Draft Virginia Regional Policy Handbook

February 1, 2004

Dedication

This handbook is dedicated to the volunteers of the Virginia Region who give of themselves and their time through a love of children and horses. Proudly, the Virginia Region takes special recognition of our District Commissioners and officers who assume regional and club leadership. It is hoped that this handbook will support our leaders and make their jobs easier. The handbook is intended to be a document that will grow and change with the needs of the Region.

Our special thanks for input to this update of Regional Policies is to all of those who commented on the draft and provided input and to Sue Elliott, former Regional Supervisor of the Region. This Handbook has been a labor of love because over the years we have seen Pony Club in general and the Virginia Region in particular, make a positive difference in young lives. The lessons of life are enriched through our love of horses. The horses have brought us together but the kids keep us going year after year.

Respectfully submitted,

Mary Ann Turner, Policy Handbook Coordinator, USPC Advisory Board, 2003, USPC Board of Governors, 1996- 2001, Championships Organizer 1996-7, Organizer 1994 USPC Annual Meeting, VRPC Secretary, 1994-1999, 2002-2003, DC DRPC- two years.

Sue W. Elliott , Former Virginia Regional Supervisor 1996-2001, VRS-1994-5, VRPC Secretary. 1986-1993, DRPC - since 1986, DC, Great Falls PC, 1983--1985

Marilyn Holmberg, Virginia Regional Supervisor 2001-2003, VRPC Secretary - 2000 - 2001
Co-DC, Dominion Valley Pony Club - 1996 1998.

ARTICLE I: PURPOSE AND APPROVAL

SECTION A: PURPOSE

The policies enclosed within are established as a guideline for the administration and management of the VRPC. These policies are intended to be the means to carry out the Mission Statement and the Guiding Beliefs of the United States Pony Clubs. Inc. VRPC policies shall be consistent with USPC policy. Club policies shall be consistent with VRPC policies.

SECTION B: MISSION STATEMENT

The mission of the United States Pony Clubs is to provide a program for youth that teaches riding, mounted sports, and the care of horses and ponies, thereby developing responsibility, moral judgment, leadership, and self-confidence.

SECTION C: GUIDING BELIEFS

The Guiding Beliefs of the USPC, Inc. are:

1. USPC is an educational organization that progressively develops the well-rounded horseperson.

2. The well-rounded horseperson is capable of riding safely and tactfully on the flat, over fences, and in the open.

3. Knowledgeable care of horses and ponies (horse management) is basic to the well-rounded horseperson.

4. USPC is committed to the well-being of the horse.

5. Fair and friendly competitions develop teamwork and sportsmanship.

6. Fun and friendship are part of Pony Club.

7. USPC requires parental and volunteer involvement and support.

8. The USPC is committed to safety.

9. The local club is the core of USPC.

SECTION D: A PONY CLUB PLEDGE

As a member of the USPC, I stand for the best in sportsmanship as well as horsemanship. I shall compete for the enjoyment of the game well played and take winning or losing in stride, remembering that without good manners and good temper, sport loses its cause for being. (Parents should support this philosophy at all times.)

I shall endeavor to maintain the best tradition of the ancient and noble skill of horsemanship, always treating my horse with the consideration due a partner.

I shall strive at all times to uphold the high ideals of Pony Club and my country.

SECTION E: REVIEW AND CHANGES

These policies should be reviewed on a regular basis by the regional handbook coordinator, with input from the regional officers. Any proposed changes will be presented to the regional council for action. Proposals for changes should be set forth in writing by the DC or officer six weeks ahead of the next regularly scheduled meeting and sent to the Secretary and RS. Changes to the regional Policies that are approved by the Council will become effective at the time of approval, pending approval by the VP-Regional Administration. Proposals for revisions will be sent to the officers and DCs by the Secretary for consideration at least 30 days before the meeting.

SECTION F: DEVIATIONS/WAIVERS

The Regional Supervisor may authorize deviations to or waivers of regional policy in situations with special circumstances on a case-by-case basis. Any requests for consideration of deviation or waiver must be in writing and submitted to the Regional Supervisor by the member club's District Commissioner with a statement or explanation from the parent or sponsors, if appropriate. The Regional Supervisor may authorize the request provided it does not conflict with the By-laws of the VRPC or the USPC.

ARTICLE II: REGIONAL ORGANIZATION

SECTION A: USPC BY-LAWS OF REGIONS See Appendix I

SECTION B: DUTIES AND RESPONSIBILITIES OF REGIONAL SUPERVISOR

The Regional Supervisor has the authority, duty and responsibility for all matters in the Region that includes but are not limited to, the direction, supervision and control of regional programs and activities and the regional clubs. All actions and decisions of the Regional Supervisor shall be in accordance with USPC policies and subject to the supervision of the Vice President of Regional Administration.

