ZONE 4 POLICIES AND PROCEDURES
The following policies and procedures are an extension of the rules already laid
forth in the IEA national rules and guidelines. They are meant to serve as
further clarification of IEA rules as applicable specifically to Zone 4 of the
IEA national organization. Version 1, adopted January 21, 2012.
IEA Zone 4 Objectives
The core objectives of IEA Zone 4 are to:
1. Promote sportsmanship and participation in equestrian competition among all
students in Georgia, South Carolina, Florida, Tennessee, Mississippi, and
Alabama without regard to level of riding skill.
2. Provide all students in Zone 4 an equal opportunity to learn about
horsemanship and equestrian riding.
3. Improve the equestrian skills of its members through instruction, education,
and competition.
4. Provide an environment that is conducive to equine education while
encouraging the development of sportsmanship, scholarship, leadership,
cooperation, and team spirit.
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ZONE 4 POLICIES AND PROCEDURES
Table of Contents
Article 1 - Board of Directors and
Region Chairs
Article 2 – Meetings of Directors
and Members
Article 3 – Administration of
Funds
Article 4 – Committees
Article 5 – Membership
Article 6 – Zone 4 Regions
Article 7 – Horse Usage Guidelines
Article 8 – Steward Policies
Article 9 – Zone Finals programs
Article 10 – Schooling Rider
Policy
Appendix I – Zone 4 Regions
Guidelines 2011-12
Appendix II – Zone 4 Hoof Print
Program
Appendix III – Steward Clinic
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ARTICLE 1
BOARD OF DIRECTORS
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ZONE 4 POLICIES AND PROCEDURES
Section 1: Directors
The Zone 4 Board of Directors shall consist of:
Zone Chair (President)
Manages zone activity and growth as follows:
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Communicates with National IEA and zone community
Responds in a timely manner to questions from the membership
Provides “on call” availability
Manages Zone Final Horse Show
Prepares Region Splits by June 15 of each new season
Provides accounting updates and a year- end P&L, Balance Sheet, and Income
Sheet to national office
Calculates Zone allocations each year at least two weeks before Zone Finals
Updates all electronic media; Facebook, Twitter, website, Tumblr
Oversees first time horse shows within the region Zone
Facilitates new growth with prospective teams
Serves as Chair of the Zone 4 Board
Serves as Chair of the Zone 4 Ethics Committee
Serves as member of National IEA Board
Parliamentarian
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Consultant to the zone chair
Oversees the nominating committee for executive committee positions
Answers parliamentary questions as needed
Vice President, Horse Master
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ZONE 4 POLICIES AND PROCEDURES
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Oversees horse use at all zone 4 shows
Appoints Region Horse Master
Oversees horse description list by region
Assists teams with facilitating horse leases when necessary
Provides assistance with horse grids when needed
Ensures that horses are transported and cared for properly at shows
Secretary
Compiles minutes from each board meeting
 Serves as show secretary for zone finals
 Provides assistance to show secretaries as needed; especially with questions
Regarding software, prize lists, and show programs
 Assists Zone Chair with Zone 4 electronic media
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Treasurer
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Prepares annual budget for zone 4
Maintains bank account for zone 4
Manages cash flow
Prepares financial statements quarterly and provides National IEA with copies
Acts as Treasurer for Zone Finals horse show
Region Chair
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Act as a liaison between the Zone Chair and the Region Coaches, Teams
A. Establish and maintain an open line of communication directly to all
coaches and teams within their region
B. Ensure that rules and guidelines are properly executed within their
region
C. Act as first level support on questions, concerns, and suggestions
for the coaches in their region.
Oversee the planning of the Region Show Calendar
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ZONE 4 POLICIES AND PROCEDURES
A. Coordinate show date scheduling, judge & steward usage across the
region to ensure accordance with the rules regarding dates and judge
use within a region.
B. Coordinate show date scheduling across their region to ensure that
the region has enough shows and each team in the region that is
required to host has scheduled their show in accordance with the
rules.
C. Assist teams in soliciting, coordinating, and securing co-hosts
where needed.
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Provide assistance to new Teams and Coaches where needed
A. Assist new teams and coaches in their region with answering team
startup related questions.
B. Guide new teams and coaches in their region in completing the
required membership paperwork.
C. Educate new teams and coaches in their region as needed where
specific rules and guidelines need to addressed.
