LOG BOOK PROCEDURE AT SHAHZADA.
21/3/2007
The log book procedure at Shahzada varies from other endurance rides because of the ongoing nature of the event and the unique computer set up available. The procedure, which has been developed and fine tuned over 18 years, reduces the incidence of misplaced log books and enhances the general smooth running of the event.
1. Entrants should "self fill in" details of the event on the first available page in the current yellow horse log book for 400km, or either blue or yellow log book for the 80km Single Day event, or either blue or yellow log book or pink card for the Training ride. Please use a ball point pen and ensure that the ink is not water soluble. Please ensure that there are sufficient unused pages in the logbook to complete the entire ride.
2. To obtain your rider number vest, you must submit the following for verification of eligibility to enter:
a) your completed and signed yellow entry form for 400 km, or blue entry form for 80km single day event or pink entry form for the Trainer (which comes from Event Recorder Ross Mudie after pre-nomination and full payment).
b) signed NSW ERA age disclaimer for entrants under 18 years of age.
c) your current AERA (State division) qualified rider membership card.
d) for 400 km - yellow horse log book with event details already entered. Please note that only qualified endurance horses are eligible to enter, horses affected by the 13 month novice horse rule are not able to enter. It is recommended that you bring the previous horse log book to establish qualification.
For 80km Single Day - Yellow or Blue log book.
For Trainer - Yellow or Blue Log Book or Pink Card.
3. Entry submission times are Saturday afternoon 25/8/2007 between 2pm and 5pm or Sunday 26/8/2007 between 10am and 1pm for all riders, at the ride office (IRT tent) in Bulga St, St Albans. Additional entry times for Training riders and 80km riders between 9am and 11.00am Monday 27/8/07 and for 80km Thursday riders, between 9am and 10.30am Wednesday 29/8/07.
4. Once the entry has been successfully verified, the entry form and age disclaimer will be retained in the ride office, the horse log book and AERA membership card returned to the rider and the rider number vest will be issued.
5. While in the IRT tent office collecting the rider vest, for 400 km - the rider must take the saddle and any other gear that the horse will be carrying during Shahzada, to the Scales in the office for weighing as follows:
Weigh the rider with saddle and any other gear that will be normally be carried by the horse.
For 80km - riders must weigh pre-vetting.
For Trainer - all weighing is optional.
6. The Office staff will record the carry weight (rider with gear) in the horse log book and enter the carry weight into the event computer.
7. Between 2pm and 4.30pm on Sunday 26/8/2007 for 400 km or 11 am to 2 pm Monday 27/8/2007 for 80km Single Day Tuesday entrants and Trainers, the horse attendant wearing the rider number vest, should take the horse log book and the horse to the TPR area. The TPR stewards will measure the Temperature, Pulse and Respiration (TPR) of the horse and enter this information in the horse log book. The log book will be returned to the horse attendant.
8. The horse attendant, wearing the ride number vest, should next proceed to the vetting area where the vets will conduct the pre-ride veterinary inspection. The veterinary inspection results and comments will be entered in the horse log book and the log book will be retained for return to the ride office.
9. The ride office staff will enter the pre-ride TPR data in the event computer system from the log book, fill in the 4am common start time for 400 km, 6am common start time for 80km Single Day and 6.15 am common start time for Trainers in the horse log book. The ride office should verify that rider weight has been entered in the log book for 400km & 80km riders and file the log books in numeric order in the log book boxes.
10. All 400 km riders are expected to start at 4am on Monday 27/8/2007, all 80km Single Day Tuesday are expected to start at 6am Tuesday 28/8/2007 and all Training riders are expected to start at 6.15 am Tuesday 28/8/2007. All 80km Single Day Thursday are expected to start at 6am Thursday 30/8/2007. Rider numbers will be recorded at timekeeping as you leave. All riders must go past the camera at the Time Keeper and call their ride number as a record of starting. All 400km riders must leave before 4.15am Monday. All 80km Single Day riders must leave before 6.15am Tuesday or Thursday as appropriate. All Training riders must leave before 6.30am Tuesday. Any rider withdrawing before starting must advise the Chief Steward within 15 minutes of the nominated start time.
11. Incoming entrants will be issued with a time slip showing "time in" and "30 minute vet time". Outgoing horses will be time recorded onto a list. The timekeepers should enter the entrant time data into the event computer within 5 minutes of the occurrence. The action of entering times into the computer at the time keeper causes a printout on a dedicated printer at the ride office where the office staff will enter the "in/vet" time or the "out time" in the appropriate horse log book. Log books with "In/vet time" entries will be placed in the "waiting TPR" box in time order while "out time" entries will be filed in the "Out on Course" box in entrant number numeric order.
12. If there is a computer problem, which prevents data entry at the timekeeper's computer within 5 minutes, the timekeepers should phone the office to advise of "In/Vet" times.
13. When the horse is presented to the TPR stewards at the 30 minute vet check, the TPR data is written in the horse log book and the log book is returned to the horse attendant who is wearing the rider number vest. The horse attendant should then take the log book and horse to the vets for the veterinary inspection.
14. When the veterinary inspection is complete, the vet's results and comments are written in the horse log book and the log book is returned to the ride office.
15. The office staff enter the pulse data from the log book in the event computer and check if the horse is continuing in the event or is scratched.
a) The Log Books for entrants who remain in the event are filed back in the log book boxes in numeric order.
b) If the horse is a "Vet Out", "Withdrawal" or "Disqualification", this information is entered in the event computer. "Vet Outs" can be "Lame", "Pulse", "Metabolic", "Tied up" or "Injury" (or a combination of reasons). In the event of "Injury" a further brief description will be required in the event computer. The action of entering any of Vet Out, Withdrawal or Disqualification in the event computer at the ride secretary's office causes an immediate print out of the removal of that entrant on the printer in WICEN. The log book pages for Vet Out, Withdrawal or Disqualification should be photocopied for record purposes and the log book should then be filed in the "Vet Out box" in numeric order. The log book should only be returned to the rider on receipt of the rider number vest.
16. When a rider whose horse is Vetted Out, Withdrawn or Disqualified, returns their rider number vest, providing that the log book has been signed off by the head vet and ride secretary and a photocopy of the Shahzada pages in the log book has been obtained, then the log book may be returned.
17. During the running of Shahzada, a log book should only be in one of two places:
a) In the Ride Office.
b) In the TPR/Vetting area.
18. For successful 400km entrants, the log books will be returned after presentation when the rider number vest is returned on Saturday morning 1/9/2007. For successful 80k single day entrants, log books are returned on return of the rider number vest. For successful Training entrants, the log books will be returned after presentation when the rider number vest is returned on Friday afternoon 31/8/2007.