SECTION C: DUTIES AND RESPONSIBILITIES OF VICE-REGIONAL SUPERVISORS

The Vice Regional Supervisors have the authority, duty and responsibility for those specific activities, which include but are not limited to, the direction, supervision and control of all matters in the Region and in the regional clubs, within their specific assignments. All actions and decisions of the Vice Regional Supervisors shall be in accordance with USPC policies and subject to the supervision of the Regional Supervisor. The Virginia Region has one or more Vice Regional Supervisors. Presently we have two. The VRS Activities is responsible for all Regional Rallies and coordinating regional participation in Championships or Festival. The VRS Instruction is responsible for Regional and National Testings, Test Preparation, other clinics, and Horse Management instruction.

SECTION D: REGIONAL OFFICERS

The regional council will elect officers each year at the annual regional meeting. A Nominating Committee (3-5) is appointed by the RS at the spring meeting and approved by the Regional Council. It will present a slate of candidates to fill the offices of Regional Supervisor, Vice-Regional Supervisor(s), Secretary and Treasurer. The Regional Supervisor and the Vice-Regional Supervisor(s) cannot serve as current District Commissioner or Joint District Commissioner concurrently. It is recommended that the term for all officers should be limited to four (4) consecutive years.

SECTION E: REGIONAL COUNCIL

The regional council is comprised of all Administrative officers of the Region, (RS, VRSs, DCs, Jt. DCs) and the Secretary and Treasurer. The following have voting rights on the Regional Council: The Elected Officers, the Regional Instruction Coordinator (RIC), the Horse Management Organizer (HMO), and the lead District Commissioner of all of the member clubs. This is the voting body for regional policy and major business transactions. In the absence of the District Commissioner, the Joint District Commissioner may vote. If a club does not have a District Commissioner present, any other officer of the club may vote with a proxy as the designated representative of the District Commissioner. The President of USPC and the USPC Vice-President for Regional Administration shall be ex-officio members of the Regional Council.

SECTION F: REGIONAL MEETINGS

The Regional Council will have two regular scheduled meetings each year, one in the fall and one in the spring. The fall meeting shall serve as the regional annual meeting. It shall include the budget for the coming year, serve as a time to plan/finalize activities for the coming year, include the report of the nominating committee, and election of officers for the coming year. Additionally, it shall include a review of regional activities; a financial report for the closing year; scheduling of activities, action on proposals to amend or update regional policies, and provide an opportunity to discuss any other areas of interest or concern. It will serves as a time to finalize plans for regional activities and to discuss the proposed calendar and potential sites for activities that will take place in the following year there by, always working 15 months ahead.

The spring regional council meeting shall serve as a time to finalize activities for the year, the budget may be refined, and the nominating committee will be elected for the next year. The RS, VRS, USPC VP of Regional Administration may call additional meetings of the regional council, or by written petition of 20% of Council Members.

Each member club is required to send a representative with voting privileges to all regional council meetings to ensure a quorum of a majority of the member clubs plus the RS or VRS. Jt.-DC's, parents and sponsors are encouraged to attend regional council meetings but are not allowed to vote unless they have a proxy from the DC stating that they are acting on behalf of the DC.

SECTION G: REGIONAL COMMUNICATIONS

A) Regional Webmaster The webmaster appointed by the RS will be responsible to update the web site quarterly or as often as needed as a means of improving communication amongst clubs, parents and members. This website will include a link to the USPC home page, pertinent news from USPC, information on regional activities, the regional calendar, regional club directory, regional forms and news from member clubs. At no time should the website list the addresses , E-mail addresses or telephone numbers of individual pony club members. It is expected that each member club will submit information to be posted to the Webmaster within any stated deadlines.

B) Regional Roster The roster is to be placed on the website annually in January and distributed at the Spring regional council meeting to each member club. A hard copy of the roster will be distributed with the minutes of the Fall meeting. This roster will include the names, addresses, telephone numbers and E-mail addresses of all regional officers and regional council members and key volunteers. All changes to this information should be sent to the regional secretary and the Webmaster. At least one electronic address in each club is necessary to ensure effective communication.

C) Regional Coordinators and Resource Individuals are qualified volunteers appointed by the RS/VRS who are responsible for organizing major parts of Regional Activities working with the appropriate Vice Regional Supervisor. Their names are to be included in the Regional Roster.

SECTION H: REGIONAL ACTIVITY COORDINATORS

1. Regional Instruction Coordinator (RIC)

The Regional Instruction Coordinator is appointed by the RS and serves at the pleasure of the RS. The RIC is a regional resource person who works with the VRS for Instruction to meet regional instruction needs and is a voting member of the Regional Council. The RIC maintains a regional instructors list of instructors dedicated to upholding the USPC standards which are available to the clubs. The RIC is familiar with all riding disciplines recognized by USPC and encourages, advises and suggests instructional improvement techniques to clubs through the VRS for Instruction. The RIC monitors ratings and testings to determine needed improvements in instruction programs and assists with regional rating preps, clinics and the Standards and Ratings Clinic. This position is a voting member of the Regional Council.