D. Provide first level support to all new teams and coaches in their
region to direct them to the appropriate resource or person within
IEA to assist with their specific need.
E. Guide or assist new Teams and/or Coaches who are first time show
hosts with show planning and especially in creation of the horse
grid.
F. In lieu of and when requested by the Zone chair, attend & supervise
shows hosted by new teams.
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Act as Show Manager for the Region Final Competition
A. Coordinate scheduling Region Finals show date with Zone chair and
coaches in their region
B. Communicate with region coaches to solicit feedback and finalize
agreement on selection of Region Finals show officials
C. Create and execute Region Finals show project plan to ensure each
team equally participates and committees perform their responsible
jobs
D. Create and manage Region Finals show budget, and as such manage all
show financials.
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Maintain a position on the Zone 4 Board
Attend Board meetings and conference calls as Region representative.
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ZONE 4 POLICIES AND PROCEDURES
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Communicate general information learned from Zone Board meetings and calls to
Region coaches & teams.
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Maintain a Region Budget
A. Establish a Region bank account and manage all financials associated
with Finals show expenses.
B. Prepare an annual financial report to the Zone which in turn is
forwarded to the National Office. Accordingly, each Region should
establish some way to keep up with transactions.
C. Maintain sufficient funds in the Regional banking account to remain
open and forward the remainder of the funds to IEA Zone 4 at the end
of the competition season.
Section 2: Election of Directors
The Voting Members in each active region will elect the Zone 4 Board of
Directors. The initial slate will be created by the Zone Chair, who will also
take nominations and suggestions from the general membership. An ‘active region’
is defined as at least five IEA teams or five IEA coaches in the region. Any
Voting Member can self nominate his or herself for the position of Region Chair
or any other board position. Nominations must be submitted to the Zone 4
Secretary no later than April 15th of the appropriate election year and if there
is more than one nominee a vote will be conducted no later than June 1st. The
Voting Members will elect the Region Chair on the official ballot that is posted
by the Zone 4 Chair or the Zone 4 Secretary. There will be one vote per Voting
Member.
The Zone 4 Chair is elected to a 3 year term beginning in 2006. The Region Chairs
are elected to a 2 year term beginning 2009. A Region Chair may simultaneously
hold positions of Vice president, Secretary, or Treasurer of Zone 4.
Section 3: Qualifications of Directors
All members of the Zone 4 Board of Directors must be Voting Members of IEA and
citizens and residents of the United States of America.
Section 4: Vacancy
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ZONE 4 POLICIES AND PROCEDURES
In the event of any vacancy on the Board of Directors, the remaining current
Directors shall elect an eligible successor to finish the remaining term of the
vacant post.
Section 5: Withdrawal or Removal of Officers
If an IEA Officer withdraws, dies, is removed, or is no longer able or available
to actively serve during his/her term, the Board of Directors will elect by
majority vote a qualified Voting Member to fulfill the term. If this creates an
opening on the Board, then that position will be filled by the Board.
ARTICLE II
MEETINGS OF DIRECTORS AND MEMBERS
Section 1: Meeting of Members
An annual meeting will be held at the IEA Zone 4 Finals at a time and place
designated by the Board of Directors.
Section2: Meetings of the Board of Directors
Meetings of the Board of Directors may be held in person, electronically via
internet, or telephonically. Actions taken by BOD at a meeting held in person,
electronically via internet, or telephonically shall be considered binding.
Section 3: Quorum
Sixty percent of the Voting Members or a majority of the Board of Directors then
in office shall constitute a quorum. At every meeting of the BOD at which a
quorum is present, the Board of Directors may act by a majority of those in
attendance. If less than a quorum is present at any meeting, the meeting may be
adjourned.
Section 4: Proxy
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ZONE 4 POLICIES AND PROCEDURES
Any Director or Voting member may by letter or other written instrument signed by
them, appoint a proxy to act on their behalf or consent at any meeting.
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ARTICLE III
ADMINISTRATION OF FUNDS
Section 1: Fundraising
Zone 4 may endeavor to raise funds for the purpose of promotion of the IEA in
Zone 4 and for the execution of Zone 4 Finals and the 6 regional finals.
Section 2: Accounts
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Zone Accounts: The Zone 4 Treasurer shall keep accurate records of all monies
in the zone including donations, gifts, income and expense. The Zone 4 Teasurer
will present budget and current accounting for review by the Board of Directors
at least 4 times per competition year. Financial statements will be prepared
for the National IEA accountant as needed, but at a minimum, for the IEA fiscal
year end. Minimum Bank Balance Amount?
