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Interschool Information Booklet

For New and Potential Interschool Equestrian Schools

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New Interschool Registration Pack

1. Welcome Letter 3

2. What is Interschool? 4

3. How to Encourage Membership 6

4. Requirements to Compete in Interschool Competition 7

5. Checklist for Competition 8

6. Suggested Club Structure 10

7. How to Run an Event 11

8. Interschool Manual 13

9. Codes of Conduct 14

10. Appendix A 15

Appendix B 16

Appendix C 17

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1. Welcome Letter

Dear Equestrian Coordinator,

I would like to take this opportunity to welcome you to the 2011 Interschool Equestrian

year.

Our goals for the year are to continue to develop the Interschool Equestrian program by;

a) Improving the quality of events; achieved by having more resources available to schools

wishing to run successful events. Information will be provided to schools that are

registered with EQ and copies can be requested either by email or phone, otherwise

some information will be available online.

b) Creating new opportunities for all students; by providing both office based support

through the use of the new Interschool Sports Development Officer and the exploration

of new grant opportunities.

c) Continuing to grow and develop the Interschool Equestrian programme in QLD; with

more efficient systems in place and access to more relevant information and resources,

we will be able to effectively promote the Interschool Equestrian programme to other

schools and encourage membership and participation. This will in turn help to grow the

Interschool programme, leading to more competition and better quality riders, coaches

and events.

Using your feedback, this new Information Package has been developed to provide

important information to new and potential Interschool clubs and coordinators.

The resources available to Coordinators both in the Information pack and online will aid in

running efficient and effective school teams, following best practice guidelines and provide

greater opportunities for participation in the Queensland Interschool programme.

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2. What is Interschool?

Mission Statement:

Interschool Queensland is a school only competition for registered Equestrian Queensland

members, which provides opportunities to compete against competitors from other

schools in your age group as a horse/rider combination.

Interschool Queensland is run as a sports committee of Equestrian Queensland. The elected

Interschool committee is responsible for all aspects of management related to Interschool

competition and sports development.

There are currently 4 Interschool competition regions in Queensland that are run by sub-

committees (please refer to Appendix for contact details);

1) Southeast Queensland

2) Southwest Queensland (Darling Downs)

3) Central Queensland: Rockhampton and Wide Bay

Our goal for 2011 is to have a Far North Queensland region up and running this year.

The six equestrian disciplines recognised in Interschool include (please refer to appendix for

descriptions of these disciplines);

1) Dressage

2) Eventing

3) Show Horse

4) Showman

5) Jumping

6) Combined Training

All Interschool events are run under Equestrian Australia rules. Some IQ competitions are

run on a two tier system to encourage all riders to participate at a safe level that will

challenge their ability, while providing good standard for all. Tier 1 will enable riders to gain

experience whilst at the same time gaining points for their school and win ribbons and

trophies. Tier 2 contains classes that also gain points for the school however results from

these classes can be used to qualify for State Championships. Those riders who do well at

the state championships have the opportunity to represent Queensland at the National

Interschool Championships.

Regional, State and National Interschool competitions are integrated into the Interschool

competition year. A summary of State Championship Qualifying Criteria by discipline can be

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found in the latest Interschool Handbook under Table 1: Summary of State Championship

Qualifying Criteria by Discipline.

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3. How to Encourage Membership within Schools

Benefits of competition in Interschool competition;

Riders

Get to compete for your school in an internationally recognised sport

Opportunity to compete up to a National level

Access to EA trained Coaches registered under the NCAS scheme

Access to highly skilled Judges and Officials and high level of competition

Competition caters for both recreational and competitive riders

Interschool specific rules updated annually to ensure sport is regulated, fair

and safe for horse and rider

Medication control to ensure fair play and welfare of horses

Monthly Newsletter

Forms a part of the Equestrian Development Pathway

Opportunity to meet people outside of your school with similar interests

Is a sport that creates a great team based activity

Interschool riders will experience achievement, challenge and personal responsibility.

