AUSTRALIAN KARTING ASSOCIATION INC.

Transcription

1 AUSTRALIAN KARTING ASSOCIATION INC. OFFICIALS HANDBOOK

2 OFFICIALS OATH Please give me the wisdom to always be fair, To fill with honour the shoes that I wear, To give respect to the karters I guide, To enforce rules and safety for all to abide. Help me to teach that cheating is a sin, And to make sure that cheaters never win, May there never be jealousy of any kind, No personal feelings to cloud my mind. As a karting official, it is my job to see, That each karter is treated with equality, No favouritism of a driver dare to be shown, My dislikes of a person must never be known. The younger drivers are the future we see, How they are moulded is how they will be, Give me guidance to handle with care, How they are treated...the ethics I share. Please give me the wisdom to know the power I hold, To never abuse authority or become callous and cold, If I misuse the rules with vanity, Please give me the strength to resign with dignity. OFFICIALS HANDBOOK 1 UPDATED FEBRUARY 2013

3 INTRODUCTION This handbook has been produced as a guidance document for the training, development and recognition of volunteer Licenced Officials of the Australian Karting Association. For the avoidance of doubt, in the event of any inconsistencies between this Officials Handbook and the Karting Manual National Competition Rules, the Karting Manual National Competition Rules take precedence. The Australian Karting Association (AKA) is the delegated body vested with the authority to conduct and promote the sport of Sprint Kart racing in Australia. Their objectives are to ensure that it is carried on in a manner which enhances and secures the safety of competitors, spectators and officials, and which encourages the sport to be competitive and fair for all who take part. In order to uphold these objectives, the AKA annually produces an updated paperback version of the AKA Karting Manual, together with an electronic version (updated quarterly) containing the National Competition Rules and General Standing Regulations for the sport, based on the International Sporting Code of the FIA, and utilises the services of volunteer Licenced Officials, empowered to enact those rules and regulations during the conduct of race meetings, to maintain a satisfactory level of safety, welfare and fairness of competition for all involved. The AKA is an equal opportunity organisation, which values diversity. All members of the AKA have a responsibility to ensure that personnel can perform their role in an environment free from discrimination and harassment. It will be the general duty of all volunteer AKA Licensed Officials, irrespective of the duties assigned to them and whether appointed by the AKA, the SKC or the promoters of any meeting, to act honestly and in good faith, and in accordance with the rules and regulations and the general interests of the sport of Karting. In particular, all volunteer AKA Licenced Officials will be bound by the provision of chapter five of the AKA Manual insofar as that chapter may relate to offences that may be capable of being committed by an Official. A complaint made against a volunteer AKA Licenced Official during a race meeting may result in disciplinary action by a Disciplinary Tribunal and may include a reprimand or penalty of license downgrade or suspension. Complaints against Officials may only relate to assault / intimidation of a competitor, pit crew or any person and not procedural or judgmental errors. RISK MANAGEMENT Essentially, all volunteer AKA Licenced Officials appointed to the various positions at race meetings are risk managers of their appointed area, for the AKA, and are responsible to minimise the risks by applying the relevant procedures and responsibilities associated with their appointed position. Good risk management is a vital component to the organising, planning and efficient running of any AKA race meeting, and an important consideration when appointing personnel to any AKA Official position. A National grading system of AKA OFFICIALS has been established to provide uniformity throughout Australia. There are five (5) levels, with advancement dependant upon experience gained at race meetings, demonstrated knowledge and application of the AKA Manual and an upgrade criteria for assessment which includes a level of competency endorsements. Not only is it important that an Official can be identified by a grading which reflects their experience and abilities, but it also means they will be appointed to a position at an event, which is within their capabilities. All AKA Officials have the right to expect that: 1. Their health, safety and welfare are of prime importance. 2. They are appointed to a level of competition appropriate to their level of competence. 3. They are provided with the appropriate equipment and resources to successfully perform their duties. 4. They are treated with respect. 5. They have access to self-improvement opportunities. OFFICIALS HANDBOOK 2 UPDATED FEBRUARY 2013

4 AKA OFFICIALS CODE OF ETHICS 1. Place safety and welfare above all else. 2. Accept responsibility for all actions taken. 3. Be impartial. 4. Avoid any situation that may lead to a conflict of interest. 5. Be courteous, respectful and open to interaction. 6. Be positive role models in behaviour and personal appearance. 7. Seek continual self-improvement through training, performance appraisal and regular updating of competencies. 8. Maintain equal opportunity and harassment-free sport practices. 9. Maintain the Privacy and Confidentiality of Competitors as required. AKA OFFICIALS CODE OF CONDUCT: 1. Professionalism: AKA Officials are representing the AKA, whether Officiating at a race meeting or travelling to or from a race meeting. AKA Officials must always be respectful of others, act professionally and represent the AKA in a professional manner at all times. This includes an appropriate standard of dress, cleanliness and appearance, including, if supplied, wearing AKA Apparel at AKA Permitted race meetings. 2. Good Sportsmanship: AKA Officials must always display a positive attitude towards others and behave in a manner that exhibits sportsmanlike behaviour. 3. Honesty and Integrity: AKA Officials must always display honesty and integrity and not behave in a manner that exhibits bias towards anyone, nor gamble or wager in relation to any event to which they are appointed. 4. Compliance to the Law: AKA Officials must comply with all laws, rules, codes of practice, regulations or by-laws in place from time to time, whether relating to AKA or any applicable other matter. 5. Consideration of AKA and Event Organisers / Promoters. AKA Officials must recognise the authority of the AKA and Event Organisers / Promoters and comply with any rules, regulations, directions or orders from time to time in force, in particular, but not limited to safety and disciplinary matters. 6. Compliance with Venue Rules: AKA Officials must comply with any applicable rules or regulations affecting the use of a venue, or requests made by or on behalf of the owner, lessee or licensee of the venue. 7. Compliance with Health and Safety Requirements: AKA Officials must risk manage all personnel under their control during a race meeting and comply with relevant Occupational Health and Safety policy at all times. 8. Respect of Intellectual Property: AKA Officials must not release documents or other information acquired during their duties without the authorisation of the AKA. This includes any comment to or on any form of electronic media or otherwise, pertaining to any issue arising from a race meeting. 9. Exercise Common Sense: AKA Officials must recognise that Motor Sport is Dangerous and must exercise common sense at all times in the application and enforcement of the AKA rules. OFFICIALS HANDBOOK 3 UPDATED FEBRUARY 2013

5 OFFICIALS TRAINING The Australian Karting Association recognises that it has a duty of care to provide annual Officials Training Schools for all volunteer AKA Licenced Officials, in conjunction with their on the job practical experiences and tuition gained through officiating at race meetings. Each OFFICIAL has the responsibility of assisting and guiding, by active mentoring, both those above and below them, by advice and example within their discipline. It is also incumbent on the Chief Steward and Clerk of Course of a Meeting to observe how the other Officials perform and advise the State AKA office accordingly; for this advice is an important factor in the upgrading process. Paradoxically, the best thing that can happen to a Club Official is to be appointed to a meeting where problems and disputes arise and the Stewards, as a group, are called upon to resolve such matters. If all meetings attended run smoothly, as is indeed the ideal, then they will fail to acquire practical experience in the decision-making area. Volunteer AKA Licenced Officials must satisfactorily complete an AKA Officials Training School annually, either on line or in person, as prescribed by the State Karting Council, to retain their AKA Officials accreditation. The purpose of AKA Officials Training Schools is to: 1. Ensure that all AKA Officials are fully conversant with the duties, responsibilities and administration requirements associated with their various roles as Officials to enable them to perform in a positive and professional manner. 2. Keep updated and informed of the latest rules and regulations and their meanings. 3. Maintain consistency of interpretation and enforcement of the AKA rules at ALL levels of competition, from club days to CIK. 4. Provide a reliable and consistent line of feedback on the viability of rules for consideration by the National Karting Council. 5. Foster personal pride and a respect for the sport. 6. Encourage local, state and national participation and recognition. PERSONAL ATTRIBUTES FOR AKA OFFICIALS The following personal attributes should be considered before becoming an AKA Official. 1. All AKA licensed Officials must be 18 years of age or over. 2. Can you handle people with tact and strength without departing from the principles involved in the supervision of the sport. 3. Have you had personal experience as a competitor, or in the administration / organisation of at least one facet of the sport. 4. Do you have sufficient experience and knowledge of the sport and an understanding of the rules. 5. Do you possess those positive attitudes which are essential for the sport of Karting to continue to grow. OFFICIALS HANDBOOK 4 UPDATED FEBRUARY 2013

6 OFFICIALS LICENCING The Australian Karting Association issues, manages and records all AKA issued Officials Licences using the AKA Competition Management System (CM:S). An AKA Officials Licence consists of a plastic, photo identikit, magnetic stripe swipe card that contains some personal identification information and relevant AKA information including status, grading, endorsements and a record of officiating. AKA / SKC appointed race meeting Officials must confirm their officiating at a race meeting by swiping on during race entry confirmation. This will automatically add their name to the Steward s Report as a listed official of the race meeting and record the race meeting on their AKA Licence page. AKA Officials Licences are free of charge and there is no renewal fee. Existing AKA Officials Licences will be renewed as prescribed by the State Karting Council, by either attendance at an annual AKA Officials Training School, or completion of an annual on-line training programme. To apply for the issue of a new Officials Licence, either contact the Licence Secretary of your chosen club, the State Officials Co-ordinator, or go to click on the apply for license button and follow the prompts. GRADING OF OFFICIALS A National grading system of AKA OFFICIALS has been established to provide uniformity throughout Australia. There are five (5) levels, with advancement dependant upon experience gained at race meetings, demonstrated knowledge and application of the AKA Manual and an upgrade criteria for assessment, which includes a level of competency endorsements, for each discipline. TRAINEE OFFICIAL: A Trainee Official MUST always work under the direct supervision of a more senior official as an Assistant in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring, Scrutineering, Clerk of Course or Steward, and may only perform these duties at club level race meetings. GENERAL OFFICIAL: A General Official, with the appropriate license endorsements, may work under limited supervision in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring or Scrutineering at club level race meetings only, or Assistant Clerk of Course or Steward at any open race meeting excluding Multi-Club Series, Titles or Championships. CLUB CHIEF OFFICIAL: A Club Chief Official, with the appropriate license endorsements, may work without supervision in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring or Scrutineer at any open race meeting including Multi-Club Series, Titles and Championships, Clerk of Course or Chief Steward at club level race meetings, or Assistant Clerk of Course or Steward at any open meeting excluding National Championships. STATE OFFICIAL: A State Official, with the appropriate license endorsements, may perform the duties of Clerk of Course at any open meeting excluding National Championships, or Chief Steward at any open meeting excluding State and National Championships, or Assistant Clerk of Course or Steward at National Championships. NATIONAL OFFICIAL: A National Official, with the appropriate license endorsements, may perform the duties of Clerk of Course or Chief Steward at any race meeting including State and National Championships. OFFICIALS HANDBOOK 5 UPDATED FEBRUARY 2013