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Region Accounts:
Each region in the Zone must prepare an annual financial
report to the Zone which in turn is forwarded to the National Office.
Accordingly, each Region should establish some way to keep up with
transactions.
Each region should have a bank account (mainly for the Regional Finals Horse
Show) which should remain open at all time. The Region should have two signers
on the account, as well as, the IEA Executive Director, Roxanne Lawrence. As
the IEA is really one organization and not separate organizations, each Region
should not try to accumulate and manage their own pot of money. Each region
should forward any excess funds they have to the Zone, only leaving an amount
in the checking account so that it will remain open. During the summer, check
signers on the accounts should be updated for any changes within the Region.
Upon starting the new season, each Region will be sent $1,000 from the Zone to
begin their year.
Section 4: Funding of Zone and Region Finals
Zone 4 will maintain funds allocated to the zone finals horse show in the Zone 4
bank account. There should be an amount equal to 20% of the zone finals budget
allocated to zone finals on hand at all times. Additionally, there should be an
amount equal to $1,000 per region on hand for Region Final horse shows.
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Section 3:
Zone 4 Senior Scholarship Award
Zone 4 will offer a scholarship for matriculating seniors each year as funds
allow. The award will be given to three Zone 4 High School Seniors to be used
for post- secondary school education. The First place winner will receive $1300,
the Second place winner will receive $850 and the Third place winner will receive
$600.
IEA student riders will enter the contest by completing a three part
essay which will be assigned by January 30 of that year. The applicant should
submit all required supporting data by the announced date.
An independent college recruiter will grade all essays. The essays will be
presented anonymously to the judge within a reasonable time. All results will be
announced at the Zone Finals horse show each year.
Increases or decreases in scholarship amounts can be proposed and voted on each
year before January 30.
Section 4:
Financial Assistance
Zone 4 will offer financial assistance for approved members on an annual basis.
(This program was created and approved by the Zone 4 Executive Board on October
19, 2010.) The goal of the fund is to enable students with financial hardships
opportunity to continue participation in the IEA. These are students who that
have the promise, potential, and desire to go forward with the sport, but lack
the financial support. Currently, Zone 4 supports up to 4 students per year (as
approved on August 31, 2011. Financial assistance will be available each year as
zone 4 funds permit.
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Sponsorship: Students must be recommended for the program and sponsored by
the student’s IEA Coach. Recommendations must be made no later than
September 10th in order to participate in the new season’s first shows.
Recommendations must come in the form of a typed, double spaced letter from
the Coach to the Zone Chair. Letters should include: student’s name,
discipline, age, riding background and brief summary of the family’s
financial condition. Additionally, the Coach should give a personal
recommendation on why that student should be approved for this program.
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Financial: Sponsorships will include all lesson fees (2x per month), all
show coaching fees, and all competition class fees. Horse show hosts will
not collect horse lease fees for sponsored riders and Coach’s will agree to
$35 training fees throughout the sponsorship period (one year). All
sponsorships will be awarded for a period of one year.
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ZONE 4 POLICIES AND PROCEDURES
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Approval: All applications will be compiled and reviewed at the same time
by the Zone 4 Ethics Committee. No more than four students will be
sponsored each year without a Board vote to extend benefits. If a student
has been recommended or is personally known by an Ethics Committee voting
member, the alternate Board member will replace that member on that
particular vote.
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Anonymity: Once approved, the Coach will be notified and can then notify
the student’s parents. No other parties will be made aware of the financial
support, including the student if the coach and parents desire. In order to
maintain the student’s anonymity, the Zone will prepare a horse lease waiver
to be attached to show applications. The waiver will reduce the required
hoof print by two rides, but will not indicate which student benefits.
Section 5:
BOD Compensation
No Board of Directors will receive financial compensation, with the exception of
the Zone Chair. The Zone 4 Chair will receive compensation of $850 per month
plus reimbursement of zone related expenses. Extraordinary travel associated
with the zone chair position will be reimbursed on a monthly basis.
ARTICLE IV
COMMITTEES
Section 1: Committee Chair
Committee chairs will be appointed by the Zone 4 Chair for the current year.
Committee chairs may or may not be Voting Members.
