FIELD SECRETARY. The decision has been made when/where to have a Trial. A Field Secretary has been chosen/volunteered and is given a current copy of the Rules & Regulations. A selection of judges and crew member requests will be sent a letter or email inquiring if they could judge or work on the Field Crew on that date/place. Once the Judges return their acceptance forms and the Field Crew is assured, the Field Secretary applies to Scheduling at least 60 days prior to the date requested. The Premium List is printed (apx. 100), collated, folded, addressed, stamped and email or mailed (weigh at P.O. for correct postage!). All judges, Scheduling and Field Crew get early mailing. If a judge or Field Crew member cannot meet the assigned task, the Field Secretary draws on a substitution list to fill vacancies on the Crew or may draw from the exhibitors at the Trial; Judges canceling must send a written explanation which is copied and forwarded to AKC with club cover letter outlining alternatives taken.

The Premium List indicates a pre-entry numerical limit and date deadline; whichever comes first is the cut-off and no other entries may be accepted. If an entry is incomplete, unsigned or unpaid, the Field Secretary will decline to accept it and the exhibitor will be notified by phone, email, or postcard immediately Checks are Xeroxed before deposit; cash receipts noted and both are banked. A lunch chairperson is solicited; the running order, judges' sheets, paddock/huntmaster rosters, Record Sheets, and Draw Slips are prepared a day or two before the event; clerical packages, parking sheets and other paperwork are created as needed.

The Field Secretary arrives at the field one-half to one hour before Roll Call, helps off-load Club equipment, sets up tables, lays out Club loaner blankets and collars, strategically positions poop-bags and trash containers, sorts out paperwork for Roll Call, Inspection Committee and Field Clerks, and posts the Running Order sheet. Starts coffee, sets out Donuts and Orange Juice, if being offered at this Trial. The Roll Call sheets are pre-coded to indicate which exhibitor must see the Field Secretary before Inspection. Some of these could be people who had refunds coming; there are usually only one or two. At Roll Call, the Field Secretary must clear any debts or data before sending a Handler to Inspection.

The Field Secretary walks the course and decides where to position the Judges' chairs, shade and Field Clerk's table then asks Handlers at Field-side for assistance in set-up.

Following Roll Call, the Field Secretary and a Field Clerk use the Roll Call check in Sheet to prepare for the Draw. Absentees are removed from the draw pack, the Inspection Committee sends over the first completely inspected breed (or Test Hounds), and a blind draw is made. The Secretary enters the blanket color and course number for each hound onto the Record Sheet, completes the draw slips, prepares a Paddock Sheets and Judges Sheets then posts the Pink or yellow trial sheets for each breed in a convenient (to the Handlers) location. It is best to post at least the first two breeds quickly to enable the Handlers to jacket their hounds and be ready. The Field Clerk, or their assignee, for the first breed(s) goes to the Field near the judges. The Judges Sheets will be brought in on a regular basis between breeds to the Field Clerk for double checking and posting of scores. Final Draw (with a Field Clerk assisting), Paddock Sheets and Judges Sheets and posts the Final Draw. Best-Of- Breed/Best-In-Field draws are made before placement run-offs except in the case of ties for first place. Placement awards are announced, ribbons and trophies presented, and "practice" can begin.

The Field Secretary packs valuable paperwork FIRST! Then helps tear down other field equipment.

Usually, the day following the Trial, all records are re-checked and put into order. Complete report forms with placements giving hound’s registered name, AKC number, call name, number of entries (for that page all the were not lame or in heat), number of starters (for that page that actually ran at least the preliminary run), judge’s name(s), field clerk’s signature, and trial secretary signature. Complete the Trial Secretary’s Report form. Calculate number of entries for the per capita check. Package per AKC instructions. Send to Event Records in the envelope provided by AKC.

Crew Response. Intensive. This assignment has the responsibility for all paperwork concerning the Test/Trial. Must be meticulous, detail-oriented and efficient.

Training Level. Must have experience as a Handler and as a Field Crew member, preferably as Field Clerk. Documented experience will be acceptable. Apprentice training at two AKC/ASFA events and may be under the tutelage of the same Field Secretary.

AKC Rules:

Section 2. Field Secretary

(Must be a member of the host club)
1. Is a member of the Field Committee.

2. Applies for a date to hold a trial and/or test.

3. Schedules judging assignments. Solicits in writing, and receives in writing, confirmation of those judging assignments prior to submitting the premium list for approval. Copies of these confirmations shall be made available to The American Kennel Club upon request.

4. Prepares and mails out premium lists and entry forms, after receiving official approval, and accepts entries.

Note: Effective immediately, any club that wishes to accept dogs for roll call prior to the published time may do so only if acceptance prior to published time is listed in the premium and also stated in the cover letter (if one is used). Acceptance time must be listed in the premium and the cover letter (if one is used). ie: Early acceptance may not begin prior to published trial hours.

Failure to adhere to this policy may result in a fine, failure to receive approval for future events or both.

5. Any Field Secretary or host club which accepts an entry fee other than that published in its premium list, or in any way discriminates between entrants, shall be disciplined. All persons found guilty of paying or receiving any monies, special inducements or allowances in violation of the foregoing shall be disciplined.

6. The Field Secretary may decline any entries for cause, but in each and every such instance the club shall file good and sufficient reasons for so doing with the AKC.

7. The Field Secretary shall decline any late, incomplete, unsigned, unpaid or conditional entries. Each entry must be completed in full and the information given on the form must be that which applies to that entered hound. The entry form must be signed by the owner or agent duly authorized to make the entry.

8. Provides the Field Chairman with a list of hounds entered for the purpose of roll call.

9. Shall have available a copy of the current edition of these Regulations and AKC's publication entitled "Dealing with Misconduct" for the use of the Field Committee and all other officials.

10. Ensures that all record sheets and forms are available and forwarded with recording fees to reach the AKC, postmarked within nine (9)days of the meet.

11. Is responsible for the draw of hounds in competition.