2. Regional Horse Management Organizer (HMO)

The Regional Horse Management Organizer is appointed by and reports to the RS through the VRS for Instruction and when dealing with judging at regional rallies, the VRS for Activities and the Rally Organizer. The HMO shall be responsible for overseeing proper horse management instruction at the club level. In addition, the HMO shall be responsible for maintaining a current list of regional and national qualified Horse Management Judges in the Region. The HMO shall also be responsible for obtaining Judges, including the Chief Judge for all rallies in all disciplines, and shall organize a Regional HM Judges seminar for all current and potential HM judges. This position is a voting member of the Regional Council.

3. Regional Clinics Coordinator

The Regional Clinics Coordinator reports to the RS through the VRS for Instruction and shall be responsible for identifying the need for and organizing Test Preps, clinics for C3/above candidates in preparation for C3, B, H, HA, and A. The Clinics coordinator will work closely with RSs and consult with the RIC. The coordinator shall be responsible for organizing all arrangements and communications for clinics being offered. While the primary responsibility of the Coordinator is for arranging Prep Clinics, they shall also identify and assist in organizing other educational clinics and workshops.

4. Testing Coordinator

The Testing Coordinator reports to the RS through the VRS for Instruction. The Virginia Region Testing Coordinator shall be responsible for identifying host clubs for all Regional C3 Testings and all B. H, HA. and A Testings and overseeing all aspects of the testings. Responsibilities will include identifying available testing sites for all regional and national testings, making facility contacts and arrangements, and ensuring facilities meet the needs of the specific test. This job also includes identifying host clubs and organizers for each testing. Obtain test dates and listing of candidates, with names and addresses, from RS. and ensure test organizers have same. The coordinator keeps the RS's informed.

5. Regional Rally Coordinator

The Regional Rally Coordinator is responsible to the RS through the VRS for Activities and shall be responsible for coordinating regional rallies in all disciplines. i.e., Quiz, Eventing, Dressage, Show Jumping, Games, Tetrathlon and other scheduled rallies. The coordinator shall assist the RS's in identifying possible sites for the various competitions and their suitability for a specific discipline. The coordinator assists in choosing appropriate dates for rallies and lending any assistance necessary to Rally organizers in the budget process and initial paperwork. The coordinator is not an assistant organizer of each rally, but rather a valuable resource when needed. The coordinator is responsible for keeping track of the progress for all rally preparations and are charged with keeping the RS's informed.

6. Championships Coordinator

The Championship Entry Coordinator reports to the RS through the VRS for Activities and shall be responsible for obtaining all required entry information for championship qualifiers and alternates for all championships and forwarding them to the discipline Secretary by the designated deadline. This is to include Eventing, Show Jumping, Dressage, Quiz, Games, Tetrathlon, and any other disciplines that have regional representation. The coordinator shall notify qualifiers and alternates of any and all information available for their discipline championship and obtain from qualifiers and alternates all necessary paperwork. The coordinator shall also provide any necessary information to each teams' chaperone and. in the case of Combined Training, Tetrathlon and Show Jumping, notify the coaches. This position requires that the coordinator work closely with the RS's in determining teams, coaches, and obtaining all of the necessary forms from USPC for entries. Along with the RS, this person is also responsible for determining fees for each qualifier, which will include entry fee, coach and team shirt. The coordinator must be present at the end of each qualifying rally to accept Championships entries and associated fees.

7. Regional Policy Handbook Chairman

The Regional Policy Handbook Chairman will work with RS, as needs arise, to provide updates and recommend revisions to the policy handbook, to be presented for Regional Council approval at a regularly scheduled meeting of the Regional Council.

8. Regional Equipment Coordinator

The Regional Equipment Coordinator shall be responsible for maintaining all regional equipment including pinnies, Regional banners and championship saddlepads. The coordinator shall ensure that all equipment is in good repair and store such equipment at times it is not needed and make it available when its use is required. The coordinator shall keep RS's apprised of condition of equipment and the need for any additional or replacement equipment.

9. Public Relations Coordinator

The Public Relations coordinator reports to the Regional Supervisor and is responsible for providing timely publicity on VRPC activities by writing traditional press releases and sending them to various publications. The publicity can feature individual club activities as well as regional activities, however it should be current and newsworthy. The coordinator must stay in touch with officers and USPC concerning future and current activities. Be familiar with the regional calendar. A list of local newspapers, sports and equestrian organizations that have publications where pony club information is appropriate will be prepared and kept current. The coordinator keeps the RS informed of results obtained.