Section 2: Committees
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Zone 4 Chair may enact or disband committees as necessary. The committees are
intended to aid the Zone Chair in the execution of her duties.
Fundraising
This committee will manage the Zone 4 Annual Back Number fundraiser.
committee will also assist in
zone wide fundraising activities throughout the season.
This
Philanthropy
This committee will organize the Zone 4 philanthropic efforts.
PR & Advertising
This committee will generate publicity and advertising for Zone 4.
Juniors
This committee will oversee the Zone 4 Juniors Committee through meetings,
philanthropy, activities, and social media.
New Teams
The New Teams committee will provide guidance to new teams with horse show
attendance, hosting, and team building as needed throughout the season.
ARTICLE V
MEMBERSHIP
Section 1:
Qualifications
Voting Members must be citizens of the USA, be at least 21 years of age, and be
of good character and repute. Associate members must be at least 12 years of age
and be of good character and repute.
Section 2:
Membership classes
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A) Voting members: Voting members include all IEA member coaches who are at
least 21 years of age. Voting Members are entitled to the right to vote
in IEA matters and the right hold office or serve on committees at the
region, zone, and national IEA.
B) Associate members: Associate members include all IEA member riders or
contributing members under the age of 21. Associate members do not have
the right to vote in IEA matters and cannot hold office or serve on
committees at the region, zone, and national IEA except in the IEA Junior
Committee.
Section 3: Annual Membership
Memberships for any class shall be for a fiscal year beginning July 1 of each
year and must be renewed each year by paying the appropriate dues and completing
the IEA membership application process.
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ARTICLE VI
ZONE 4 REGIONS
The Zone 4 regions were determined using the guidelines set forth in IEA Rule
4.C.2.
Please refer to Appendix I, Zone 4 Regions Guidelines 2011-12 for year specific
details.
Section 1: Region Splits
Each region should have adequate numbers of horses and facilities for hosting
regular point shows.
Regions should be small enough to create an ease of entry and scheduling. For
the 2011-2012 season,
Zone 4 will have a maximum of 6 hunt seat regions and 1 western region.
Section 2: Region Split Strategy
Regions that accommodate the Metro Atlanta area will consider these factors:
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teams with the same coach, unless otherwise requested, will share a
region
there should be at least 2 teams with a large supply of horses in each
region
there should be at least 3 middle school teams in each region
there should be a mix of some new and some returning teams in each
region
there should be at least one team and coach with strong IEA experience
reasonable driving distance to area shows
there should be a similar number of eligible riders in each region
Those teams geographically isolated will form a region such as South Carolina and
coastal Georgia. However, some parts of South Carolina may fall in to the Metro
Atlanta area if they are within 1 to 2 hours driving distance.
The sixth Region will accommodate middle and southern Florida teams.
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ZONE 4 POLICIES AND PROCEDURES
Section 3:
Qualifying For Zone Finals
Region Finals
Region Finals will only consist of teams and riders that have qualified for Zone
finals under Rule 4.C.3. Regional finals will be held at least 2 weeks before
Zone finals.
Zone Finals
Following IEA rules, there will be no more than 12 riders per class at Zone
Finals and no more than 12 teams at Zone Finals. However, rider and team
positions for Zone Finals will be narrowed further from the current
recommendation. Each Region will be guaranteed at least one spot in each class
if a rider is available. The remaining or unused spots will be proportionately
divided among the regions of the zone based upon the number of members in each
region’s class as determined by that Regions’ Regional Final show entries.
Specifically, if 40% of the zone’s Varsity Open riders at the Regional Final
shows are in Region 5, then Region 5 will receive 40% of the Zone Finals’ unused
positions.
Every region in Zone 4 will be allowed one team at Zone Finals.
will be calculated based on the criteria stated above.
Additional teams
ARTICLE VII
ZONE 4 HORSE USEAGE GUIDELINES
Section 1:
Cover Your Hoofprint Program
Zone 4 recognizes that the IEA was founded on the concept that riders do not need
to own or provide a horse in order to compete at an IEA sanctioned event. Per
IEA Rule 5.C.1, it is the responsibility of the Event Host Coordinator to provide
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horses and cannot require horse contribution or acceptance to the show contingent
on participating teams and riders providing horses.
Currently, there are few facilities and horse providers in most parts of the
zone. Therefore, teams in Zone 4 will follow a horse contribution policy created
and adopted in 2007. This policy, entitled Cover Your Hoofprint (please refer to
Appendix II), is a voluntary program for all teams.
