Western Dressage classes are permitted in a competition, a USEF licensed dressage judge must officiate in those classes.
EMS and HIPPA Guidelines
This article explains the basic information available regarding EMS coverage and seeks to assist Competition Management in obtaining the proper coverage for your venue.
Each recognized competition must comply with any Federal, State, County, Regional or Local laws which are applicable in connection with the competition. Some states, counties or municipalities have ordinances that require a certain amount of EMS coverage depending on the number of participants and spectators. It is the responsibility of each Competition Management to know and adhere to any such laws. Contact your local authorities for more information.
Prior to the start of your competition, make sure that you understand and are familiar with relevant federal, state, and local laws regarding emergency medical services (EMS) and health information. It is important that you discuss the role of the qualified medical personnel at your competition with them prior to their hiring to work at your competition so that issues such as relevant laws, including HIPAA, can be discussed ahead of time. It is important that everyone understands and is comfortable with their roles and responsibilities regarding the medical care at the competition prior to hiring and especially before the start of the competition. In particular, medical personnel need to be aware that providing the information requested on the Accident/Injury Report Form will be a part of their services to the competition.
It is a good idea to contact your Emergency Medical Services personnel and Veterinarian a few days before the start of your competition to verify everything. Make sure they know the date, location and time they are to be on grounds. This will help prevent late arrivals and/or no shows - remember the competition may not proceed without them.
You must hire qualified medical personnel that meet the minimum requirements as detailed in USEF’s General Rule 1211.5 and the medical personnel must also be working legally within their certified level in the state and/or local region that the competition will take place. For example an EMT (or, Paramedic, doctor or nurse) that is certified in one state is not always automatically certified to be employed at the same level in another state or location. Be aware that not every state requires that EMS personnel complete the National Registry (NREMT) certification and NREMT certification alone is not sufficient for certification in every state. Most states have laws that cover reciprocity of EMS certifications. You are not in compliance if you hire an EMT who can legally only provide First Aid where the show is located and the EMT is not legally or ethically in compliance if he or she is hired as an EMT but provides only First Aid services.
EMS personnel should be prepared to show their credentials and level of training when they arrive at your competition. Ask to see their driver’s license and their state and/or NREMT certifications to verify both their identity and their qualifications. EMS personnel are required to keep a copy of their certifications with them at all times. It is a good idea to make a copy of the certifications or at the least to record their license numbers for your records. It is also a good idea to verify the employment status of the qualified medical personnel that you have hired and to make sure that they will be working under a Medical Director (which will help to assure that you have hired qualified medical personnel who are legally able to perform the full scope of their skills).
HIPAA stands for the Health Insurance Portability and Accountability Act. According to HIPAA neither horse shows nor the USEF are defined as a covered entity (healthcare provider, health plan, or health care clearinghouses are defined as covered entities) that must follow the HIPAA laws. Additionally, according to HIPAA, protected health information may be released when it is authorized in writing by the individual. The USEF entry form includes a release of the information needed in order to complete an Accident/Injury Report form in the statement: “I AGREE that if I am injured at this competition, the medical personnel treating my injuries may provide information on my injury and treatment to the Federation on the official USEF accident/injury report form.” You may need to provide this information to the medical personnel at your competition.
The information requested on the Accident/Injury Form documents the narrative of the injury, the type of possible or suspected injury sustained, and the level of treatment given. This information is important for insurance and legal purposes as well as for statistics and determining preventative actions for USEF and your competition. When completing the form, the following should be kept in mind:
• Describe what happened to cause the injury, without assigning blame:
o “The horse refused the jump twice, on the third attempt the rider fell off when the horse ran-out to the left. The rider landed on her right arm.”
• Give a general idea of the type and severity of injury sustained:
o “The rider sustained a minor laceration on the right arm.”
o Or “The rider sustained a compound fracture of the right arm.”
• Keep in mind this is not a definitive diagnosis, or a detailed description of the condition of the injured person/horse. Use the words “possible” or “suspected” describe the type of injury if further diagnostic information is needed.
• Briefly document the treatment given:
o “The qualified medical personnel examined the rider from head to toe and cleaned the wound, placed a bandage over it, and recommended follow-up care with the family physician, if needed.”
o Or “The qualified medical personnel examined the rider from head to toe and stabilized the right arm with a sling and swath; then transferred care to the fire department for transport by ambulance to the hospital for x-rays.”
Resources:
• HIPAA - http://www.hhs.gov/ocr/privacy/index.html
• National Registry of Emergency Medical Technicians (NREMT): https://www.nremt.org/nremt/about/nremt_news.asp
• Check Emergency Medical Personnel National Registry Status: https://www.nremt.org/nremt/about/checkEmtStatus.asp
• State EMS Agency Information Directory: https://www.nremt.org/nremt/about/emt_cand_state_offices.asp
Planning For Severe Weather
For those planning competitions, the threat of severe weather can be one of the most worrisome problems you’ll face. Fortunately, good planning before your competition starts can help you be ready for any emergency weather situations. We’ve drafted an article to serve as a resource for you as you plan your competitions in all seasons.
Severe Weather Pre-Competition Planning
Feel free to download a copy of this PDF and keep it in your competition office files for your future reference! If you have any questions or need help with your planning, contact a member of the Competitions Department.