10. Regional Fundraiser

The regional fundraiser coordinates within the region all solicitation of funds for regional activities. The coordinator will solicit (corporate or private) funds or donations of product to support regional activities. This can include regional education needs, regional rally needs, National Championships regional participation, Championships preps and commercial transport of horses. Special needs funds can be raised as determined by the RS and Regional Officers. Regional fundraising must not conflict with current USPC Corporate Sponsors

SECTION I: ACTIVE CLUB

Member clubs are required to meet the following by the stated deadlines to retain active status in the VRPC:

* Submit regional dues, minutes of sponsor meetings, treasurer report, list of PC members, sponsors and officers each year by the deadline established by the RS and the USPC National Office, per USPC By-Laws.

* Submit member club summary sheet to RS at the fall regional council meeting,

* Respond in timely fashion to all information requests from the region and copy all responses to USPC National Office requests to the RS.

* Send a representative with voting privileges, to all regional council meetings.

* Sponsor, co-sponsor, or assist with a regional activity at least once a year.

* Send PC members to regional activities who are well prepared for the activity.

* Submit information to the webmaster by the stated deadlines as a means of keeping the Region informed of club activities.

* Hold regularly scheduled mounted and unmounted meetings, and provide rating opportunities to members at least twice each year.

* Submit all national dues and required paperwork to USPC by the stated deadlines.

* Maintain a copy of current approved club policies with the Region.

SECTION J: REGIONAL ACTIVE PARTICIPATION CRITERIA

The USPC By-Laws requires each Region to establish criteria for active participation of its members that establishes a members standing in the Region. Each Virginia Region club criteria for a member in good standing needs to be compatible with the Regional criteria. A member maintains active participation in the Region by:

1. Paying all club, Regional, and National dues by the stated deadlines.

2. Paying all required club and regional fees for activities per deadlines.

3. Abiding by the Regional, club and National Code of Conduct.

4, Resolving any consequences of violation of the Code of Conduct.

5. Meeting the requirements of their club criteria for a member in good standing.

ARTICLE III: ADMINISTRATION

SECTION A: FISCAL YEAR

The fiscal year for the VRPC shall be January 1 to December 31.

SECTION B: MEMBERSHIP FEE

The annual regional membership fee (dues) for the VRPC currently is $10.00 per participating member. For those new members joining or members rejoining between September and December, the prorated fee shall be $15.00 to cover the remainder of the year and the subsequent year. Club checks covering these fees need to be sent to the Regional Treasurer at the same time the membership is sent to the USPC National Office.

SECTION C: SURVEY FOR REGIONAL/NATIONAL TESTlNGS

At the regional council annual meeting (fall), all member clubs shall complete the Regional/National Testing Survey Form that will be provided by the region. The DC will report new ratings needs for the upcoming year for the C3 and above rating levels. The clubs are responsible for updating this list to the RS/Secretary prior to the Spring Regional Council meeting.

SECTION D: ANNUAL CLUB STATUS

Member clubs of the VRPC shall conduct their Annual Sponsors Meetings no later than October 31st in time to provide the region with the USPC Annual Club Status report prior to November 10^th so that the Region can complete a regional report to the USPC National Office. These reports shall be reviewed by the RS and used to provide a demographic report on the region.

The Status Report shall include the following:

1. Copy of the completed summary sheet from USPC

2. List of elected officers

3. Copy of updated membership list from USPC

4. Copy of club sponsor list

5. Copy of minutes for the club annual sponsors meeting.

6. Annual regional membership fees.

7. Financial report by the club treasurer

The DC serves as the club administrative officer and is the primary liaison between the Club and the Region. The DC represents the club at the Regional Council meetings and is responsible for ensuring that the club has set the policy and criteria that determines a member in good standing of the club. A copy of the updated Club Policies must be given to the Region and the RS must be informed of any changes to the policies.The policies and any amendments shall become effective when adopted by the sponsors and approved by the RS, subjet to review by the Vice-President, Regional Administration.

The criteria for a member in good standing must address attendance at lessons, participation at club activities, participation in USPC core activities at the club level, , appropriate conduct and proper care of their mounts.

The Virginia Region adheres to the USPC Policy # 0150, core activity and directs the DCs to ensure that their club programs provide instruction for all members in horse management, and in riding on the flat, over fences, and in the open. (See Appendix for USPC Policy #0150))

ARTICLE IV: FINANCIAL

SECTION A:GENERAL

The income, expense and financial operation of the VRPC will be explained in this article. It is expected that this article will be amended frequently as sources of income and regional expenses change. Amendments will be added to this document when the occasion rises.

SECTION B: ANNUAL FINANCIAL REPORT

Each year at the annual VRPC regional council meeting, the Treasurer shall present the annual financial report which shall include the following information: A financial statement listing income and expenses for the year to date. This report shall be updated at the end of the fiscal year for tax purposes and reviewed prior to the Virginia Regional Annual Meeting. At the fall regional council meeting, the Treasurer will present a proposed regional budget for the following fiscal year for review and approval.