Program criteria include:
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Participating teams agree, in good faith, to contribute enough horses to
cover the number of rides that team will enter in each show.
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As agreed by a majority vote in 2009, horses will not be used more than six
times per show, including alternate rides.
Section 2:
Suitability of Horse to Rider
Per IEA Rule 6.F.10, it is the Show Steward’s ultimate responsibility to
determine the suitability of rider to horse, rider to class, and horse to class
level.
Restricting Riders by Height and Weight
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Riders who are 5’6” or taller (when measured wearing tall boots) should be
indicated as Height Restricted. (Ht)
Riders who weigh more than 150 lbs (in full riding attire) should be
indicated as Weight Restricted. (Wt)
Riders who exceed 5’10” should be indicated to the show host and cannot draw
horses less than 16 hands. (+Ht)
Riders who are less than 5’ should be indicated to the show host and cannot
draw horses greater than 16 hands. (-Ht)
Restricting Horses by Height and Weight
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Horses/ponies measuring 14.2 or smaller should be height restricted. (Ht)
Horses that cannot accommodate riders greater than 150 lbs should be weight
restricted. (Wt)
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ARTICLE VIII
ZONE 4 SHOW STEWARDS
Section 1:
Steward Eligibility
Eligibility to steward a Zone 4 IEA show is consistent with that of the IEA: IEA
coaches, IHSA coaches, or USEF licensed stewards may officiate at any IEA show.
However, Zone 4 strongly encourages show hosts to use only those coaches with
steward experience or Zone 4 training whenever possible. To help that effort,
Zone 4 maintains a current list of IEA and IHSA stewards on the Google Documents
web page.
Section 2:
Steward by Committee
Stewarding by Committee is discouraged at Zone 4 competitions except when no
other alternative is available.
Section 3:
Steward Reports
Zone 4 Show Stewards will record and provide additional end of day information
for the Zone Horse Master and individual Show hosts. This addendum to the IEA
Steward Show Report will request details of re-rides, falls, refusals, and why
individual horses were removed from the competition.
ARTICLE IX
ZONE 4 SCHOOLING RIDERS
In addition to rules applicable to schooling riders at IEA regular point shows
and any finals shows, Zone 4 has the following additional rules regarding
qualifications for schooling riders:
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Schooling riders should be IEA members who are currently in the Varsity Open
division and competing at 3’3 or higher in regular competition. Adult nonmember riders competing at 3’ or higher are considered qualified Zone 4
schooling riders.
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Member coaches are encouraged to school horses whenever possible.
ARTICLE X
ZONE FINALS
Section 1:
Awards and Recognition
Horsemanship Test
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The Zone 4 Horsemanship Test will be sponsored each year by a participating
team at Zone 4 Finals. This test complements the IEA’s mission to educate
younger equestrians in all areas of equestrian studies and focuses on the
belief that horsemanship always comes first.
The Zone Test will be available to all IEA members during the Zone Finals
show.
There may or may not be a fee to take the test.
In prior years, a
small entry fee has been collected and donated to the current year Zone 4
philanthropic project.
There will be 2 versions of the written test: one for hunt seat riders and
one for western riders. The top three highest scoring exhibitors will be
invited to a hands-on Horsemanship Test.
The winner receiving the highest overall score will receive an award
provided by the sponsoring team.
Sportsmanship Award
Zone 4 will award a perpetual Sportsmanship trophy to an IEA Student Rider each
year. All IEA riders and coaches with current membership may nominate an IEA
member rider.
Sportsmanship Nominees will have demonstrated the following characteristics:
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Full commitment to participation (e.g. working hard during all practices and
games, acknowledging one’s mistakes and trying to improve)
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Respect and concern for rules and officials
Respect and concern for social conventions (e.g., shaking hands, recognizing
the good performance of an opponent)
Respect and concern for the opponent (e.g., lending one’s equipment to the
opponent, agreeing to play even if the opponent is late, not taking
advantage of injured opponents)
Avoiding poor attitudes toward participation (e.g., not adopting a win-atall-costs approach, not showing temper after a mistake, and not competing
solely for individual prizes)
Sportsmanship Nominees must have met the following criteria:
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Student-athlete must have demonstrated good citizenship outside of the
sports-competition setting.