League Footing Academy
The League of Agricultural and Equine Centers will once again host a summer League Footing Academy. This two day hands-on seminar is an in-depth study of the numerous materials that make up footing composition in our varied rings and arenas inside and out. The League Footing Academy is conducted by the renowned footing expert Bob Kiser of Kiser Arena Specialists. Bob has over 20 years of experience in the design, layout and construction of arenas and arena footing. Time will be spent in the classroom and out in the arena examining and analyzing dirt consistencies. This year the summer League Footing Academy is being held August 16-17 at Gloucester County Dream Park in Logan Township, NJ located 30 minutes from Philadelphia. For more information or to register for the seminar visit the League website at www.laec.info or call the League office at (859) 887-0033.
Below are links to further information and registration details in PDF form:
2011 Footing Academy Lesson Agenda
Event Schedule
Registration Form
Officials
2012 Licensed Officials’ Renewal Forms
That time of year is fast approaching – the season of renewing memberships and licenses! The annual licensed officials’ renewal forms will be mailed to all current national and FEI licensed officials in late September. You will also receive an email notice if you have a valid email in our database. Online renewals should be available in early September.
USEF Senior membership fees remain at $55. Three-Year Memberships are available for both USEF and USHJA. Remember, if you take advantage of the 3-year membership, it is for membership only. Your licenses must be renewed every year. This year, the individual fee for licensure is $40 per license.
In order to meet the printing deadlines for the 2012 Roster of Licensed Officials, we are maintaining the normal November 15th deadline for membership and license renewals. If you wish to be included in the Roster, your renewal MUST be received by our office before the deadline. Remember online is the quickest way to complete the renewal process.
Make sure that you sign the renewal! Unsigned renewals will be returned for a signature, which will delay processing and may result in the official’s name not being in the roster.
Please contact a Licensed Officials Department staff person if you have any question about eligibility to renew. Remember, December 1 is the start of the new competition year. Do not get caught without a valid license!
Changes In The Requirements For Licensed Stewards And Hunter Judges
As a Licensed Steward, “r” Hunter Course Designer, or Hunter/Hunter Seat Equitation Judge you will notice that your 2012 renewal requires you to attend a clinic one year earlier than you might expect. This notice is being sent so you can better prepare your officiating schedule for the 2012 season.
At the January board meeting of USEF it was voted to change USEF GR1074.1 - .4 that will affect the Stewards rotation of attendance requirements to 2 years for “r”/4 years for “R” rather than the previous 3 years/5 years.
GR1062 will change, requiring “r” Hunter Course Designers to attend a clinic every 3 years. “R” Hunter Course Designers will still only be required to attend a clinic every 5 years. This change will make the Hunter CD and Jumper CD clinic rotations match up.
Also changing are GR1059 and GR1061 which are the requirements for Hunter/Hunter Seat Equitation Judges to attend a clinic every 2 years for “r”/4 years for “R” from previously 3 years/5 years. This will adjust the rotation to be compatible with the Jumper Judges rotation because so many Hunter Judges also hold the Jumper Judge card.
We would also like to remind you that to help you schedule for the future the tentative 2012 and 2013 clinics dates and locations are listed on the USEF website at www.usef.org.
Steward’s Report
Reminder to all USEF stewards: when completing your steward’s report after a competition, please be sure to list all officials, including course designers, under question 75. In previous years, course designers were listed in a separate section; however, now course designers should be listed with the rest of the officials for the competition. See below:
Even if the show did not require a licensed course designer, any persons (licensed or unlicensed) who designed courses at the competition should be listed. This information is important for our records – please do not neglect to include it!
Thank you for your attention to detail.
Staff Directory
Competition Licensing, Evaluation & Safety Department
Leigh Anne Claywell, Director, lclaywell@usef.org (859)225-6959
Diana Campbell, Assistant Director, dcampbell@usef.org (859)225-6914
Becky Francis, Competition Reports Analyst, bfrancis@usef.org (859)225-6980
Rachael Zilboorg, Competition Evaluation Analyst, rzilboorg@usef.org (859)225-2047
Beth Ann Taylor, Competition Safety & Federation Representative Coordinator, btaylor@usef.org (859)225-6981
Licensed Officials Department
Diane Shawback, Director, dshawback@usef.org (859)225-6971
Jan McKinney, Continuing Education Coordinator, jmckinney@usef.org (859)225-6988
Abigail Cook, Project Development Coordinator, acook@usef.org (859)225-2057
Education Department
Chuck Walker, Director, cwalker@usef.org (859)225-6970
Amanda Bassett, Assistant Director, abassett@usef.org (859)225-2044
Regulation Department
Emily Patrick, Director, epatrick@usef.org (859)225-6956
Julie Bernier, Assistant Director, jbernier@usef.org (859)225-6953
Adrienne Dumke, Regulation Representative, adumke@usef.org (859)225-2048
Terri Grothpietz, Regulation Representative, tgrothpietz@usef.org (859)225-6917
Kristen Brett, Regulation Representative, kbrett@usef.org (859)225-6945
Weekend Emergency Hotline
(859) 312-5186
Drugs and Medications Hotline
(800) 633-2472