7 ACCREDITATION UPGRADE PROCEDURE The following accreditation procedures have been implemented to clearly define the prerequisites required to retain or upgrade an AKA Officials Licence. An official may hold different licence levels for different disciplines of officiating at any one time (e.g. they could be a National Clerk of Course and also a Club Chief Steward.) It is a requirement that AKA Officials obtain their Club Chief Officials Licence in both the disciplines of Steward and Clerk of Course prior to upgrading to a State Officials Licence. Recognition of Prior Learning / Experience may only be considered if all stated relevant licence requirements can be proven to have been met, and will be assessed by the relevant SKC and State Officials Co-ordinator. At their discretion, State Officials Coordinators may recommend Licenced Officials to their relevant SKC for upgrade within the nominated time frames as set out below. TRAINEE OFFICIAL: Trainee Officials Licences are granted to applicants who have no current motorsport officiating experience and are capable of assisting a more senior Licenced Official under direct supervision at club level race meetings. Trainee Officials may assist in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring, Scrutineering, Clerk of Course or Steward, and may only perform these duties at club level race meetings. Trainee Officials must officiate at a minimum of four (4) race meetings / year to retain their Officials Licence. To upgrade to a General Officials Licence, a Trainee Official must; 1. Satisfactorily attend an AKA Officials Training School. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Trainee Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, two of which must be for the same discipline. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. GENERAL OFFICIAL: General Officials Licences are granted to applicants who have satisfied the upgrade criteria for a Trainee Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. General Officials, with a minimum of two (2) license endorsements in the appropriate discipline, may work under limited supervision in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring or Scrutineering at club level race meetings only, or Assistant Clerk of Course or Steward at any race meeting excluding Multi-Club Series, Titles or Championships. General Officials must officiate at a minimum of (6) race meetings / year to retain their General Officials Licence. To upgrade to a Club Chief Officials Licence, a General Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a General Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, four (4) of which must be for the same discipline. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. CLUB CHIEF OFFICIAL: Club Chief Officials Licences are granted to applicants who have satisfied the upgrade criteria for a General Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. OFFICIALS HANDBOOK 6 UPDATED FEBRUARY 2013

8 For the Judge of Fact disciplines of Grid Marshal, Starter, Scales Marshal or Timing/Lap Scoring, a Club Chief Officials Licence is the highest classification attainable and /or required. Club Chief Officials, with a minimum of eight (8) licence endorsements in the appropriate discipline, may work without supervision in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring or Scrutineer at any open race meeting including Multi-Club Series, Titles and Championships, Clerk of Course or Chief Steward at club level race meetings, or Assistant Clerk of Course or Steward at any open meeting excluding National Championships. Club Chief Officials must officiate at a minimum of six (6) race meetings per year to retain their Club Chief Officials Licence. To upgrade to a State Officials Licence, a Club Chief Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Club Chief Official s Licence for a minimum twelve (12) month period and satisfactorily officiated and gained competency endorsements at a minimum of six (6) race meetings in their appropriately endorsed discipline during that period, a minimum of two (2) of which must be away from their home club track. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. It is a requirement that AKA Officials obtain their Club Chief Officials Licence in both the disciplines of Steward and Clerk of Course prior to upgrading to a State Officials Licence. STATE OFFICIAL: State Officials Licences are granted to applicants who have satisfied the upgrade criteria for a Club Chief Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. A State Official, with the appropriate licence endorsements, may perform the duties of Clerk of Course at any open meeting excluding National Championships, or Chief Steward at any open meeting excluding State and National Championships, or Assistant Clerk of Course or Steward at National Championships. State Officials must officiate at a minimum of six (6) race meetings per year to retain their State Officials License. To upgrade to a National Officials Licence, a State Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a State Official s Licence for a minimum twenty four (24) month period and satisfactorily officiated at a minimum of twelve (12) race meetings in their appropriately endorsed discipline during that period, a minimum of four (4) of which must be away from their home club track. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. NATIONAL OFFICIAL: National Officials Licences are granted to applicants who have satisfied the upgrade criteria for a State Official, as above, and been granted approval from the National Officials Co-ordinator after recommendations from the relevant State Officials Co-ordinator and State Karting Council. A National Official, with the appropriate licence endorsements, may perform the duties of Clerk of Course or Chief Steward at any race meeting including State and National Championships. National Officials must officiate at a minimum of six (6) race meetings per year to retain their National Officials Licence. National Officials must attend an Officials Training School or National Officials Conference annually, and must continue to satisfy the National Karting Council that they can continue to competently fulfil the duties of their appropriately endorsed discipline by accepting appointments to officiate at major race meetings as and when requested. OFFICIALS HANDBOOK 7 UPDATED FEBRUARY 2013

9 ENDORSEMENT PROCEDURE Competency endorsements must only be given by Chief Stewards / Clerk of Course whose AKA Officials Licence level is at least 1 level higher than that of the endorsement level being sought. Competencies should include but not be limited to the following; Risk Management Incident Management Aptitude Attitude Knowledge Accuracy Timetabling Handling of Paperw ACCREDITATION DOWNGRADE, SUSPENSION OR REVOCATION PROCEDURE A State Karting Council may elect to downgrade, suspend or revoke an AKA Officials Licence from recommendation by the relevant State Officials Co-ordinator, once the nominated official has been afforded the right to be heard by the State Karting Council. Any appeal from these proceedings disciplining officials can only be made in writing to the National Karting Council or Officials Committee to the Board of Directors. AKA Officials cannot be represented by an advocate, A licence downgrade, suspension or revocation must relate to either of the following; 1. Failure to adequately and competently perform the duties required for their appointed position and current licence grading at any AKA Permitted Event. or 2. Failure to successfully officiate at the minimum number of race meetings required to retain their current licence grading, unless approved by the relevant State Officials Co-ordinator by prior arrangement. When an AKA Officials Licence is downgraded by a State Karting Council, or imposed by a Tribunal or the AKAC from a complaint against an Official, the process to upgrade must begin from the level downgraded to, unless otherwise instructed by the Tribunal, AKAC or State Karting Council. AKA KARTING MANUAL The AKA Karting Manual is published annually, and contains the rules by which the sport of kart racing is conducted in Australia, based on the International Sporting Code of the FIA. All AKA Licenced Officials will be supplied with a copy of this publication annually, free of charge. Every competitor is required to purchase and know the requirements of the Manual so it is not unreasonable to expect that the persons controlling their activities have as good as, or better knowledge of the Rules. It is not expected that you know the book chapter and verse but you are expected to know what is in it, where it is and be able to find what it is that you seek, confidently and quickly. The Karting Manual is subject to constant change in an attempt to remove redundancies, ambiguities, contradictions, impracticalities and errors of diverse nature. You can assist in this process via your State Karting Council, through your Council delegate or through your Stewards' Reports. The Drivers Index is not totally complete, but to have a complete cross-indexed listing would be a marathon job, considering the constant changes. The AKA Karting Manual is also produced electronically, updated quarterly to include all current addendums, and readily available from OFFICIALS HANDBOOK 8 UPDATED FEBRUARY 2013

10 CRITICAL INCIDENT PROCEDURES In the event of a serious injury or death at a Karting Event it will be classified as a CRITICAL INCIDENT and the following procedure must be followed: 1. The Chief Steward in conjunction with the Medical Staff will declare a CRITICAL INCIDENT situation. 2. The Chief Steward will take the role as Incident Coordinator and ensure the Police, Ambulance and relevant SKC President are informed of the situation including the age, sex and name of the injured person or persons. 3. Advise commentator that no announcements are to be made unless authorised by the Incident Coordinator. 4. Confirm the age, sex and identity of injured persons. 5. If next of kin or close relative are present, the Incident Coordinator or their delegates escort them to a quiet place away from the scene and notify them of the situation. It is preferable if two officials take part in the interview and they keep calm, clear and relaxed when doing so. 6. Any Karts involved must be impounded for inspection by the Police and Chief Scrutineer. 7. The accident scene must be secured and photographs and sketches must be taken of the scene prior to any repositioning of barriers or cleanup etc. This task should be assigned to the next most senior Steward of the Race Meeting. 8. The relevant State Track Inspector will be advised and will attend if present with Club Track Safety Officer. If the State Track Inspector is not present the Club Track Safety Officer is responsible for gathering all relevant data for Track and Health and Safety assessment by the onsite Police representatives. 9. SKC President may assign additional resources to the incident. This will usually be done in conjunction with the Incident Coordinator. 10. As soon as possible the Incident Coordinator will arrange for a preliminary statement to be broadcast at the track to minimise panic and confusion. This initial broadcast must be followed by updates every 15 minutes to keep all Stakeholders informed. Incident Coordinator is to collate and retain a copy of all reports from: a) Clerk of Course b) Race Secretary c) ChiefSteward d) Flag Marshalls closest to incident e) Drivers involved f) On site Medical and Ambulance Officers attending including Name, ID Number and Home Station (copies of any documents provided to Police or Ambulance Officers are to retained) g) Any witnesses 11. The SLE Motor Sport Case Report must be filled out and sent in the ambulance with the patient. (copy to be retained by Incident Coordinator) 12. The Trans-West Preliminary Report (annexure C) to be completed at the track and sent to the relevant State Office for processing and registering with Trans-West. 13. The host Club must list the identity all persons involved in the incident including officials and at an appropriate time MANDATORY support will be organised by the relevant SKC. 14. SKC President will maintain contact with any possible trauma affected persons to monitor if further intervention is necessary. This document is to be read in conjunction with the Officials Support Guide. OFFICIALS HANDBOOK 9 UPDATED FEBRUARY 2013