Nominee must have demonstrated consistently good sportsmanship and ethical
behavior in his/her daily participation in IEA.
Student-athlete must be in good academic standing.
Student-athlete or team nominee must be a member of an IEA team during the
current academic year.
A team may be considered as a nominee if extraordinary circumstances exist,
otherwise, only individuals will be considered.
Any nomination form emailed to the Zone Chairman must be followed by a
signed original copy carrying original signatures.
Best Coach Award
Zone 4 Coaches will have an opportunity each year to nominate and vote for an
individual that best meets the criteria of an ideal IEA coach. The nominee
should be someone who:
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Creates an atmosphere where excellence prevails.
Demonstrates an unflappable temperament both in and out of the ring.
Exhibits generosity with time and advice to all levels of riders and
Coaches.
Keeps vision and values front and center; winning at any point should never
come at the expense of values.
Dedicated to lifelong learning and professional development.
Communicates as much through anecdotes and analogies as the intellect.
Advocate as much for the horse as the human; demonstrates excellent
horsemanship always..
Exhibits passion about life, horses, and coaching.
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Instinctively compassionate when occasion arises; leads with respect and
regard for students and peers.
Demonstrates knowledge through personal experience and competence.
Zone 4 Scholarship
See Administration of Funds, page ______.
APPENDIX 1
ZONE 4 REGIONS
Zone 4 Region Recommendation
2011-2012
As Of August 15, 2011
Amended September 18, 2011 to reflect combining Regions 5 and 7
The Zone 4 regions were determined using the guidelines set forth in IEA Rule
4.C.2. A Zone map can be found at: http://www.zeemaps.com/pub?group=248441&x=79.6948&y=30.9305&z=11&list=1.
Recommendation
Zone 4 proposes 7 regions for 2011-2012.
will not split into Regions.
Western Teams and Saddle Seat Teams
Rationale
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ZONE 4 POLICIES AND PROCEDURES
1. Each region should have adequate numbers of horses and facilities for
hosting regular point shows.
2. Regions should be small enough to create an ease of entry and scheduling.
3. Regions should be in the same general geographic vicinity.
Strategy
1. Regions 1, 2, 3, and 6 will accommodate the Metro Atlanta area and adjacent
outlying areas. The following factors are considered:
a. teams with a shared coach in same region
b. at least 2 teams with large supply of horses in each region
c. at least 3 middle school teams in each region
d. some new teams and some returning teams in each region
e. at least one team/coach with strong IEA experience
f. reasonable driving distance to area shows
g. similar number of eligible riders in each region
2. Region 4 will accommodate South Carolina and coastal Georgia. Some parts of
South Carolina may fall in to the Metro Atlanta area if they are within 1 ½
to 2 hours driving distance.
3. Region 5 will accommodate south Florida teams.
Following IEA rules, there will be no more than 12 riders per class at the Zone
Finals and no more than 12 teams at Zone Finals. However, rider and team
positions for Zone Finals will be narrowed further from the current
recommendation.
Each Region will be guaranteed at least one spot in each class if a rider is
available. The remaining or unused spots will be proportionately divided among
the regions of the zone based upon the number of members in each region’s class
as determined by that Regions’ Regional Final show entries.
Specifically, if
40% of the zone’s Varsity Open riders at the Regional Final shows are in Region
5, then Region 5 will receive 40% of the Zone Finals’ unused positions.
Each
Region will be guaranteed at least one spot in each class if a rider is
available.
Every region in Zone 4 will be allowed one team at Zone Finals.
will be calculated based on the criteria stated above.
Additional teams
Regional finals will only consist of teams and riders that have qualified for
Zone finals under Rule 4.C.3. Regional finals will be held at least 2 weeks
before zone finals.
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ZONE 4 POLICIES AND PROCEDURES
The Zone 4 Chair will nominate members to be Region Chairpersons. A majority
vote of the Board and/or Region will be required to assume that position. The
Zone 4 Board and its objectives are attached under separate cover, Zone 4
Organization for 2011-2012.
Carol F. Sterrett
IEA Zone 4 Chair
August 15, 2011
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ZONE 4 POLICIES AND PROCEDURES
APPENDIX II
ZONE 4 HOOFPRINT PROGRAM
Zone 4 Hoofprints
The “Cover Your Hoof Print’ initiative recognizes that horses are our sustainable resource in the IEA. The Zone 4 plan measures the impact of a team’s
entries by how many rides the team makes. Every six rides requires one horse. Each IEA team should understand that they are making “Hoof Prints”
based on the number of rides they make at the competitions they attend. Ex: A team that enters 6 riders taking 2 rides each for a total of 12 rides
makes a TWO HORSE Hoof Print.