SECTION C: BUDGET

Expense Categories

Supervisory Administration: The Regional Supervisor supervises all financial accounts.

Supervisory Communications: This part of the General Fund shall be used to cover phone, mailing, facsimile and shipping expenses incurred by the Officers to communicate with member clubs and the national office.

Supervisory travel: This part of the General Fund shall be used to cover an annually determined portion of the transportation and lodging expenses for the RS and the Vice RS to attend USPC Annual Meeting and a standard (IRS) mileage allowance for conducting regional business.

Miscellaneous: This part of the General Fund shall be used to cover expenses incurred by other regional volunteers on regional business when authorized by the RS.

Education & Clinics: Amount to be determined each year at the Virginia Regional Annual Meeting upon recommendation by the RS/VRS and Treasurer.

Reserve: This part of the General Fund shall be held in reserve to support any other expense category where expenses exceed the budget but the RS deems it necessary to continue the activity even if over budget.

ARTICLE V: GENERAL POLICY

SECTION A: CLUB MEMBERSHIP

When a child wants to join pony club, it is the responsibility of the DC of the club of initial contact to make certain that the club best suits the need of that child. If there is a choice of more than one club, the DCs from all clubs involved should be consulted or the prospective member be encouraged to talk to each club. A PC member who wishes to change clubs must have the approval of both the old and new club DC as well as the RS before transferring. This request must be in writing to the DCs of both Clubs and the RS. No transfer will be made without the approval of the RS and both DCs.

SECTION B: SAFETY CHECKS AND HEALTH

Pony club is committed to safety. Each club has the responsibility to check each member's horse management skills and to be sure that all PC equipment is suitable, safe and in good repair .The VRPC requires knowledgeable adult supervised safety checks before EVERY mounted meeting. This includes ensuring USPC required helmet and proper footwear on every member.

Mounts must be in good health and proper condition in order to participate at the club and regional level. It is the responsibility of the club and its instructors to be concerned with the health, suitability, and condition of mounts before allowing them to participate in PC activities.

SECTION C: UNSPORTSMANLIKE BEHAVIOR

The Virginia Region upholds the USPC Code of Conduct for both members and parents. US PC and the VRPC condemns unsportsmanlike behavior in any situation. The VRPC will not tolerate cheating on written tests or any deceitful behavior, such as the substitution of equipment at competition for equipment that is not used for the entirety of the competition. Vulgar language will not be tolerated. PC members should show respect for all instructors. Any member of the VRPC who is viewed to be acting in a manner that is unsportsmanlike will be at risk of elimination at said competition. Parents not adhering to the Code of Conduct or showing any unsportsmanlike behavior can be ejected from the grounds.

ARTICLE VI: EDUCATION

SECTION A: GENERAL

VRPC encourages all clubs to hold regularly scheduled mounted and unmounted meetings, keeping foremost the goals of USPC as stated in the Mission Statement and Guiding beliefs. In support of these goals, the region will institute activities to assist member clubs that may need help in improving their instruction.

SECTION B: PREPS & CLINICS

The region will plan preps and clinics and other educational activities for the year as deemed necessary.

The RS/VRS-I, at the fall regional council meeting, will present an educational calendar for the coming year.

The Region will offer upper level preps for C-3s and up candidates, both mounted and unmounted. We encourage all of the C-2 PC members to participate in appropriate preps regardless of when they plan to test. The preps will be educational as well as an evaluation of preparedness to test. They are NOT intended to determine the probability of pass/fail outcome.

The Virginia Region strongly recommends that all candidates for C-3 and up ratings attend at least one prep and as many as possible to enhance their change of success. Different areas of required knowledge are covered at each session.

At least 1 upper level prep clinic will be offered to prepare candidates for ratings of C3 and above.

The Region will endeavor to have a Standards and Ratings Clinic every other year. The purpose is to produce instructors and examiners who are qualified to teach and rate according to the USPC Standards of Proficiency. The RS/VRS-I will oversee the development of a list of approved/qualified examiners for ratings.

The Horse Management Organizer shall be responsible for preparing knowledgeable, rally experienced horse management judges, either by sending a designee chief horse management judge to a seminar organized by USPC or by obtaining someone who has previously attended the training, The HMO shall be responsible for keeping a current updated list of available horse management judges. All regional members need to assist the HMO in identifying potential judges.

ARTICLE VII: RATINGS

SECTION A: STANDARDS AND PROFICIENCY

USPC has established Standards of Proficiency to measure the progress and level of achievement of its members. Please refer to the current rating guidelines and rules for eligibility as presented in the current USPC Standards of Proficiency. The Standards may be found on the USPC Website and is appended to the USPC Policies.