11 AUSTRALIAN KARTING ASSOCIATION INC. JUDGE OF FACT HANDBOOK

12 JUDGES OF FACT At any race meeting, the appointed positions of Grid Marshal, Starter, Scales Marshal, Chief Timing Operator / Lap Scorer, Chief Scrutineer, Fuel Tester, Noise Control Marshal plus any other position specifically listed in the supplementary regulations for the meeting, are empowered to decide a given fact as described in the AKA Manual, relative to their appointment. For this reason, it is essential that these positions only be filled by appointee s with a suitably endorsed AKA Officials Licence. AKA Licenced Officials appointed to these positions are ONLY empowered to decide a given fact, not to apply a penalty. ONLY the Stewards of a race meeting are empowered to apply penalties. The following is a summary of each position outlining the given facts to be judged. GRID MARSHAL: Grid Marshals shall be responsible for the marshalling of the karts in their correct grid positions, controlling karts until such time as they are placed in the hands of the Starter. A driver who has qualified for pole position can select which side of the grid he/she wishes to start from and second pole will assume the opposite position. This does not alter any other grid positions. Pole position to wear a fluro armband or other form of identification. The Grid Marshal shall call all competitors to the grid and will allow two minutes for all grid positions to be filled. In the event of a grid being left open at the end of two minutes, the vacancy shall be filled by the next qualifying competitor. Push start karts; Karts that fail to start or need to be restarted before reaching the baulk line must be immediately removed from the track or returned to the grid apron to try again. Before trying again the competitor must get permission from the Grid Marshal or Clerk of Course. Only ONE additional attempt to restart will be permitted, as per rule A two-minute board is to be displayed at the Grid gate the moment the first kart leaving the grid has crossed the baulk line. Karts are allowed up to two minutes to clear the grid. If the grid is cleared before two minutes the board is lowered and the drivers are then placed in the hands of the starter, the Grid gate will be closed. Once the grid gate is closed, any karts still on the grid will be deemed non-starters for that race. Clutch driven engines must not be started until directed by the Grid Marshal. The driver must be in the kart when starting the engine, and the drive wheels must remain stationary. When the grid gate is opened, the Grid Marshal will instruct the drivers to exit the grid in an orderly manner. Any kart unable to proceed when instructed to do so is to be moved aside by the pit crew, as instructed by the Grid Marshall, to allow karts behind it to exit the grid. Karts moved aside under this rule are allowed 2 minutes under rule 16.07(c) to exit the grid. The following are duties of the Grid Marshal : Be present at the circuit to coincide with the appropriate timetable of practice for that day. (See newsletter or Supplementary Regulations for the meeting). Report to the Clerk of Course and swipe-on as an official of the meeting. Attend the drivers and Officials briefings. Confirm the grid microphone (if available) is in appropriate position, collect the black and white chequered flag (used to terminate a practice session), a yellow flag to signal more drivers joining the session or an accident at the end of the straight and the 2 minute board. Control the practice session. Do not mix Seniors and Juniors, or Juniors with Rookies and Cadets. Check that practice numbers do not exceed the track limit. Collect the grid sheets from the Timing Operator and use the PA to keep grids organised. The starter will signal to release the class and Grid Marshal must display the 2 minute board if the grid is not clear. Review Rules 4.20 and in the current Manual. Inform the tower if any competitors retire from the meeting or any mistakes are found. If abused by a competitor or pit crew, advise the Clerk of Course and lay a complaint. If a competitor has a problem with their grid, let the Clerk of Course or Steward deal with it. Prepare another class to race, just in case it is required. DRIVERS ARE NOT TO BE SENT TO THE CONTROL TOWER. JUDGE OF FACT HANDBOOK 1 UPDATED FEBRUARY 2013

13 THE STARTER: The Starter shall, from the moment the drivers come under Starters orders fulfil the duties of the Clerk of Course until the starting signal has been given. The duties of a starter include; 1. To signal the start of competition in a manner that is fair for all competitors. 2. To signal competitors with flags, boards or lights as required by these Rules. 3. To report to the Stewards, and/or Clerk of Course any competitor whose conduct, before the commencement of the race, is unsatisfactory. Drivers must maintain their grid position until the starting signal has been given. Failure to do so may incur a penalty. A driver not in their correct grid position should signify by raising their hand above their head. Hands raised unnecessarily will incur a penalty. The field will complete approximately one full formation lap before the start signal will be given. It is the driver s responsibility to retain their grid position and the Starter is not obligated to allow any additional formation lap to allow a driver who has lost their place to regain it. The starter will give the start signal as soon as he/she is satisfied with the formation. It is forbidden for drivers to accelerate until the front row of karts have crossed the yellow acceleration line painted on the track surface. All tracks are to have a no mans land marked on the track immediately before the starting area. Any kart entering this section of the track before the starting signal is given may be penalised. In the event of karts breaking formation before the start of a race or not complying with the requirements of rule or rule 17.07, the Starter and/or Clerk of Course and /or Stewards may either; 1. Stop the race and return the karts to the in-grid by displaying the red and white chequered flag prior to the commencement of the second lap of the race, then apply a starting infringement to the offending driver or drivers, or 2. Provided the competitors have been advised of the procedure and the penalty at the drivers briefing, allow the race to continue, and signal to the offending driver or drivers by use of the bad sportsmanship flag that they have received a 10 second time penalty, to be imposed at the completion of the race. As per rule 7.04(d), a complaint or appeal may not be made against this decision. Re-start after a red flag stoppage; If a re-start is to be conducted over laps remaining, such a re-start is to be in single file at a pace as directed by the Clerk of Course. The Starter must allow all karts to be clear of the out-grid and in formation, if necessary allowing roll-up laps of the circuit, before the Starter signifies the re-start of the race. The following are duties of the Starter : Be present at the track to coincide with the appropriate timetable. Report to the Clerk of Course and swipe-on as an official of the meeting. Attend the drivers and Officials briefings. Read Rule 4.18 & of the current Karting Manual. There is no appeal against the starter's decision. Be familiar with the operations of special flags - Chapter 15. Prepare the starters orders for the Clerk of Course to tell the competitors at the drivers brief. Check that ALL flags are available, including chalk and a board. Know the race order, number of laps for each class and number of heats. The Black Flag and Red Flag - to be shown only under the direction of the Clerk of Course or Stewards. When reporting drivers for start infringements, liaise with the C of C / Stewards and implement rule 16.09(vi). Inform the stewards of the kart/s in question and the type of infringement e.g. kart in no-mans land. The Starter must understand the importance and implications of any decision in reporting a driver for a starting infringement. Refer Rule Be familiar with Rules 16.10(c) (i)(ii) and 16.10(d) and (f). CHIEF LAP SCORER / CHIEF TIMING OFFICER: With the introduction of the AKA Competition Management System (CM;S), these two positions can now very easily be performed by the one person. The Chief Lap Scorer / Chief Timing Officer shall be a Judge of Fact as to; The number of laps completed by a competitor in any event. The race order and registered lap times of any completed lap of any event. The allocation of grid positions and accumulation of points as per the supplementary regulations for the meeting. JUDGE OF FACT HANDBOOK 2 UPDATED FEBRUARY 2013

