POSITION TITLE: Chairman of Judges received 11-5-2015

BASIC FUNCTION:
  • To oversee and coordinate all aspects of the judges' and judges' training program of The American Iris Society.

REPORTING RELATIONSHIPS:
  • He/she is appointed by the AIS President and responsible to the Board
    of Directors.

MAJOR FUNCTIONS:
  • To be thoroughly familiar with the rules and regulations of The American Iris Society as set forth in the most recent edition of the Handbook for Judges and Show Officials and subsequent rules and regulations approved by The American Iris Society Board of Directors.
  • To maintain an accurate roster of all Apprentice, Retired and fully Accredited judges (Garden/Exhibition, Master, Emeritus and Overseas) of The American Iris Society.
  • To interact with the Regional Vice Presidents (or their designees) to monitor the training of all accredited judges and to present a qualified list of judges to the AIS Board of Directors for appointment.
  • To plan and coordinate the presentation of judges' training sessions at the annual spring meeting of The American Iris Society.

SPECIFIC RESPONSIBILITY AND AUTHORITY:
  • Maintain an accurate roster of all apprentice, retired, and fully accredited AIS Judges.
  • Interact with the Awards Chairman to ensure that each qualified fully accredited judge receives the annual Official Ballot.
  • Interact with Regional Vice Presidents (or their designees) to ensure that each fully accredited judge maintains the minimum qualifications for continued judgeship.
  • Prepare the list of judges to be presented to the AIS Board of Directors for appointment or re-appointment.
  • Provide the RVPs (or their designees) a list of all judges and their status as approved by the AIS Board of Directors at the Fall Board of Directors meeting.
  • Interact with current and future convention chairmen to solve any questions or problems concerning judges' training sessions.
  • Attend the spring and fall meetings of the AIS Board of Directors and present a written report.

TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:

January
  • Provide RVPs (or their designees) information about the number of hours each accredited judge has earned during the previous 2-year period and the number of required number of training hours that must be completed during the current year in order to be considered for reappointment. Apprentice Judges in their third year must complete the required training or be dropped from the Roster.

Mid-February
  • Interact with the AIS Membership Secretary to receive a list of judges who have not paid their AIS dues.
  • Notify each RVP (or their designee) the list of each dues-delinquent judge. To be reinstated, dues must be paid by March 31.
March 31
  • Request a list of judges who have not paid their dues from the AIS Membership Secretary.
  • Notify each RVP (or their designee) of the judges who have been dropped from the Roster for non-payment of dues.
  • Request a full list of all judges (Apprentice, Retired, and Fully Accredited) and their addresses from the AIS Membership Secretary.
  • Provide the Awards Chairman a list of all Apprentice and Fully Accredited judges and their addresses. Instruct the Awards Chairman to be sure that each Apprentice Judge receives a copy of the Official ballot that is marked "Void - For Study Purposes Only."
April-May
  • Attend the spring meeting of the AIS Board of Directors; present an interim report of the Chairman of Judges.

August
  • Interact with the Awards Chairman to receive a list of judges who did not vote a timely Official Ballot. Maintain an accurate roster of judges who have failed to vote a timely Official Ballot for two consecutive years.

  • By August 31, provide the following to each RVP (or designee):

    • A Training Report for each Apprentice, Retired and Fully Accredited Judge showing the number of training hours earned during the past 2-year period.

    • A list of all Apprentice, Retired and Fully Accredited Judges, their addresses and status and a notation of Garden/Exhibition judges who are eligible to advance to Master.

    • A letter explaining how to complete the report.

    • Blank copies of the Training Report

    • Blank copies of the Advancement Report

  • Samples of the Training Report, Advancement Report, Judges' List and letter are included at the end of this document.

September
  • Receive completed Training Reports with recommendations for the coming year from each RVP (or designee) by September 25. Communicate with delinquent RVPs (or designee) to ensure receipt of completed reports.
  • Check AIS judges' training records to be certain that all judges are eligible for appointment, especially new Apprentice Judges and recommendations for reinstatement. If necessary, verify that all new appointments have met the AIS requirement for continuous membership.
October
  • By October 10, send a copy of the roster of judges for each region to the proper regional official and request verification of accuracy.
  • Prepare the list of judges eligible for appointment or re-appointment for the AIS fall Board of Directors Meeting.
  • Prepare a report on judges who have been nominated for the status of Emeritus Judge. This confidential information is presented to the Board of Directors in Executive Session.
November (First full week-end)
  • Attend the fall meeting of the AIS Board of Directors; present the Annual Report of the Chairman of Judges.
November (Immediately following Board of Directors meeting)
  • Call and congratulate new Emeritus Judges.

SAMPLE TRAINING REPORT

SAMPLE ADVANCEMENT REPORT

SAMPLE JUDGES' LIST

SAMPLE LETTER

POSITION TITLE: Chairman of Judges

BASIC FUNCTION:
  • To oversee and coordinate all aspects of the judges' and judges' training program of The American Iris Society.