SECTION B: CLUB RATlNGS

The member club evaluates candidates for the Dl, D2, D3, Cl, and C2 ratings. Although a member club may conduct in-club ratings for its members, the region strongly recommends that examiners be from outside the local club instruction program. DCs need to refer to the regional list of recommended examiners or contact the RS or RIC for names of others who are qualified to conduct & assist with the ratings. Member clubs are required to offer the opportunity for ratings to its membership twice a year.

SECTION C: REGIONAL RATlNGS

Candidates for the C3 rating are recommended by the DC and examined by a regional C3 examiner. The region will schedule the C3 tests each year, as required. See the current Standards and application form for further information. Applications must be received by the VRS-Instruction by the deadline date as specified for each test (6 weeks prior to the test date) in order to be considered for the requested test date. Applications will not be considered received unless all necessary paperwork and fees are received. The optimum number of candidates for a testing is six (6) candidates but the region will not sponsor a test with fewer than three (3) candidates.

If a candidate must withdraw from a testing, they may do so up to four (4) weeks prior to the test to receive a refund. If they withdraw less than four (4) weeks before the test date for reasons other than veterinary or medical reasons, the application fee will not be refunded. If the withdrawal is for medical or veterinary reasons, a statement of such must be produced to receive a refund. In the case of a medical withdrawal the candidate may have the option of a refund or having the application held for a later testing date, however; this request must be made in writing to the Regional Supervisor. A non-medical withdrawal will not have fees refunded.

SECTION D: NATIONAL RATlNGS

DCs and the RS recommend candidates for the H, B, HA, and A ratings. Candidates are examined by National Examiners of the USPC. The USPC Office arranges such testings. See current Standards and application form for further information. The RS must receive applications no later than APRIL 1st. APPLICATIONS WILL NOT BE CONSIDERED RECEIVED UNTIL THEY ARE COMPLETE. Application checks must be made out to the USPC and MUST be a club check, not a personal check. There must be one check per application.

PLEASE NOTE: The USPC Office schedules these examinations and will place individuals in testing locations on the basis of first come, first placed. With that practice it behooves DC's and candidates to submit testing applications as soon as possible. Applications are submitted to the RS for approval and will be forwarded to the National Office ASAP.

HA and H applicants must include a copy of their current First Aid Certificate with the testing application. If a pony club member is applying for both the HA and the A test, they must fill out a separate application for each test. Both applications will be forwarded to the USPC Office and if the candidate is not successful at the HA the A application fee will be refunded in full.

We would recommend that if a candidate is applying for both the HA and the A tests that the candidate write two (2) different self-evaluations. Each test requires different types of preparation and, therefore, the statement for the HA would not necessarily be suitable for the A.

SECTION E: PONY CLUB MEMBERS RESPONSIBILITIES

Pony club members should always maintain good communication with the DC regarding their preparation and readiness for the next rating. PCs should be familiar with the policy of their local club regarding the process for stating their intent to rate and need to state what their accomplishments have been with their riding since their previous rating. It is the PCs responsibility to be aware of the requirements for their rating. They should be familiar with all the information in the Standard as well as previous standards to be thoroughly prepared for the testing. The region recommends that they utilize the flow charts as provided by USPC for their level. Pony club members must also keep their parents informed of prep needs and status.

Pony club members should take advantage of all possible opportunities to improve their skills. They should be active in their local club program and the region; taking on more responsibility as they progress through the ratings. Older PCs, less able to participate in all the regularly scheduled club activities due to college, work or distance from their club will, however, be expected within reason to contribute to their own club or to a nearby local club.

The upper level candidate should be helping with club and region activities -- such as teaching and assisting at rallies. They should take advantage of the educational opportunities that their club and region provide for them and should also study and make arrangements to develop expertise outside of Pony Club.

SECTION F: DC/CLUB RESPONSIBILITIES

The DC is responsible for organizing (or appointing a coordinator to organize) an instructional program for D 1 through C2 levels according to the USPC Standards.

The DC is also responsible for overseeing all in-club ratings through C2. It is the DC's responsibility to make ratings available when candidates are prepared. DCs may work with other clubs to combine ratings, but must offer ratings at least twice each year. The DC must be thoroughly familiar with the requirements of the Standards. The DC must be confident that the examiner is qualified to conduct a rating at the level and is familiar with USPC Standards. It is the DC's responsibility to follow through on any retesting that may be necessary.

The DC is responsible for recommending C3 and up candidates to the RS and for keeping the RS informed about the number of candidates to be recommended. The DC should work with the RS to develop prep programs for upper level candidates. The DC should make opportunities available for teaching and oversee the candidate's preparation and planning. The DC should encourage the club's regional participation and support. The DC is responsible for educating the candidates, parents and observers about testing procedures and proper conduct at the testing. The DC should also appoint an Impartial Observer for each rating (see USPC Guidelines for Conducting Ratings). The DC should attend upper level prep clinics and ratings if possible, when candidates from their club are tested. If the DC cannot attend a non-local rating, the DC should appoint a knowledgeable adult to accompany and support the candidate and to represent the club.