14 SCALES MARSHAL: Scale Marshals shall be responsible for weighing karts/drivers in accordance with the regulations. Class weights are as raced at the time of weight measuring. Maximum Kart weights at time of weighing for all Junior Heavyweight, Senior Heavyweight and Senior Super Heavyweight Classes to be 88kgs except where: a) noted in class technical detail e.g. all heavy 125 classes maximum kart weights of 100kg or b) when a lighter weight division of a class is not being run at a race meeting. Competitors must weigh to the scales of the day. It is recommended that the Scale Marshal has a set of test weights that will enable the accuracy of the scales to be verified during competition. Should a competitor fail their first test they may request one (1) additional test. A Steward should be present prior to allowing the additional test. If a competitor fails the second test, they are automatically excluded from that section of the event by the issue of a Penalty Notification Form signed by the Scales Marshal and Steward, unless the section of the event was a timed qualifying session. The automatic penalty for this breach is the slowest lap time from that session plus one second, and will be issued as a Penalty Notification Form signed by the Scales Marshal and Steward. The Scale Marshal shall be Judge of Fact as to measure the weight of any kart and driver at the completion of any section of any event. The following are duties of the Weigh-in Marshal : Be present at the track to coincide with the appropriate timetable. Report to the Clerk of Course and swipe-on as an official of the meeting. Attend the drivers and Officials briefings. Position and calibrate the scales ready for practice. Refer Rule Check the classes running for the day and any Supplementary Regulations/Bulletins for changes to weights. If a competitor is under weight, record their race number, licence number, name and class of racing then notify the Clerk of Course or a Steward. Do not leave the Weigh-in area to find a witness ie Steward. On completion of paperwork, a copy must go to the driver and the Chief Lap Scorer/Timing Operator. Be familiar with Rules 5.01(r), 5.04(2) and 7.04(e). If abused by a competitor or pit crew, advise the Clerk of Course and lay a complaint. THE NOISE CONTROL MARSHAL: The Noise Control Marshall shall be Judge of Fact as to the noise level recorded by any individual kart, and shall be responsible for monitoring and reports on noise levels of all karts in accordance with these regulations. As it is now a requirement for all classes to use controlled mufflers, this position has now become obsolete. FUEL TESTER: The Fuel Tester will be Judge of Fact as to the compliance of the competitors fuel, as per rule of the Manual. THE CHIEF SCRUTINEER: The functions of Chief Scrutineer, Scrutineers, Technical Inspector, Fuel Tester, Tyre Tester and Barcode Operator may be combined at the discretion of the Chief Scrutineer. The Chief Scrutineer is generally responsible for ensuring compliance with Chapter 12. Scrutineering and Technical Inspection, and may make inspections at any time throughout the duration of a race meeting. The Chief Scrutineer is empowered to prevent competitors from competing if their karts or safety apparel are found not to comply prior to any event or section of any event. Any kart or apparel which has not passed scrutineering on the decision of the Chief Scrutineer or the Stewards, cannot take part in the event or section of the event to which the decision relates. If the Chief Scrutineer deems that a kart or driver should be excluded from an event or any section of any event on safety grounds, a competitor cannot lodge a complaint or appeal against that decision. If a kart or apparel is not submitted for inspection when requested at any time by the Chief Scrutineer, Technical Inspector, Fuel Tester, Tyre Tester, Noise Control Marshal or Clerk of Course, the kart and the driver are automatically excluded from the meeting and forfeit all placings or points already gained at that meeting. The following are duties of a Scrutineer : In preparation for scrutineering, refer rule 4.15 of the current Manual. Also refer to Chpt 12 for assistance. Be present at the circuit to coincide with the appropriate timetable (refer to meeting Supp Regs). Inform the Clerk of Course or club official of your presence and swipe-on as an official of the meeting. Attend the drivers and Officials briefings. Check for any rule updates / addendums. Collect the completed drivers Scrutineering Forms from the relevant sign-on officials. Use the Scrutineering Forms as a record of karts at the race meeting and retain the sheets for any further technical inspection. JUDGE OF FACT HANDBOOK 3 UPDATED FEBRUARY 2013

15 GRADING OF OFFICIALS (JUDGES OF FACT) A National grading system of AKA OFFICIALS (Judges of Fact) has been established to provide uniformity throughout Australia. There are three levels, with advancement dependant upon experience gained at race meetings, demonstrated knowledge and application of the AKA Manual and an upgrade criteria for assessment, which includes a level of competency endorsements. TRAINEE OFFICIAL: A Trainee Official MUST always work under the direct supervision of a more senior official as an Assistant in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring, Fuel Testing or Scrutineering, and may only perform these duties at club level race meetings. GENERAL OFFICIAL: A General Official, with the appropriate licence endorsements, may work under limited supervision in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring, Fuel Testing or Scrutineering at club level race meetings only. CLUB CHIEF OFFICIAL: A Club Chief Official, with the appropriate licence endorsements, may work without supervision in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring, Fuel Testing or Scrutineering at any open race meeting including Multi-Club Series, Titles and Championships. For the Judge of Fact disciplines of Grid Marshal, Starter, Scales Marshal or Timing/Lap Scoring, a Club Chief Officials License is the highest classification attainable. ACCREDITATION UPGRADE PROCEDURE The following accreditation procedures have been implemented to clearly define the prerequisites required to retain or upgrade an AKA Officials Licence. An official may hold different licence levels for different disciplines of officiating at any one time (e.g. they could be a National Clerk of Course and also a Club Chief Steward.) Recognition of Prior Learning / Experience will only be granted if all stated relevant licence requirements can be proven to have been met. TRAINEE OFFICIAL: Trainee Officials Licences are granted to applicants who have no current motorsport officiating experience and are capable of assisting a more senior Licenced Official under direct supervision at club level race meetings. Trainee Officials may assist in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring or Scrutineering, and may only perform these duties at club level race meetings. Trainee Officials must officiate at a minimum of four (4) race meetings per year to retain their Officials Licence. To upgrade to a General Officials Licence, a Trainee Official must; 1. Satisfactorily attend an AKA Officials Training School. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Trainee Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, two of which must be for the same discipline. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. GENERAL OFFICIAL: General Officials Licences are granted to applicants who have satisfied the upgrade criteria for a Trainee Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. General Officials, with a minimum of two (2) license endorsements in the appropriate discipline, may work under limited supervision in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring or Scrutineering at club level race meetings only. General Officials must officiate at a minimum of six (6) race meetings per year to retain their General Officials Licence. JUDGE OF FACT HANDBOOK 4 UPDATED FEBRUARY 2013

16 To upgrade to a Club Chief Officials Licence, a General Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a General Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, four (4) of which must be for the same discipline. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. CLUB CHIEF OFFICIAL: Club Chief Officials Licences are granted to applicants who have satisfied the upgrade criteria for a General Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. Club Chief Officials, with a minimum of six (6) license endorsements in the appropriate discipline, may work without supervision in any of the disciplines of Grid Marshal, Starter, Scales Marshal, Timing/Lap Scoring, Fuel Testing or Scrutineering at any open race meeting including Multi-Club Series, Titles and Championships. Club Chief Officials must officiate at a minimum of six (6) race meetings per year to retain their Club Chief Officials Licence. For the Judge of Fact disciplines of Grid Marshal, Starter, Scales Marshal or Timing/Lap Scoring, a Club Chief Officials License is the highest classification attainable. JUDGE OF FACT HANDBOOK 5 UPDATED FEBRUARY 2013

17 APPLICATION FOR LICENCE UPGRADE TO GENERAL OFFICIAL (JUDGE OF FACT) THIS FORM IS TO BE COMPLETED BY THE APPLICANT AND RETURNED TO THE STATE OFFICIALS CO-ORDINATOR FOR CONSIDERATION OF AN UPGRADE. To upgrade to a General Officials Licence, a Trainee Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Trainee Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, two (2) of which must be for the same discipline. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. A LICENCE UPGRADE WILL NOT BE CONSIDERED UNTIL THE ABOVE CRITERIA HAVE BEEN SUCCESSFULLY COMPLETED. NAME LICENCE NUMBER Endorsement 1 Endorsement 2 Endorsement 3 Endorsement 4 Endorsement 5 Endorsement 6 Race Meeting Date Discipline Chief Steward I declare the above to be a true and correct record and hereby apply for consideration to be upgrade to:- GENERAL OFFICIAL ; (GRID MARSHAL), (STARTER), (SCALES MARSHAL) (TIMING/LAP SCORING), (SCRUTINEERING) Signed. Date.. APPROVED AND YOUR CM;S LICENCE PAGE UPDATED DISAPPROVED Signed STATE OFFICIALS CO-ORDINATOR Date JUDGE OF FACT HANDBOOK 6 UPDATED FEBRUARY 2013

18 JUDGE OF FACT HANDBOOK 7 UPDATED FEBRUARY 2013

19 APPLICATION FOR LICENCE UPGRADE TO CLUB CHIEF OFFICIAL (JUDGE OF FACT) THIS FORM IS TO BE COMPLETED BY THE APPLICANT AND RETURNED TO THE STATE OFFICIALS CO-ORDINATOR FOR CONSIDERATION OF AN UPGRADE. To upgrade to a Club Chief Officials Licence, a General Official must; 1. Satisfactorily attend an AKA Officials Training School. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a General Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of 6 (6) race meetings, four (4) of which must be for the same discipline. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. A LICENCE UPGRADE WILL NOT BE CONSIDERED UNTIL THE ABOVE CRITERIA HAVE BEEN SUCCESSFULLY COMPLETED. NAME LICENCE NUMBER Endorsement 1 Endorsement 2 Endorsement 3 Endorsement 4 Endorsement 5 Endorsement 6 Race Meeting Date Discipline Chief Steward I declare the above to be a true and correct record and hereby apply for consideration to be upgrade to:- CLUB CHIEF OFFICIAL (GRID MARSHAL), (STARTER), (SCALES MARSHAL), (TIMING/LAP SCORING), (SCRUTINEERING). Signed. Date.. APPROVED AND YOUR CM;S LICENCE PAGE UPDATED DISAPPROVED Signed STATE OFFICIALS CO-ORDINATOR Date JUDGE OF FACT HANDBOOK 8 UPDATED FEBRUARY 2013

20 JUDGE OF FACT HANDBOOK 9 UPDATED FEBRUARY 2013

21 AUSTRALIAN KARTING ASSOCIATION INC. CLERK OF COURSE HANDBOOK

22 PURPOSE OF A CLERK OF COURSE The AKA is required; not only to institute the processes by which karting is conducted, but also to ensure that these processes are properly applied and maintained. This latter can be achieved only by operating a system of checks and inspections and it is this function that the Clerk of Course are called upon to fulfil, i.e. to ensure the smooth running of events so that they are conducted in accordance with the rules, and to protect the proper interests of all parties. Further, unless prompt and accurate first-hand reports are available to it, the AKA cannot appropriately amend its legislation as may be necessary from time to time. For a law, or for that matter, a National Competition Rule (NCR), to be willingly observed it must firstly have some necessary purpose and, secondly, be practical in its application. Judgement on this latter can best be based upon reports of its utilisation in service. For these reasons the AKA requires that there be appointed to each authorised race meeting at least two persons; one to act as Clerk of Course and the other as their assistant. Note: These people shall have no other function than as Clerks of Course at the race meeting, and as per rule 4.06(c), are ineligible to compete during the race meeting. DUTIES OF A CLERK OF COURSE In the case of a meeting comprising several competitions there may be a different Clerk of Course for each competition. The Clerk of Course is responsible for the general conduct of the meeting in accordance with the Supplementary Regulations, Programme and Organising Permit, and, in particular, he/she shall: - a) Ensure that sufficient appropriately qualified Officials are present for the conduct of the meeting, and report any deficiencies to the Chief Steward of the Meeting. b) Ensure that all Officials are provided with the information necessary for carrying out their duties. c) Before the commencement of practice / competition, instruct the drivers of the ambulance and pick-up vehicle/s not to move their vehicles inside the race track area whilst karts are in motion. d) Control competitors and their karts and prevent any ineligible competitor, driver or kart from taking part. e) Send the karts to the start in their right order and, if necessary, start them. f) Convey to the Stewards of the Meeting any proposal to modify the programme. g) Convey to the Chief Stewards of the Meeting any report that deals with the misbehaviour of, or breach of a rule by a competitor or driver. h) Receive complaints from competitors and immediately transmit them to the Stewards of the Meeting. i) Provide the information necessary to enable the Chief Steward of the meeting to compile their report. j) Obtain the approval from the Chief Steward of the meeting to commence practice / competition/s. k) Constantly liaise with the Stewards of the Meeting in order to ensure the smooth running of each event. l) Collect the reports of the Medical Officer for delivery to the Stewards of the Meeting. CLERK OF COURSE HANDBOOK 1 UPDATED FEBRUARY 2013