REPORTING RELATIONSHIPS:
  • He/she is appointed by the AIS President and responsible to the Board
    of Directors.

MAJOR FUNCTIONS:
  1. To be thoroughly familiar with the rules and regulations of The American Iris Society as set forth in the Handbook for Judges and Show Officials, 6th Edition, 1998, and subsequent rules and regulations approved by The American Iris Society Board of Directors.
  2. To maintain an accurate roster of all Apprentice and fully Accredited judges (Master/Active, Master/Retired, Emeritus, and Overseas) of The American Iris Society.
  3. To interact with the Regional Vice Presidents (or their designees) to monitor the training of all accredited judges and to present a qualified list of judges to the AIS Board of Directors for appointment.
  4. To plan and coordinate the presentation of judges' training sessions at the annual spring meeting of The American Iris Society.

SPECIFIC RESPONSIBILITY AND AUTHORITY:
  1. Maintain an accurate roster of all accredited AIS Judges.
  2. Interact with the Awards Chairman to ensure that each qualified accredited judge receives the annual Official Ballot.
  3. Interact with Regional Vice Presidents (or their designees) to ensure that each accredited judge maintains the minimum qualifications for continued judgeship.
  4. Prepare the list of judges to be presented to the AIS Board of Directors for appointment or re-appointment.
  5. Notify NEW Apprentice Judges, NEW Accredited Judges, NEW Master Judges, and NEW Emeritus Judges of their status, immediately following the fall AIS Board of Directors meeting.
  6. Notify all RVPs of the approved Roster of Judges for their region.
  7. Interact with current and future convention chairmen to solve any questions or problems concerning judges' training sessions.
  8. Attend the spring and fall meetings of the AIS Board of Directors and present a written report.

TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:

January
  • Mail cards for all new Apprentice Judges. Continuing fully accredited Judges do not receive a card.
  • Write to RVPs to give them a list of JT activities that need to be accomplished by the Region during the coming months.
  • Remind Regional officials to be in touch with judges in that region who are in need of training in order to be considered for reappointment. Apprentice Judges in their third year must complete the required training or be dropped from the Roster.

mid-February
  • Interact with the AIS Membership Secretary to receive a list of judges who have not paid their AIS dues.
  • Send a letter of suspension to each dues-delinquent judge. To be reinstated, dues must be paid by March 31.

mid-March
  • Ensure that each Apprentice Judge receives a copy of the Official Ballot that is marked "Void - For Study Purposes Only."

March 31
  • Receive a list of judges who have not paid their dues from the AIS Membership Secretary.
  • Notify each RVP (or their designee) of the judges who have been dropped from the Roster for non-payment of dues.

April- May
  • Attend the spring meeting of the AIS Board of Directors; present an interim report of the Chairman of Judges.

July

  • Request from the AIS Membership Secretary two (2) copies of the judges' roster for each Region.
  • Interact with the Awards Chairman to receive a list of judges who did not vote a timely Official Ballot. Maintain an accurate roster of judges who have failed to vote a timely Official Ballot for two consecutive years.

August
  • Mail one copy of each Regional Judges Roster to the RVP (or designee) and request correction of any errors and request recommendations.
  • Request accurate training records showing the eligibility of each judge recommended for reappointment.
  • Request accurate training records showing the eligibility of each Apprentice Judge being recommended for advancement to Accredited Judge.
  • Request that the RVP (or designee) verify that each judge has returned a timely Activity Report.
  • Check AIS judges' training records to be certain that all judges are eligible for appointment, especially new Apprentice Judges and recommendations for reinstatement. If necessary, verify that all new appointments have met the AIS requirement for continuous membership.

September
  • Receive recommendations for the coming year by September 1. Communicate with delinquent RVPs to ensure receipt of regional recommendations.
  • Send a copy of the roster of judges for each region to the proper regional official and request verification of accuracy.

October
  • Communicate with the RVP Counselor to determine the name and addresses of new RVPs.
  • Prepare Report for the AIS fall Board of Directors Meeting. This includes: all changes in the Roster and reasons for these changes; a breakdown of the number of quota and non-quota judges for each region.
  • Prepare a report on judges who have been nominated for the status of Emeritus Judge. This confidential information is presented to the J Board of Directors in Executive Session.

November (First full week-end)
  • Attend the fall meeting of the AIS Board of Directors; present the Annual Report of the Chairman of Judges.

November (Immediately following Board of Directors meeting)
  • Notify the Editor of the Bulletin of The American Iris Society of the final Roster of Judges for publication.
  • Mail letters of congratulations to all new Apprentice Judges, Accredited Judges, Master Judges and Emeritus Judges.
Topic revision: r3 - 05 Nov 2015, BobPries
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