All candidates for C3 and up ratings must submit the appropriate application with all required papers, releases and fees by the deadline as stated by the Region. No application will be considered complete without all necessary forms, fees and signatures. The DC is responsible for ensuring that the applicant is in full compliance with the stated qualifications of a member in good standing contained in their club policies.

SECTION G: REGION RESPONSIBILITIES

The RS is responsible for overseeing C3 ratings as needed, normally in the Spring, Summer, and Autumn. Additional C3 ratings may be held if necessary. The RS will request USPC for B, HA, H, and A testings if there are enough regional candidates at these levels.

The region is responsible for obtaining testing sites and dates. The RS/VRS-I delegates responsibility for local arrangements (stabling, lodging, and meals) for candidates and examiners to a hosting club.

The RS along with the DC has the responsibility for recommending candidates for national ratings and for endorsing only those who meet the requirements as listed in the Standards. The VRS-I is responsible for selecting examiners and Impartial Observers for all C3 tests and the Impartial Observer for all national testings.

The region will establish a deadline for receipt of all testing applications and fees at the fall Regional Council meeting each year .All applications along with necessary fees and paper work must be received by this deadline or there will be no guarantee of a place in that rating test.

The region may charge a fee for C3 and up prep clinics and for C3 testings to cover expenses. All C3 tests shall be limited to 6 candidates per test and all national tests shall be limited 12 candidates per test. In the event that more than one site is required, candidates will be asked to state their preference for test site. Preferences will be granted on a first-come basis using the date of postmark for determination.

SECTION H: PARENT RESPONSIBILITIES

To make a pony clubber's participation in pony club a positive, successful experience, the parents (or guardians) need to understand that ratings are not competitive events, but an examination of the child's knowledge and skills to determine whether the child not only has mastered the level skills but is also safe to proceed to the next level. Pushing a child beyond a safe skill level can be not only mentally destructive, but physically dangerous as well.

To prepare PC members for ratings, the parent should be committed to getting the child to all pony club meetings, mounted or unmounted, local, regional or national - on time and with the proper supplies and equipment.

To help the child at a rating the parent should have the PC member there in plenty of time, being sure that the child has the proper equipment and supplies, and checking beforehand to see that any written requirements are done on time and legible. To help the pony clubber in the future, the parent should see that the child is assuming more and more of the responsibility in preparation for the rating.

ARTICLE VIII: REGIONAL COMPETITIONS

SECTION A: REGION RESPONSIBILITIES

The VRS-Activities shall determine the competition needs of the Virginia Region, sites for such competitions, as well as dates and hosts/ organizers. The VRS shall present a list of recommended dates and sites for rallies for the upcoming year, working at least 18 months ahead of the actual calendar year. This will enable the Regional Council to decide final dates and facilities based on information provided. At the fall Regional Council meeting, the host or Organizer will be confirmed for each competition.

The VRS shall lend any assistance requested to the host or organizing club. This includes protocols developed for the discipline, information pertinent to the site, costs, and any other information necessary for successfully presenting the competition.

The DC/Organizer/Host shall, in consultation with the RS(s), prepare a working budget and provide same to the VRS prior to the competition. The intent of a regional competition is to make available to all members of the region, a venue that is safe, fair and affordable. Regional competitions are NOT fund-raisers for either the host club/clubs or the region, but should seek to break even. The region encourages the participation of all eligible PC members and seeks to provide a positive atmosphere for all parties including volunteers and their families.

The region, up to the budget amount approved by the RS, will make up losses. Any profits will be turned over to the region to be used at the discretion of the regional officers and council.

SECTION B: ORGANIZER'S RESPONSIBILITIES

1. Discuss selection of officials with the RS/VRS and hire.

2. Submit an estimate of rally costs to the RS and VRS-A for approval.

3. Obtain USPC rules and guidelines for that discipline at least 3 months in advance.

4. Communicate regularly with the VRS.

5. Send out all necessary information and entry forms.

6. Follow all guidelines provided by the specific discipline, including the selection of recognized officials (depending on disciplines).

7. Consult with HMO and approve the selection of the Chief Horse Management Judge and consult on the Horse Management Assistants.

8. Order ribbons.

9. Awards shall be a reflection of the TEAM scores based on total scores for all phases.

10. Awards shall also be given for TEAM horse Management total scores. In the case of very large rallies, teams may be divided into two or three divisions for awards, within those divisions. This may be done in consultation with the VRS.

11. Arrange for the administration of the written test prior to awards according to USPC policy.

12. Ensure clean up.

Within 60 days after rally, the organizer shall submit a full report to the VRS. This report shall include a financial report, summary of the rally and suggestions for improvements in the future.