23 AT THE RACE MEETING (CLERK OF COURSE) With the support and advice of the Stewards, the Clerk of Course and Assistants are in charge of running the race meeting. They should be the first and last contact for anyone who wants to know anything about the meeting other than grid order and programme details. The following is a procedure that should be followed prior to allowing the meeting to start. ON ARRIVAL: The C of C and Assistant C of C should introduce themselves to the Secretary of the Meeting, sign on into CM:S and collect any information / material that pertains to the race meeting and may be needed. PERMITS: The C of C should ensure that the Secretary of the Meeting has on display a copy of the Race Permit, Track Licence and any other permits which may be required such as those issued by State or Local Government. TRACK INSPECTION: Together with the Stewards, the C of C and assistants should inspect the circuit to ensure that it is safe to use and the required equipment for other trackside officials (flag marshals / starter) is in position. PAPERWORK: Ensure that all forms and paperwork required for the race meeting are available. PITS: C of C and assistants are responsible to ensure that all safety requirements are complied with in the pit area. DRIVER S BRIEFING: The C of C conducts Driver s Briefings. These are very useful to competitors and officials alike to be briefed on any final instructions related to the event. Driver attendance at these briefings is compulsory. The C of C should liaise with the Stewards prior to the briefing to discuss any issues that may need to be raised. The Assistant C of C and the Stewards should attend the drivers briefing to hear first hand the final instructions to drivers, as these then become part of the Supplementary Regulations, by way of a Bulletin if required. LICENSE ENDORSEMENTS: Prior to commencement of competition, the Chief Steward or Steward s Secretary can print out a list of competitors who have requested a licence endorsement for the race meeting, from the Officials section of CM;S. Only one licence endorsement can be obtained per driver, per race meeting. Endorsements can be obtained at both open and closed race meetings. MEDICAL OFFICER: C of C to ensure that the nominated Medical Officer is in attendance and that the communication procedures are clearly understood. Ensure that the Ambulance driver has been properly briefed, understanding that they are not to proceed onto the race track until authorised to do so by the C of C, after all karts have stopped or returned to grid. FIRE EXTINGUISHERS: C of C and assistants to ensure that fire extinguishers supplied are serviceable, easily accessible and prominently located. OFFICIALS: C of C to ensure that all relevant Officials have swiped on to CM;S as an Official of the race meeting and that they have all been briefed on their duties and supplied with the appropriate equipment required to perform those duties. DURING THE MEETING: Keep an eye on the general conduct of the meeting, ensuring that it is running smoothly and to schedule. Continually liaise with the Assistant C of C and the Stewards during the meeting to keep them informed of the progress of the meeting and any problems that may arise. TIMETABLE: It is very important, prior to the start of a meeting, to produce a suitable timetable of events for each race at the meeting. This will enable you to keep the meeting running to schedule. It s a good idea to give a copy of this timetable to the Stewards and the Grid Marshal for their reference. CLERK OF COURSE HANDBOOK 2 UPDATED FEBRUARY 2013

24 STARTING: Send the karts to the starter at an acceptable pace and in their correct grid positions. COMPLAINTS: Receive complaints from competitors, including the $55.00 complaint fee. Issue a receipt for the fee and immediately convey the complaint to the Stewards of the Meeting. Advise the competitor laying the complaint of the time and place for the hearing, and remind them to bring their license and any witnesses with them. Deliver the pink copy of the complaint form to the alleged offender and advise them of the time and place for the hearing, and remind them to bring their license and any witnesses with them. At larger race meetings, these tasks may be performed by a Steward s (Officials) Secretary appointed to the race meeting or by an Assistant Clerk of Course at smaller race meetings. Competitors under 18 years of age MUST have a parent /guardian present when a complaint is delivered, and must have a parent/guardian accompany them to the hearing. MAKING NOTES: Develop a habit of making notes of events and incidents as they happen during the race meeting, e.g. time of arrival, details of weather, practice starting time, contents of drivers briefing, race starting time, directions given, observations made, etc. This will prove to be invaluable when helping to complete the Steward s Report at the end of the meeting. ACCIDENTS: If an accident occurs on the track during a race, STAY CALM. Make a logical assessment of the situation and decide whether the RED FLAG is to be used. If the red flag is required, be decisive and clear with your instructions. Make your way quickly to the accident scene, do not run. When the track is clear, call for Medical help. DO NOT attempt to move the injured driver. DO NOT allow other drivers or pit crew to run onto the circuit, or to the accident scene. Conduct a preliminary investigation into the circumstances and record the numbers of any other karts involved and any witnesses, then confer with the Stewards for further action if necessary. TALKING TO COMPETITORS: Drivers who are involved in accidents or incidents during an event can become very agitated and at worst, totally incoherent. DO NOT launch upon anyone in the heat of the moment and start reading them the riot act. Similarly, do not allow any individual to yell at you for any reason. Always attempt to defuse the situation. MODIFICATIONS TO THE PROGRAM: If it becomes necessary or desirable to modify the scheduled program due to encroaching darkness, inclement weather or whatever reason, the C of C should confer with the Stewards of the Meeting and devise a plan which will assure the smooth running of the balance of the program. The Clerk of Course DOES NOT have the capacity to modify the program. This must be done in consultation with the Stewards. Once the decision to modify the program is made, an announcement must be made over the public address system and a Bulletin must be posted on the official notice board signed by the Clerk of Course and the Chief Steward. AFTER THE MEETING: Collect the reports from the Timekeepers, Scrutineers and Medical Officers and convey them to the Chief Steward. Confer with the Chief Steward to complete and both sign the Steward s Report. Requested Licence endorsements from the start of the meeting can be completed in CM;S if those drivers have competed in a satisfactory manner, as per rule The Clerk of Course must not consume any alcohol until 1 hour after the completion of the final hearing, as competitors have 1 hour to appeal the finding / penalty imposed by the Stewards. CLERK OF COURSE HANDBOOK 3 UPDATED FEBRUARY 2013

25 GRADING OF CLERK OF COURSE A National grading system for Clerk s of Course has been established to provide uniformity throughout Australia. There are five levels, with advancement dependant upon experience gained at race meetings, demonstrated knowledge and application of the AKA Manual and an upgrade criteria for assessment, which includes a level of competency endorsements. TRAINEE OFFICIAL: A Trainee Official, when appointed as an Assistant Clerk of Course, MUST always work under the direct supervision of a more senior Clerk of Course, and may only perform these duties at club level race meetings. GENERAL OFFICIAL: A General Official, when appointed as an Assistant Clerk of Course, and with the appropriate licence endorsements, may work under limited supervision at any race meeting excluding Multi-Club Series, Titles or Championships. CLUB CHIEF OFFICIAL: A Club Chief Official, when appointed as a Clerk of Course and with the appropriate licence endorsements, may work without supervision at club level race meetings, or Assistant Clerk of Course at any race meeting excluding National Championships. STATE OFFICIAL: A State Official, when appointed as a Clerk of Course and with the appropriate licence endorsements, may perform the duties of Clerk of Course at any race meeting excluding National Championships, or Assistant Clerk of Course at National Championships. NATIONAL OFFICIAL: A National Official, when appointed as a Clerk of Course and with the appropriate licence endorsements, may perform the duties of Clerk of Course at any race meeting including National Championships. C of C ACCREDITATION UPGRADE PROCEDURE The following accreditation procedures have been implemented to clearly define the prerequisites required to retain or upgrade an AKA Officials Licence in the discipline of Clerk of Course. An official may hold different licence levels for different disciplines of officiating at any one time (e.g. they could be a National Clerk of Course and also a Club Chief Steward.) Recognition of Prior Learning / Experience will only be granted if all stated relevant licence requirements can be proven to have been met, and will be assessed by the relevant SKC and State Officials Co-ordinator. At their discretion, State Officials Coordinators may recommend Licenced Officials to their relevant SKC for upgrade within the nominated time frames as set out below. TRAINEE OFFICIAL: Trainee Officials Licences are granted to applicants who have no current motorsport officiating experience and are capable of assisting a more senior Licenced Official under direct supervision at club level race meetings. Trainee Officials may assist a Clerk of Course, and may only perform these duties at club level race meetings. Trainee Officials must officiate at a minimum of four (4) race meetings per year to retain their Officials Licence. To upgrade to a General Officials Licence, a Trainee Official must; 1. Satisfactorily attend an AKA Officials Training School. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Trainee Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, two of which must be as an Assistant Clerk of Course. 4. Make application to the relevant State Officials Co-ordinator requesting consideration for an upgrade. CLERK OF COURSE HANDBOOK 4 UPDATED FEBRUARY 2013