Schools

Access to State wide programmes and opportunities

An annually updated Handbook outlining Interschool specific rules to

regulate the sport in the interest of fair play, safety and horse welfare

Risk management advice and assistance to school to run safe and successful

events

Access to EA accredited coaches and officials

Regional, State and National levels of competition

Monthly newsletters to keep you up to date

Office based support and resources

An opportunity for students to be active and involved in an extracurricular

activity, meeting new people and learn new skills in a safe environment

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4. Requirements to compete in Interschool competition

In order to compete in the Interschool Equestrian competition you must ensure;

a) Each rider has current Junior Membership with Equestrian Queensland

- Forms can be found on Interschool section of the webpage under ‘forms’

- See section 3.2 in Handbook

- Cost is $205 for the year (or $120 for Junior Regional Membership)

b) The school is a current registered club within Equestrian Queensland

- To register please fill out the ‘New Interschool Application Form’ found on the Interschool

section of the webpage under forms

-See section 3.1 in handbook

- Cost $55 per year

Note: To register with EQ you will be required to send in a copy of the School’s Insurance Certificate

of Currency as a part of our policy statement.

c) Each horse rider combination must register for a unique IQ ID number

- To apply for your free IEQ number please fill out and return the ‘Interschool Horse Registration

Form’ found on the Interschool section of the webpage under forms

- No cost

-See section 3.2.1 of Handbook

Note: all registration with Equestrian Queensland must be renewed annually to remain a

current member.

Each school is required to register a uniform that their riders wear at all Interschool events

(see section 3.2.2 of the Manual)

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5. Checklist for Competition (For prospective riders)

1. At the beginning of each calendar year ensure you have paid your EA Junior

membership and renewed your IQ membership information ( horse/rider

registration) N.B. This is a twostep operation-there are two forms to complete and

send back.

2. Make sure you have your unique IQ number for each horse you intend to

compete with. You are now required to have 2 cards to display this number

either side of the saddlecloth during Interschool competition. N.B. Your IQ

number is for each horse rider combination.

3. If you wish to compete in Eventing check that you have completed an eventing

assessment with an EA NCAS Level 1 General (or higher) currently registered

coach on each horse you intend to compete and that the paperwork has been

lodged with the EQ office.

4. Read the IQ handbook paying particular attention to the rules and qualifying

criteria for the State Championships in those disciplines in which you wish to

compete.

5. Check the EA and IQ calendar regularly for competitions that are IQ qualifying

competitions (this is found at www.qld.equestrian.org.au ).

6. When you find a competition you wish to attend, note the closing date and

nomination process (most will be through www.nominate.com.au).

7. Carefully read the program for the competition or event. Note any class

restrictions, special rules or other issues relevant to that competition.

8. When nominating for events be careful to use the competitor’s full name (not

nicknames) and the full registered name and number of your horse (don’t use

stable names -only the IQ registered name).

9. Once you have nominated carefully check your receipt to make sure your

details are correct and that your nominated classes are listed. Also check any

camping and/or stabling details including the number of nights and the number

and location of stables. Contact the organising committee if there are any

errors or mistakes ASAP.

10. Check your requirements for Spraying and other DPI issues. This is very

important and fines are steep for offences. DPI officials often make random

checks at events, particularly large ones (More information can be found at

http://www.dpi.qld.gov.au/home.htm).

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11. Make sure you take your horse’s identification papers and any height

certificates (required Showhorse), waybills if required and other paperwork

with you. You may be asked to show these to verify a horse’s ownership, height

certificates or competition history at an event in the case of disputes.

12. Check the draw when it is put online to ensure you are entered in the correct

class and what jobs have been allocated to volunteers/helpers. If there are any

issues ensure you contact the organising committee ASAP. It is compulsory in IQ

that you complete any job allocated to you. Failure to do so can result in

elimination.

13. Carefully record your performances and results to be used for qualifying for the

State Championships. If you are unsure of your performance at an event check

your results on the Interschool section of the webpage or with the relevant

discipline convener.

