Instructions for the Hunt Test Secretary.
(HTS= Hunt Test Secretary, HTC= Hunt Test Chair, HTM= Hunt Test Manager, HT= Hunt Test, HTMS Hunt Test
Management System)
Months before the test:
▪The HTS will work closely with the HTC to assure that the HT application is thorough, complete and timely.
▪The HT application is to be sent to the APLA Hunt Test Chair by the deadline provided.
Hint:: If the grounds have been used before for a HT many items necessary for completing the application
may have already been gathered and just need to be reviewed. Contact the previous HTS for details. These
could be items like: directions, motels, restaurants, GPS coordinates, and more.
▪The HTS and HTC are a partnership and need to discuss which responsibilities they will assume in
running the HT well in advance of the test.
Two weeks before the test
▪The HTS shall contact the HTM (Sandy Abernathy) to discuss what their role will be using the Online HT
registration system. The HTM will provide training in all areas necessary and provide appropriate sign in
information. You will have an opportunity to try out the Hunt Test Management System (HTMS) and get
familiar with it. Be sure to make sure you are proficient in all aspects well before the test.
▪Get your materials in order. You will need white 3 ring binders ( 12”X10”X2”) with plastic covers and
inside pockets, one for each judge,(Hint It is helpful if you purchase three holed zip lock pouches for the
pencils etc.) a three whole punch, pencils and pens for judges, extra print cartridges, paper and file folders
for you to keep everything organized in. You will be compensated for all materials purchased- Purchase
requests must be submitted to the Hunt Test Committee Mentor assigned to your test. Not all Hunt Test
sites will have internet access but if you do, a computer and printer will be valuable.
The Thursday deadline before the test
▪This is the last day to receive entries up until midnight, final entries will be ready next day.
The Friday after the deadline date
▪The HTS will be emailed by the HTM when they can sign in and access the fields.
The Monday Before the Test
▪The HTS will establish the running order not before 10PM and no later than Midnight. The running order is
established online and should be done by a draw. When the running order is complete email the HTM
so she can start final document preparation. Once these documents are prepared you will be able to
access them in the HTMS and you can print the judge’s sheets and build the judges books. It is
recommended that the judge’s book only contain sheets for one day’s judging and that the judge’s book be
re-built each evening for the next day. The Judges book shall include a copy of the rules for the stake being
judged and judges guidelines as well as pens & pencils.
▪Print the Official APLA Judge’s Score Sheets (one for each stake/flight).
▪You can also print the HT catalog for all HT participants and judges.
▪It is important that you communicate with the HTM concerning outstanding fees and documents and to
establish a plan to gather outstanding fees or documents before the test.
Day of the test
▪ There are generally NO Walk-ups allowed. The exception is when the (HTC only) has received a request
by a member who for extenuating circumstances only was unable to register online Walk-up requests must
be in person at the test- no requests shall be honored that are made in advance of the test date . Walk-ups
by their nature cause extra work for the HTC, HTS, HTM and the Secretary and for that reason will require
an additional handling fee of $25 per dog. This fee shall be collected along with the registration fee, proof
of membership, application, and dog registration proof, before the dog is allowed to run.
▪No handler is allowed to run a dog without assurance that all fees have been paid and all appropriate
documentation has been received by the APLA
▪At the test collect any outstanding fees and/or documents before the dogs are permitted to run- NO
exceptions
▪Each day of the test, at the end of the stake, the Judges must sign and validate those dogs who passed
and failed with their signatures- NO exceptions and this must be done on the Official Sheets you provided.
▪A Pre-paid overnight envelope, pre-addressed to the HTM will be sent to you by the APLA Secretary with
the ribbons for the test. There will be a check list provided by the Secretary to guide you with all the
documents that need to be included. Collect all official judges sheets through-out the test in this
envelope.
Monday after test
▪Enter reruns into the HTMS database
▪Enter checks received into the HTMS database, and apply funds to unpaid tests.
▪Enter test results into database
▪If the HTC approved a walk-on registration you must have proof of membership, proof of dog registration,
and payment at the premium price. Proof means you are in possession of the actual documents before the
dog is allowed to run. Neither the HTC or HTS are to take a verbal promise! These are to be included in the
pre-paid envelope.
By Tuesday morning after test
▪Mail all checks, insurance waivers, re-runs, AKC, CKC, UKC papers, Official Judges Scoring
Sheets, and a clean copy of the catalog to the HTM in the prepaid over-night envelope provided no
later than 10am Tuesday.
Do you have suggestions that will allow this document to be even better Please send your suggestions to
the Chair of the Hunt Test Committee
Congratulations you did it! Thank You for your hard work!
1/2014 Schmiedeshoff