26 GENERAL OFFICIAL: General Officials Licences are granted to applicants who have satisfied the upgrade criteria for a Trainee Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. General Officials, with a minimum of two (2) license endorsements as an Assistant Clerk of Course, may work under limited supervision at any open race meeting excluding Multi-Club Series, Titles or Championships. General Officials must officiate at a minimum of six (6) race meetings per year to retain their General Officials Licence. To upgrade to a Club Chief Officials Licence, a General Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a General Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, four (4) of which must be as an Assistant Clerk of Course. 4. Make application to the relevant State Officials Co-ordinator requesting consideration for an upgrade. CLUB CHIEF OFFICIAL: Club Chief Officials Licences are granted to applicants who have satisfied the upgrade criteria for a General Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. Club Chief Officials, with a minimum of six (6) license endorsements as a Clerk of Course, may work without supervision as Clerk of Course at club level race meetings, or Assistant Clerk of Course at any race meeting excluding National Championships. Club Chief Officials must officiate at a minimum of six (6) race meetings per year to retain their Club Chief Officials Licence. To upgrade to a State Officials Licence, a Club Chief Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Club Chief Official s Licence for a minimum twelve (12) month period and satisfactorily officiated at a minimum of six (6) race meetings as Assistant Clerk of Course during that period, a minimum of two (2) of which must be away from their home club track. 4. Make application to the relevant State Officials Co-ordinator requesting consideration for an upgrade. STATE OFFICIAL: State Officials Licences are granted to applicants who have satisfied the upgrade criteria for a Club Chief Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. A State Official, with the appropriate licence endorsements, may perform the duties of Clerk of Course at any race meeting excluding National Championships, or Assistant Clerk of Course at National Championships. State Officials must officiate at a minimum of six (6) race meetings/year to retain their State Officials Licence. To upgrade to a National Officials Licence, a State Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a State Official s Licence for a minimum twenty four (24) month period and satisfactorily officiated at a minimum of twelve (12) race meetings as Clerk of Course during that period, a minimum of four (4) of which must be away from their home club track. 4. Make application to the relevant State Officials Co-ordinator requesting consideration for an upgrade. NATIONAL OFFICIAL: National Officials Licences are granted to applicants who have satisfied the upgrade criteria for a State Official, as above, and been granted approval from the National Officials Co-ordinator after recommendations from the relevant State Officials Co-ordinator and State Karting Council. A National Official, with the appropriate licence endorsements, may perform the duties of Clerk of Course at any race meeting including National Championships. National Officials must officiate at a minimum of six (6) race meetings per year to retain their National Officials Licence. CLERK OF COURSE HANDBOOK 5 UPDATED FEBRUARY 2013

27 APPLICATION FOR LICENCE UPGRADE TO GENERAL OFFICIAL (CLERK OF COURSE) THIS FORM IS TO BE COMPLETED BY THE APPLICANT AND RETURNED TO THE STATE OFFICIALS CO-ORDINATOR FOR CONSIDERATION OF AN UPGRADE. To upgrade to a General Officials Licence, a Trainee Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Trainee Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, two (2) of which must be as an Assistant Clerk of Course. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. A LICENCE UPGRADE WILL NOT BE CONSIDERED UNTIL THE ABOVE CRITERIA HAVE BEEN SUCCESSFULLY COMPLETED. NAME LICENCE NUMBER Endorsement 1 Endorsement 2 Endorsement 3 Endorsement 4 Endorsement 5 Endorsement 6 Race Meeting Date Discipline Chief Steward I declare the above to be a true and correct record and hereby apply for consideration to be upgraded to :- GENERAL OFFICIAL (CLERK OF COURSE) Signed. Date.. APPROVED AND YOUR CM;S LICENCE PAGE UPDATED DISAPPROVED Signed STATE OFFICIALS CO-ORDINATOR Date CLERK OF COURSE HANDBOOK 6 UPDATED FEBRUARY 2013

28 CLERK OF COURSE HANDBOOK 7 UPDATED FEBRUARY 2013

29 APPLICATION FOR LICENCE UPGRADE TO CLUB CHIEF OFFICIAL (CLERK OF COURSE) THIS FORM IS TO BE COMPLETED BY THE APPLICANT AND RETURNED TO THE STATE OFFICIALS CO-ORDINATOR FOR CONSIDERATION OF AN UPGRADE. To upgrade to a Club Chief Officials Licence, a General Official must; 1. Satisfactorily attend an AKA Officials Training School. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a General Official s License for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, four (4) of which must be as an Assistant Clerk of Course. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. A LICENCE UPGRADE WILL NOT BE CONSIDERED UNTIL THE ABOVE CRITERIA HAVE BEEN SUCCESSFULLY COMPLETED. NAME LICENCE NUMBER Endorsement 1 Endorsement 2 Endorsement 3 Endorsement 4 Endorsement 5 Endorsement 6 Race Meeting Date Discipline Chief Steward I declare the above to be a true and correct record and hereby apply for consideration to be upgrade to :- CLUB CHIEF OFFICIAL (CLERK OF COURSE) Signed. Date.. APPROVED AND YOUR CM;S LICENSE PAGE UPDATED DISAPPROVED Signed STATE OFFICIALS CO-ORDINATOR Date CLERK OF COURSE HANDBOOK 8 UPDATED FEBRUARY 2013

30 CLERK OF COURSE HANDBOOK 9 UPDATED FEBRUARY 2013

31 APPLICATION FOR LICENCE UPGRADE TO STATE OFFICIAL (CLERK OF COURSE) THIS FORM IS TO BE COMPLETED BY THE APPLICANT AND RETURNED TO THE STATE OFFICIALS CO-ORDINATOR FOR CONSIDERATION OF AN UPGRADE. To upgrade to a State Officials Licence, a Club Chief Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Club Chief Official s Licence for a minimum twelve (12) month period and satisfactorily officiated at a minimum of six (6) race meetings as Assistant Clerk of Course during that period, a minimum of two (2) of which must be away from their home club track. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. A LICENCE UPGRADE WILL NOT BE CONSIDERED UNTIL THE ABOVE CRITERIA HAVE BEEN SUCCESSFULLY COMPLETED. NAME LICENCE NUMBER Endorsement 1 Endorsement 2 Endorsement 3 Endorsement 4 Endorsement 5 Endorsement 6 Race Meeting Date Discipline Chief Steward I declare the above to be a true and correct record and hereby apply for consideration to be upgrade to :- STATE OFFICIAL (CLERK OF COURSE) Signed. Date.. APPROVED AND YOUR CM;S LICENCE PAGE UPDATED DISAPPROVED Signed STATE OFFICIALS CO-ORDINATOR Date CLERK OF COURSE HANDBOOK 10 UPDATED FEBRUARY 2013

32 CLERK OF COURSE HANDBOOK 11 UPDATED FEBRUARY 2013

33 APPLICATION FOR LICENCE UPGRADE TO NATIONAL OFFICIAL (CLERK OF COURSE) THIS FORM IS TO BE COMPLETED BY THE APPLICANT AND RETURNED TO THE STATE OFFICIALS CO-ORDINATOR FOR CONSIDERATION OF AN UPGRADE. To upgrade to a National Officials Licence, a State Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a State Official s License for a minimum twenty four (24) month period and satisfactorily officiated at a minimum of twelve (12) race meetings as Clerk of Course during that period, a minimum of four (4) of which must be away from their home club track. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. A LICENCE UPGRADE WILL NOT BE CONSIDERED UNTIL THE ABOVE CRITERIA HAVE BEEN SUCCESSFULLY COMPLETED. NAME LICENCE NUMBER Endorsement 1 Endorsement 2 Endorsement 3 Endorsement 4 Endorsement 5 Endorsement 6 Endorsement 7 Endorsement 8 Endorsement 9 Endorsement 10 Endorsement 11 Endorsement 12 Race Meeting Date Venue Chief Steward I declare the above to be a true and correct record and hereby apply for consideration to be upgrade to :- STATE OFFICIAL (CLERK OF COURSE) Signed. Date.. APPROVED AND YOUR CM;S LICENCE PAGE UPDATED DISAPPROVED Signed STATE OFFICIALS CO-ORDINATOR Date CLERK OF COURSE HANDBOOK 12 UPDATED FEBRUARY 2013