My team has entered _________ number of rides for this show. The impact our team will make on this show is measured as: ____ # of rides
divided by 6 = _________ number of horses. Our team will cover our hoofprint by providing __________ number of horses. Round up! Here’s our
list of horses and their descriptions:
NOTE: Please put a check mark in boxes as appropriate. A check mark √ in a class box means that your horse can be used in this class. Also use a
check mark to indicate if the horse is height or weight restricted or needs a crop or spurs. If Crop or Spurs is optional, indicate this with an “O.”
JV Nov o/f
Fut Int o/f
Fut Nov o/f
Var Open Flat
Var Int Flat
JV Nov Flat
JV Beg Flat
Fut Int Flat
Fut Nov Flat
Fut Beg Flat
2
3
4
5
6
7
8
9
or
9x
10
11
12
or
12x
1
RIDING DESCRIPTION
2
RIDING DESCRIPTION
3
RIDING DESCRIPTION
Coggins: an original certified veterinarian copy of negative Coggins test, dated within 12 months, is required for a horse to enter the show grounds. Please present
these before the show or no later than check in with the EHC.
*We can’t bring horses, but are willing to help pay for the leasing of horses. We have enclosed $______________ to help.
**I have extra room in my trailer and can haul horses. Call me!
Name:_________________________________________, Tel # ___________________
TEAM Name:________________________________________________________________
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SPURS?
Var Int o/f
1
CROP?
Var Open o/f
Wt. Restricted?
Ht. Restricted?
Breed & Size
HORSE NAME/
COMMENTS
ZONE 4 POLICIES AND PROCEDURES
APPENDIX III
STEWARD’S CLINIC MINUTES 091411
Meeting Minutes
Chair: Carol Sterrett
IEA Zone 4 Steward’s Clinic
Meeting called to order on September 14th, 2011 via Conference Call
Introduction
The Steward’s Clinic for Zone 4 of the IEA was called to order by Carol Sterrett on September 14th, 2011 at 10:00 am.
Steward Responsibilities
Carol Sterrett welcomed everyone and explained the primary responsibilities of the IEA Steward to be:
1. Ensuring that IEA rules are followed at the show
2. Ensuring that the show is safe
3. Ensuring that the judge can accurately do their job
4. Oversees the horse draw, but does not have to actually perform it.
5. Oversees horse schooling prior to the start of the school
6. In subjective situations, uses best judgment in the interest of the rider, horse and in the general spirit of the IEA
competition.
7. Provide the Steward Report required for IEA National show paperwork.
8. Records and provides additional end of day information for Show Manager (new process this year) on horses
pulled from the show and why
General Questions Discussed During the Meeting
Can horse schooling occur if the steward is not yet at the show? Carol addressed this question to Sue Wentzel, IEA
National Steward, who explained that there is actually no IEA rule stating that the steward must be present. She did
explain however that it is ideal for the steward to watch the horses school. Kathryn Quinlan, IEA National Membership
Secretary added that while it’s ideal, the show should not be held in the situation where a steward is late. Instead, the
Event Host (aka Show Manager) should explain the situation to coaches who are present and ask that these coaches
participate as the Steward Committee in the absence of the steward. The schooling can then proceed and the Steward
Committee can confer with the Steward on any horse issues when the steward arrives. It was also noted that in
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ZONE 4 POLICIES AND PROCEDURES
planning the show, the Show Manager should know the abilities of the horses coming to the show prior to the actual
schooling.
Is there an IEA rule as to when the draw is performed? Does the show hosting policy carry the same weight as the IEA
rules? How and when the draw is performed is outlined in the IEA Show Hosting Guide but not specified in the IEA
rules. Other than the rule that states the draw cannot be performed prior to the morning of the show and that the
steward must be present at the draw, there is no real IEA rule. The IEA Show Hosting Guide is used as a set of guidelines
and when necessary the Steward and Show Manager should defer to the IEA rules. The general policy is that the draw
should not be done so as to interfere with the riders’ opportunity to watch the horses school.