14. Read the rule books pertaining to the disciplines in which you are competing. It

is the competitors’ responsibility to know the rules under which they compete.

Most disciplines have different requirements and regulations for things like

warm-up equipment, tack and other rules. If you are unsure ask the Technical

Delegate or Event Coordinator.

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6. Suggested School Based Club Structure

The structure of the school based Equestrian Club is dependent on the size of the school,

location and number of riders.

To run a successful school based club you need a clear understanding of sound business

practices in key areas such as leadership, planning, people and organisational performance,

while continuing to focus on needs of members/students. The Australian Sports Commission

runs a Sport Development Network which has helped many clubs in Australia by providing

resources to help improve club management and operations against key performance

indicators. For more information visit www.ausport.gov.au/ and search ‘Club Development

Network’.

A Club Manual is available on the Equestrian Queensland website under ‘Information’ then

‘Clubs’.

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7. How to Run an Event

An Interschool specific Event Organisers Handbook designed for can be found on the web

site under ‘Sports’ then ‘Interschool’ then ‘Interschool handbooks’.

Equestrian Queensland provides an Event Management Checklist to affiliate club members,

this can be found on the EQ website under ‘Information’ then ‘Clubs’. Please contact us at

the office if you would like a copy of any of these documents sent to you.

Volunteers

The Australian Sports Commission described volunteers as the’ backbone’ of the sport and

recreation system in Australia. Therefore, it is important for all schools and clubs to not only

recruit quality volunteers but to maintain them.

The best sources of volunteers in junior Equestrian competitions are the parents of

competitors. They will often already be attending most training sessions and competition

and are keen to get involved in their children’s activities.

Ensure all new volunteers undergo orientation- policies and procedures are introduced to

key members of the club, day to day club operations (relevant to their job description) and a

clear job description

It is compulsory in IQ events for each rider to nominate one volunteer for the event. The OC

will then allocate tasks such as pencilling, equipment set up etc to the volunteers. The

volunteers list is usually found on the draw and it is important that you check the list before

you arrive.

See Appendix for an outline for ‘Club Committee Volunteer Job Descriptions’

Complaints

Due to the nature of Interschool sport a strict Compliant System is vital to the running of a

successful event.

1. All complaints from parents, spectators and competitors need to go to the

school/club coordinator.

2. The coordinator will then speak to the Chief Steward or Technical Delegate

who will endeavour to resolve the issue on the day.

3. If this is not possible the Event Coordinator will refer the matter to the

Interschool Committee.

Judges and officials are not to be approached regarding complaints by anyone other than

the event coordinator. This will ensure any complaint is heard and dealt with swiftly and

with minimal disruption to the competition.

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8. Interschool Manual

A copy of the latest Interschool Equestrian Manual can be found on the Equestrian

Queensland website. Once on the EQ website click on ‘Sports’ then ‘Interschool’, down the

left hand side of the page click on the ‘Interschool Handbook’ link. Please print and read this

manual before the start of each season. It is updated annually so it is important to re-read it

each year to acquaint yourself with any rule changes etc.

Any changes made to the current Handbook will be posted on the Interschool section of the

Equestrian Queensland webpage and in the Interschool Newsletter.

If you have any specific questions regarding rules outlined in the Handbook please contact

the relevant Discipline Convenor for clarification. Convenor contact details can be found in

Appendix and on the Interschool section of the webpage.

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9. Codes of Conduct

Competitions in each discipline are conducted in accordance with EA Rules with some

additional rules as set out in the current Handbook. You have a responsibility to abide by

any sport specific Rules and Regulations so please acquaint yourself with the rules as they

are for your safety and enjoyment of the IQ competition

See Section 5.0 in 2011 Interschool Manual

Some areas of note:

Things that will NOT be tolerated include; abuse aimed at any other person,

competitor or volunteer, excessive use of whip (see section 5.1.1 & 5.1.2 of 2011

Handbook)

It is compulsory for ALL riders to attend presentations on the days they compete at

State and National championships (see section 5.1.3 of 2011 Handbook)