34 CLERK OF COURSE HANDBOOK 13 UPDATED FEBRUARY 2013

35 AUSTRALIAN KARTING ASSOCIATION INC. STEWARDS HANDBOOK

36 PURPOSE OF STEWARDS The AKA is responsible to institute the processes by which kart racing is conducted in this country, and to ensure that these processes are properly applied and maintained. STEWARDS are appointed to race meetings by the AKA to fulfil this function, i.e. to oversee the organisation of the meeting and to ensure that it is conducted in accordance with the rules, and to protect the proper interests of all parties. The AKA requires that there be appointed to each authorised race meeting at least two persons to act as STEWARDS, one of which will be the Chief Steward, with a minimum AKA Club Chief Officials Licence. These people shall have no other function than as STEWARDS at the meeting, and as per rule 4.06(c), are ineligible to compete during the race meeting. POWER OF THE STEWARDS As per RULE 4.09 of the AKA MANUAL The Stewards of the Meeting shall have general power and authority to enforce compliance with the International Sporting Code, these National Competition Rules, the Supplementary Regulations, the Programme and the Instructions to Drivers (if any) and to adjudicate upon any dispute or complaint arising during the meeting subject to the rights of appeal provided by these Rules and in particular shall have power in accordance with these rules to: (a) Keep order in conjunction with the civil authorities as have undertaken the policing of the meeting and who are especially responsible for public safety. (b) Decide what penalties to apply for a breach of these Rules; (c) Amend the Supplementary Regulations in exceptional circumstances; (d) Alter the composition of, or consolidate heats; (e) In the event of a dead-heat or tie on points, authorise a resolution in accordance with the National Competition Rules. (f) Accept a correction made by a Judge; A decision of a Judge of Fact may be altered after consultation between the Chief Steward and the Judge of Fact. (g) Amend placings and awards as laid down in Rule 4.17(f) and Rule 6.01; (h) (i) (j) (k) (l) (m) (n) (o) (p) (q) Prohibit from competing any driver who, or any kart which they consider to be dangerous or is reported as such by the Clerk of Course or a Scrutineer; Exclude from one or more competitions or for the duration of the meeting any entrant or driver whom they consider to be or who is reported to them by the Clerk of Course or Promoters, to be ineligible to take part therein or whom they consider guilty of misbehaviour or unfair practice. Exclude from the course and its precincts any competitor or driver who refuses to obey the order of a responsible official; Postpone or alter the conditions of a competition for reasons of safety or force majeure; Modify the position of the starting area or finishing line, or alter the programme at the request of the Clerk of Course or Promoters where necessary to ensure reasonable safety for drivers or spectators; Appoint a temporary substitute or substitutes to replace any Steward or Stewards not able to perform his duties. Such power shall be exercised by the remaining Steward or Stewards and shall be used to ensure that there are always at least two Stewards of a Meeting. View Cinematographic, photographic or similar apparatus to facilitate the Stewards decision. Approve the commencement of the practice / competition/s. In extraordinary circumstances, take the decision to stop or abandon an event. Settle any issue which might arise during a race meeting, subject to the Right of Appeal in accordance with the National Competition Rules. STEWARDS HANDBOOK 1 UPDATED FEBRUARY 2013

37 AT THE RACE MEETING (STEWARDS) STEWARDS are appointed to race meetings by the AKA to oversee the organisation of the meeting and to ensure that it is conducted in accordance with the rules, and to protect the proper interests of all parties. ON ARRIVAL: On arrival at a race meeting, each Steward should advise the C of C of their presence and then seek out the other Stewards. They should sign on into CM;S and collect any information / material that may be needed. If radio s are supplied, check that they are working properly, have new or fully charged batteries and you re on the right channel. This makes it easy to keep in contact with what is going on. PERMITS: The Chief Steward should sight the Race Permit, Track Licence and any other permits which may be required, such as those issued by State or Local Government. Race Permits can be viewed in the Officials section of CM;S. SCRUTINEERING: The Chief Steward should introduce themselves to the Chief Scrutineer as soon as possible after arrival and become familiar with the scrutineering method being used, and ensure that the Scrutineers have all the relevant paperwork and equipment required to perform their duties. OFFICIALS: Ensure all Officials have swiped on to CM;S and have been briefed by the Clerk of Course on their duties and have access the equipment required to perform their duties. TRACK INSPECTION: Together with the Clerk of Course and assistants, the Stewards should inspect the circuit to ensure that it is safe to use and the required equipment for other trackside officials (Flag Marshals and Starter) is available and in position If the track needs any work to be done before the commencement of the event, it should be noted on the Stewards Report and then signed off when the requested work has been completed. PAPERWORK: Ensure all forms and paperwork required for the race meeting are available. ACCESS THE STEWARD S SECTION OF CM:S: Confer with the Chief Timing Officer to establish a connection between your remote computer and the master computer for the race meeting. Once connected, print off copies of the requested endorsements list for each steward. Generate page 1 of the Stewards Report and save it to your computers desktop for further reference. DRIVER S BRIEFING: At least one Steward (but preferably all stewards) should attend any competitors briefing which may be held, whether it be on the day of competition or prior thereto, and note any relevant instructions to competitors. These instructions can then be passed on to fellow Stewards who may have been unavailable at the time of the briefing. MEDICAL OFFICER: CHIEF STEWARD to meet Medical Officer and ensure that the C of C has already briefed these personnel, and that the requirements and communication procedures are clearly understood. DO NOT attempt to retrace the C of C instructions to these personnel as it will only lead to confusion. PITS: Take a walk around the pits and check to ensure that safety requirements are being complied with, e.g. no smoking or alcohol in the pits, are fire extinguishers serviceable and accessible and are there enough of them for the amount of entries, no trailers or vehicles in restricted areas, etc. KEEPING IN TOUCH: It is important to keep your radio on at all times (except during a hearing) so that you can be contacted when needed and you can contact others when necessary. The smooth running of a race meeting relies on good communication and accessibility of Officials. DURING THE MEETING: Keep an eye on the general conduct and progress of the meeting. Ensure that you know which classes are on the track and what race is on at all times. This makes reporting incidents much easier. STEWARDS HANDBOOK 2 UPDATED FEBRUARY 2013

38 MAKING NOTES: Develop a habit of making notes of events and incidents as they happen during the race meeting, e.g. time of arrival, details of weather, practice starting time, contents of drivers briefing, race starting time, directions given, observations made, etc. This will prove to be invaluable when completing the Steward s Report at the end of the meeting. When incidents are observed during a race, write it down in note form, it makes it easier to remember once the race has finished, especially if a complaint form needs to be written. TALKING TO COMPETITORS: Drivers who are involved in accidents or incidents during an event can become very agitated and at worst, totally incoherent. DO NOT launch upon anyone in the heat of the moment and start reading them the riot act. Similarly, do not allow any individual to yell at you for any reason. Always attempt to defuse the situation. Allow the driver some cool down time before approaching them about the incident. TAKING ACTION: STEWARDS are persons whose role it is to oversee others. In this case officials and competitors. This supervision is meant in a passive rather than active sense. Encourage other officials to look to you as a help rather than an undesirable necessity. If you see or hear of the beginnings of a problem, don t wait for it to develop into something bigger. Draw the attention of the relevant officials to the matter. Remember that you are representing the AKA as its eyes and ears and you are acting in the interest of Karting on behalf of the AKA. STEWARDS should act as a body unless a condition of over-riding emergency arises. If individual Stewards take separate action, they should advise their fellow stewards and the C of C as soon as possible. INCIDENTS AND ENQUIRIES: Stewards are expected to ensure that proper enquiry is made into incidents which are other than minor. Use of the red flag by the C of C to stop a race or practice session must result in an enquiry and subsequent report to the AKA, via the Stewards Report for the meeting. Two or more karts coming into contact with one another should be the subject of a report, and come to the Stewards via the Clerk of Course in the form of a complaint form. The Stewards must then take any further action as is required. Generally speaking, Stewards should enquire into any incidents other than those for which the cause is obvious to them. ACCIDENTS: If an accident occurs on the track during a race, STAY CALM. Make a logical assessment of the situation and decide whether the RED FLAG is to be used. If the red flag is to be used, be decisive and clear with your instructions. Make your way quickly to the accident scene, do not run. When the track is clear, call for Medical help, DO NOT attempt to move the injured driver. DO NOT allow other drivers or pit crew to run onto the circuit, or to the accident scene. Conduct a preliminary investigation into the circumstances and record the numbers of any other karts involved and any witnesses, then confer with the C of C for further action as necessary. Take note of the numbers of the karts that were stationary when the red flag was displayed, as these karts are ineligible to re-start the race. MODIFICATIONS TO THE PROGRAM: If it becomes necessary or desirable to modify the scheduled program due to encroaching darkness, inclement weather or whatever reason, the C of C should confer with the Stewards of the Meeting and devise a plan which will assure the smooth running of the balance of the program. The STEWARDS, in consultation with the Clerk of Course, have the capacity to modify the program. Once the decision to modify the program is made, an announcement must be made over the public address system and a Bulletin must be posted on the official notice board signed by the Clerk of Course and the Chief Steward. AFTER THE MEETING: After the conclusion of racing, the Chief Steward and the Clerk of Course will confer to complete part 1 of the Stewards Report, print it out and sign it. Requested License endorsements can also be completed in CM;S. After all hearings are completed and associated penalties entered, part 2 of the stewards report can be saved to the desktop, printed out and attached to part 1 as a complete record of the race meeting. At the completion of the meeting, the Stewards must not consume any alcohol until 1 hour after the completion of the final hearing, as competitors have 1 hour to appeal any finding / penalty imposed by the Stewards. STEWARDS HANDBOOK 3 UPDATED FEBRUARY 2013

39 PROBLEMS AFTER A RACE MEETING If a serious problem occurs after a race meeting, e.g. abuse of an official or competitor by another competitor or pit crew during or after trophy presentation, the following procedures should apply; 1. A STEWARD or CLERK of COURSE should write out a complaint form in the normal way. 2. The complaint to be forwarded to the State Secretary with all of the other paperwork from the race meeting. 3. The State Registrar will arrange for the complaint to be dealt with by a Disciplinary Tribunal. The following rules apply; 1. Rule 5.05(a) covers anything that occurs at the circuit. 2. Rule ) provides for a Steward or C of C to raise a complaint prior to the expiration of the race permit, where practical. 3. Rule ) allows for a complaint to be made out of time for a good reason. 4. Rule 7.10 Dealt with by a Disciplinary Tribunal. GUIDELINES FOR HEARINGS The competitors and officials directly concerned with the hearing should be present at all times so that they can hear all evidence given, whether in their favour or not. In all cases, the competitor who has been accused of an offence must hear all the evidence presented to the stewards. Also, if the complaint has been laid by a competitor, that competitor or his/her appointed representative must also hear all the evidence presented to the stewards. Witnesses are required to wait outside until they are called to give evidence, one at a time. The hearing should be held in a formal manner. In the middle of a race meeting, you can sometimes have difficulty in finding a venue which offers quiet and privacy. You have to do the best you can in the circumstances. Arrangements for the hearing of a complaint are set out in Chapter 7. The proceedings should be disciplined and controlled with the Steward being in full command of the proceedings. Any party involved may call evidence to rebut, diminish or support any evidence given against his/her case. If the proceedings are conducted in this manner, it greatly increases the chance of all relevant evidence coming to the notice of the Stewards who, having heard all parties, can then reach a proper decision. Where possible, all Stewards hearings are to be recorded for proof of accuracy, as per rule ). Hearings must be conducted as per rule 7.19 to ensure correct procedure is followed. During the hearing the Stewards should also take notes, which outline the substance of each witnesses evidence. These notes become very important if one of the parties appeals against the decision resulting from the hearing. If an appeal results, it is not unusual for the stewards to be required to present a report and give evidence at the tribunal on the evidence presented at the hearing and the reasoning behind the decision. Any Cadet, Rookie, Junior or Senior competitor under 18 years of age MUST be accompanied by a parent or guardian or other adult. The young person may consult the adult, but the adult must not speak to the Stewards unless, in the opinion of the Stewards, the young person will suffer serious prejudice unless the adult is permitted to speak. Before a Steward can question or reprimand (for a Verbal or Written warning) any competitor under 18 years of age, the competitor must have a parent, guardian or pit crew (over 18 years of age) present. STEWARDS HANDBOOK 4 UPDATED FEBRUARY 2013