Where should the Steward be physically located at the show? After discussion on this subject it was decided that the
ideal location would be for the Steward to sit close to, but not right beside the Judge. Joy McMillion expressed concern
that because the judge is standing in the ring for Western shows, this is not feasible. It was discussed that this caused a
problem for some coaches at Hunt Seat Nationals this year where the coach could not easily access the Steward to
request re-rides. Carol explained that the Show Manager and Steward should take this into account when they plan for
the best location of the Steward at the show facility. Meghan Taylor suggested that when possible, the show should use
a volunteer located at a Re-rides Table setup specifically to handle these situations.
Is there a process for the Steward to ask the Judge if he can see past the faults of a horse? Can the Steward make this
decision without the Judge’s involvement? This is a judgment call by the Steward, but if it’s not clear, the Steward can
discuss it with the Judge. If the Judge feels that the rider needs a re-ride due to a problem with the horse, he can
certainly request it but ultimately, it is the Steward’s authority and decision. Stewards were reminded that in flat classes
for cross rails, intermediate, and open riders, the Judge can ask riders to switch horses as part of the testing process to
help in these cases. In cases where safety of the rider or of the horse is in question, the Show Manager can override the
Steward on whether a horse remains in the show. The Show Manager has ultimate liability for the show and with the
horse provider, so must make final decisions regarding safety.
Can the Show Manager override the Steward’s decision not to pull a horse in cases such as someone feels the horse is
too hot, the horse is lame, etc. ? This and similar examples about challenging Stewards’ decisions on horses and re-rides
were discussed at length. Kathryn Quinlan and Sue Wentzel again re-iterated that the Steward can make the decision
based on their best judgment, but that ultimately it is the Show Manager’s final decision as to whether a horse is pulled
because they are the ones who are liable. They explained that the call should be based first on safety of both the horse
and the rider, and when possible, the rider should be given the benefit of the doubt. They stated that these factors
should be the primary ones given consideration in the spirit of the IEA competition. They also explained that the Show
Manager generally has a good faith agreement with the horse owners and should therefore respect the wishes if the
owner requests that the horse is pulled.
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ZONE 4 POLICIES AND PROCEDURES
If a horse is used in one or more sections of a class and is then pulled, or the rider is granted a re, should the previous
section be re-ridden to allow the first rider the option of a different horse? It was suggested that different sections of a
class not be pinned, holding the judges card open until the final section is completed where horses are re-used in
subsequent class sections in order to avoid this situation. Sue and Kathryn explained that in cases where the coach felt
their rider was penalized due to horse performance and was not granted a re-ride they can then petition the National
Steward after the show and possibly be given an additional show if the circumstances warrant this decision. Sue
Wentzel reminded everyone that re-rides should be the exception if the Show Manager has done their job (of prescreening the horses to best determine horse suitability for their show).
What happens if the Steward doesn’t happen to see a situation that occurred in the ring? The Steward has the option of
conferring with the Show Manager, the Judge, and other coaches to get feedback on what happened and then make a
decision using their best judgment.
What is the rule on Height & Weight Limits for the combination of horse and rider? There is currently no IEA national
rule on this and a general policy can be decided upon at the zone level. There was much discussion of the need for a
standard on how horses are ht/wt restricted at shows and across different shows. Currently it is left to the judgment of
the Show Manager for a particular show. Carol explained that she would discuss this with the Zone 4 Ethics Committee
and follow up on a policy with the zone.
Who should be running the Schooling Ring at the shows and does the Schooling Ring Supervisor have the authority to
make decisions to disqualify a rider? It was discussed that having a qualified person in this role is critical to the show.
The job of the Schooling Ring Supervisor is to ensure that the proper warm-up pattern, number of jumps, and IEA rules
are followed. Don’t just eliminate the rider; instead, give the rider the benefit of the doubt if there is a question. In the
spirit of the competition the Schooling Ring Supervisor should err in the favor of the rider where possible and allow the
rider their chance in the competition ring. The only real way that the rider should be eliminated in the schooling ring is if
the rider blatantly disregards the rules such as jumping greater than 2 jumps. The Schooling Ring Supervisor can make
this call, but will try to confer with the Steward if possible. If the rider falls in the schooling ring, a re-jump is acceptable
and does not count as one of the 2 allowed jumps.
Finally, having no further questions, the clinic was adjourned at 11:15 am.
Minutes submitted for approval by Lynn Smith, September 15th, 2011.
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