SECTION C: DC'S/CLUB RESPONSIBILITIES FOR COMPETITIONS

All active clubs are required to take part in planning and hosting some regional activity or assist another club in doing so, yearly. Clubs should strongly encourage members to participate in regional rallies. Rally teams should be composed of members from the same club. When there are not enough members to compose a full team the organizer will place members so as to compose scramble teams to allow all regional members an opportunity to participate.

DCs should respond promptly to organizer's requests for an estimate of participation and avoid making changes at the last minute. Remember to complete and return all required items. DCs are responsible for sending riders who will be safe competing at the level of competition, appropriate to the riders skill level and who meet the qualification policy. DCs should be sure that competitors and parent are informed as to expectations of them at the competition.

Because Pony Club is a volunteer organization and the success of the competition is directly related to the response of volunteers, each club is expected to provide the required number of volunteers per team and/ or individual (in case of a Scramble competitor) participating in that competition.

SECTION D: PONY CLUB MEMBER'S RESPONSIBILITIES FOR COMPETITIONS

* Be prepared to work for the good of the team. (club, scramble or regional team)

* Know the rules.

* Have a cooperative attitude with team-mates and officials.

* Take time to make new friends.

* Leave the area in a better condition than you found it.

* Thank organizers and parents for their work.

* Exercise proper care for your mount.

SECTION E: PARENT'S RESPONSIBILITIES

Get child and horse to the activity (rally, clinic, prep, testing etc.) site in a calm, rested and prepared state at or before the scheduled arrival time. Parents may help competitors to unload heavy items and then remove themselves as quickly as is possible from the barn areas. Parents shall check in with the volunteer coordinator to offer their services at the activity upon arrival. Parents are asked to be sure to fulfill their commitments to these assigned jobs.

ARTICLE IX: NATIONAL CHAMPIONSHIPS

SECTION A: GENERAL

The goal of the VRPC is to field at least one team in each discipline offered at the USPC National Championships. All pony club members within the region who are members in good standing, meet the age and rating requirements for the discipline in which they intend to compete and who qualify at a Virginia region rally in that discipline are eligible to compete to represent the Virginia Region at the USPC Championships. All members in good standing are invited to qualify for the regional teams.

SECTION B: COSTS

The cost of sending a regional team to the USPC Championships is significant and varies with the location of the championship and the discipline. The team members and/or their families shall pay the costs associated with team coaching, transportation of horses, if applicable; entry fees of the competitor, hotel and meals. They shall also be responsible for a portion of the coachs room fee. If any costs are incurred prior to the Championships with the team coach, that will also be the responsibility of the family.

Parents are responsible for competitors' housing arrangements and its associated costs. (meals etc.).

All competitors and their families are encouraged, but not required, to stay at the "Official VA Region Hotel. This suggestion is meant to facilitate communication, competitor supervision, and VA Region team camaraderie.
If a competitor / family does not stay at the Official VA Region Hotel, it is the competitor/ family responsibility to:

1. Supply competitor/family housing contact information to the Regional Championship Coordinator.

2. Keep abreast of all scheduling changes.

3. Keep Regional Championship Coordinator and team chaperone (if applicable) informed of any changes affecting the competitor.

4. Ensure that competitors attend and are on time for all team activities.

SECTION C: TEAM SELECTION

Quiz and Tetrathlon:Information forms and entry paperwork will be given to all those who are considered qualifiers. (Note: In the case of Tetrathlon, a minimum score, not a placing, must be achieved to qualify.)

Other Rallies:Entry Packets for Championships will be given out to the highest placed competitors who are qualified by age and rating. These are to be completed and returned by the stated deadline. The packet will include all rally release forms and other entry information available including at least a tentative schedule and cost. All forms will be completed by the qualifiers and alternates and submitted with a check to the Virginia Region to the Championships Coordinator before leaving the rally site. Competitors must fill out the Intent to Compete form stating which discipline is their first, second or third choice and they may wait to see if they qualify for their first choice. Regardless of discipline choice, no competitor is considered who has not turned in the required paperwork and check payable to VRPC.

Horse Managers will be selected on the basis of the team placing in Horse Management for that rally, providing they meet the age and rating requirements.

Entry checks will not be deposited until the Virginia Region Entries have been sent to USPC, and those attending will be notified as to when their checks will be deposited. All checks for alternates who do not attend will be returned.

SECTION D: TEAM COACHING

The VRPC will endeavor to provide schooling for the teams as time permits. The region provides the funding for the Championships prep session. Attendance at this prep session is important for both competitors and parents. The RS will select the team coaches for those disciplines requiring a coach.

The minutes of the November 9, 2003 Virginia Region Pony Club Annual Meeting state that the Regional Council voted to approve these policies. Thus, they are now effective, pending approval by the USPC Vice-President for Regional Administration.

Respectfully submitted on 23 February 2004,

Carol Noggle

Regional Supervisor, effective January, 2004

Approved by USPC, Inc. Vice-President, Regional Administration, Tom Adams

1 March, 2004 per email

Index