All objections must be made through school coordinators, NOT parents, to the

technical delegate or chief steward within 30minutes. Individual riders and their

parents MUST NOT approach the organising committee of an event of TD with an

objection; rather they work through the school representative on the day. (see

section 5.1.4 of 2011 Handbook)

Ensure each rider allocates a helper and that the tasks given are completed or the

rider risks disqualification from the that competition (see section 5.3 of 2011

Handbook)

Competitors should note that medication control may occur at any event (see

section 5.5 of 2011 Handbook)

Ambulance or qualified first aid must be available at all events (see section 5.7 of

2010 Handbook)

N.B. This section might be worth running through with all School riders at the beginning

of each season to ensure they understand what is expected.

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APPENDIX 1

Interschool Committee

Executive

President Sue Austin asaustin@bigpond.com 0413183546

Vice President Mark Poulsen markpaussie@gmail.com

Secretary

Treasurer Jane Summers Jane.summers@usq.edu.au

Discipline Convenors

Dressage Madonna Bell bellpilton@bigpond.com

Combined Training Margaret Williamson mwilliamson@brisnet.org.au

Showjumping

Jo Maxwell jmaxwell7@bigpond.com

Showman

Sue Austin asaustin@bigpond.com

Showhorse

Jenny Swaine jswaine@bigpond.com

Eventing

Margaret Williamson mwilliamson@brisnet.org.au

Regional Contacts

Darling Downs Allison MacMillan amac@powerup.com.au

SEQ Michael Anderson MichaelL.Anderson@se1.bp.com

Central Queensland (Rockhampton)

Cherie Pye Pye.6@bigpond.com

Central Queensland (Wide Bay)

Lyndal Roos lyn@clm.net.au

APPENDIX 2

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Discipline Definitions

Dressage- A ridden event where the rider guides the horse through a prescribed

series of movements, within a 60x20m arena. Horse and rider are expected to

display accuracy, suppleness, obedience and strength relevant to the level of the

test. Judges evaluate each movement and assign each a score from zero to ten.

Eventing- An equestrian event which comprises dressage, cross-country and

jumping into one competition

Showhorse- Covers a range of different competitions held in events called Horse

Shows. The events are judged on exhibitions of ponies, horses and /or riders.

Showman - The competition consists of 3 or 4 phases of equal weighting (90

marks each). All classes will have a showman dressage test1, an individual ridden

display and an in-hand presentation. Four phase classes will also include a

working hunter (jumping) phase. The same horse/rider combination must

complete all phases.

Jumping- A coarse of obstacles such as verticals, spreads, double and triple

combinations, that can fall down if knocked. The purpose is to jump cleanly over a set

course within an allotted time.

1 Showman dressage tests differ from standard dressage tests are found on the EQ website under

Show Horse and Showman.

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APPENDIX 3

Coordinator/President

Job Description

Arrange Meetings

Facilitate club activities

Act as key public relations person for the School Equestrian programme

Plan and Budget for clubs future

Oversee and assist other committee members

Note: Should be familiar with most recent Interschool manual for the latest rules and

regulations

Secretary

Job Description

Record minutes from meetings

Prepare agenda and post with minutes 1 week after meeting

Assist with any event planning

Check mail box and discuss correspondence with president

Prepare and send all outward correspondence to parents and students etc.

Maintain and keep all records e.g. sponsorship records, minutes, contacts for

purchases

Treasurer

Job Description

Receipt all moneys received.

Total all moneys and bank.

Pay all accounts.

Monthly reconciliation - written to every meeting.

Prepare budgets for the forthcoming year describing all sources of income and expenditure.

Maintain accurate records of current income and expenditure.

Arrange invoices for periodical payments eg. coaching fees, venue hire, payment of officials.

Prepare annual financial accounts for auditing and provide the auditor with necessary information.

Be a signatory on club cheques.

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Manage club investment programs.

Monitoring sponsorship funds.

Controlling incoming funds

Assist planning any events.

See ‘Club Committee Volunteer Job Descriptions’ for more info