40 A GUIDE FOR HEARING A COMPLAINT RAISED BY A COMPETITOR Official Clerk of Course Clerk of Course Clerk of Course Clerk of Course Chief Steward Stewards Stewards Stewards Stewards Stewards Stewards Action Receive the complaint and $55 Complaint Fee from the competitor laying the complaint and give the competitor a receipt for the fee. Advise the Chief Steward and liaise with Chief Steward / Steward s Secretary to organise a time for the hearing and the stewards to attend. Advise the competitor laying the complaint of the hearing time and remind the competitor to bring his/her licence and any witnesses. Deliver the pink copy of the Complaint Form to the accused competitor and advise them of the hearing time. Also remind the competitor to bring his/her licence and bring any witnesses. Arrange for Stewards to be available for the hearing. Hear the complaint and listen to the various witnesses presented by both parties. (refer Chapter 7 of the Karting Manual). Make a decision whether the complaint is proven. If the complaint is proven, make a decision on the penalty to be imposed. Then fill out the findings section of the Complaint Form. Notify both parties of the result and remind both parties of their right of appeal. Give the pink copy of the Complaint Form back to the competitor with their licence. Enter the relevant details of the hearing onto the competitors licence page in CM;S. If the penalty given affects any placing, points or gridding, the Chief Lapscorer must be notified immediately. If the competitor appeals, notify the Chief Lapscorer that the competitor is Racing Under Appeal. A GUIDE FOR HEARING A COMPLAINT RAISED BY AN OFFICIAL. Official Clerk of Course Clerk of Course Clerk of Course Chief Steward Stewards Stewards Stewards Stewards Stewards Stewards or Stewards Secretary Action Advise the official laying the complaint of the hearing time as he/she will be required as a witness to the incident. Advise the Chief Steward and liaise with Chief Steward to organise a time for the hearing and the stewards to attend. Deliver the pink copy of the Complaint Form to the accused competitor and advise him/her of the hearing time. Also remind the competitor to bring his/her licence and bring any witnesses. Arrange for Stewards to be available for the hearing. Hear the complaint and listen to the various witnesses presented by both parties (refer Chapter 7 of the Karting Manual). Make a decision whether the complaint is proven. If the complaint is proven, make a decision on the penalty to be imposed. Then fill out the findings section of the Complaint Form. Notify the accused of the result and remind them of their right of appeal. Give the pink copy of the Complaint Form back to the competitor. Enter the relevant details of the hearing onto the competitors licence page in CM;S. If the penalty given affects any placing, points or gridding, the Chief Lapscorer must be notified immediately. If the competitor appeals, notify the Chief Lapscorer that the competitor is Racing Under Appeal. STEWARDS HANDBOOK 5 UPDATED FEBRUARY 2013

41 DECISIONS When deliberating the outcome of a hearing, the degree of proof required is only to be by the preponderance of evidence. Decisions must be made on the balance of probability, i.e. what seems most likely to have happened from the evidence presented. What you must remember, and what cannot be emphasised too strongly, is that any decisions you make when exercising your judicial powers will have a real, and in many cases, profound effect on one or more of the interested parties. Any action you take, or even contemplate, should be carefully considered. In all cases, you must act fairly and properly, and after due consideration. It must also appear to all present that you have acted in that manner and only in that manner The relevant maxim is "Justice must not only be done, it must also be seen to be done". If you act with scrupulous impartiality, and carefully weigh the evidence brought before you when you are sitting at a hearing and act in the manner suggested by the Manual and the National Competition Rules, then it is unlikely that anyone could reasonably suggest that you have acted in an improper or unfair manner. It is very important to bear in mind that in order to reach your decision you consider only such evidence as is placed before you when the hearing is sitting formally. You should not place any reliance on or be in any way swayed by rumour, idle gossip or hearsay. You can draw upon your own observation but any matter so arising must be introduced as evidence. If you have any reason to believe that you may be called upon to adjudicate in any matter, you should distance yourself from any discussion on that matter. Under no circumstances should you place yourself in a position where you could be deemed to have prejudiced any matter which comes before you. There is an absolute responsibility on you to be both disinterested (as distinct from uninterested) and impartial. TYPES OF WARNINGS VERBAL WARNING: A verbal warning is given for a minor infringement that does not advantage or disadvantage anybody, and which is normally caused by inexperience, lack of familiarity or an error of judgement, and is unlikely to be repeated. A verbal warning cannot be given as a penalty as a result of a complaint form being raised for the original incident. A verbal warning is not recorded on the Steward s Report for the meeting, nor the drivers CM:S license page. WRITTEN WARNING: A written warning is given for an infringement that has not greatly advantaged or disadvantaged anybody, but is one the offender should have known better, and if a similar offence is repeated it will result in a complaint. A written warning cannot be given as a penalty as a result of a complaint form being raised for the original incident. A written warning is entered onto the competitors licence page in CM;S and is recorded on the Steward s Report for the meeting. A driver who receives three or more written warnings recorded on their licence page in any 12 (twelve) month period will be required to show cause to a Disciplinary Tribunal why that person should not be penalised. A Tribunal must deal with the matter as a matter of penalty only, and must accept that the person has committed the offences which were the subject of the warnings. When the third warning is received within a twelve month period, a notation to this effect must be included in the Stewards Report and sent to the relevant State Secretary for processing. The driver can continue to compete until their Disciplinary Tribunal appearance. STEWARDS HANDBOOK 6 UPDATED FEBRUARY 2013

42 MINIMUM PRESCRIBED PENALTIES To maintain consistency, a comprehensive list of Minimum Prescribed Penalties has been developed for the various rule infringements that may occur during a race meeting. It must be remembered that these are minimum prescribed penalties. Increased penalties may be applied, depending on the severity and circumstances of the infringement. STEWARDS HANDBOOK 7 UPDATED FEBRUARY 2013

43 PENALTIES: Penalties will be applied during a race meeting for breaches of these regulations via (1) one of the following procedures; a) Penalty Notification Form: A Penalty Notification Form is issued by a Steward of the Meeting when an established breach of rule/s is determined by a Judge of Fact decision. These penalties are all prescribed penalties for established breaches and are non-appealable. b) Infringement Notice: An Infringement Notice may only be raised by an Official of the Meeting ie., (Clerk/s of Course, Steward/s or Judges of Fact) when they determine that an alleged breach of rule/s has occurred. Only the minimum prescribed penalty for the established breach of rule/s, as set-out in chapter 6 of the AKA Manual, may be applied. Competitors who admit to the breach and accept the minimum prescribed penalty, waiver their rights to Appeal the matter. A Steward of the Meeting must countersign this paperwork before the penalty can be applied. Competitors who choose not to admit to the alleged breach/es must have an AKA Form of Complaint raised against them for the same breach of rule/s, inviting them to a Steward s Hearing to defend the charge/s. c) Form of Complaint: As per chapter 7 of this manual, a Form of Complaint may be raised for an alleged breach of these regulations, resulting in a Stewards hearing being convened to deal with the complaint, and if necessary, apply one or more of the established penalties as described in rule Any penalty applied must not be less than the minimum prescribed penalty for the established breach of rule/s, as set out in this chapter 6 of this manual. TYPES OF PENALTIES Stewards objectives must be to attain an equal standard for all competitors to ensure that the race meeting is conducted in a safe and orderly manner. Drivers who are found to be in breach of any rules and/or regulations of a race meeting may be penalised. The STEWARDS are the only OFFICIALS empowered to issue penalties during a race meeting. When deciding on a penalty for a breach of the rules when the minimum prescribed penalties are considered inadequate, Stewards must consider the following points; Were any other drivers disadvantaged. Did the defendant gain an advantage. Was the race for points or a placing / grid position. What points system is being used, 0,2,3, or % Did the incident affect the outcome of the race. Is the event a stand alone event or part of a series. A PENALTY MAY CONSIST OF ONE OR MORE OF THE FOLLOWING: 1. A fine (up to $1,000.00) Fines are imposed for a rule/s breach when other penalties are deemed inappropriate. When a fine has been imposed as a result of a Stewards hearing, the competitors licence is automatically suspended until one of the following conditions is met: (a) fines of $ or less must be paid within 1 hour of the Stewards decision. (b) for fines greater than $250.00, a minimum of $ must be paid within 1 hour of the Stewards decision, with the balance paid within 14 days of the date of the decision. Competitors may continue to compete only after payment of the minimum amount ($250.00), prior to the balance being paid. If the licence holder does not comply with the time limits for payment of a fine, the licence is automatically suspended for a period of two days for every day between the date notified as the date by which the fine/fee was due to be paid and the date on which all directions in the notification have been complied with. 2. Revise grid position. Generally only imposed for a starting infringement issued prior to the re-start of a race. Imposed by the Stewards / Starter using a penalty notification form. 3. Time penalty. A time penalty may be imposed in any race where approved timing equipment is used to record timing / lap scoring recording. A time penalty, when added to the competitors total race time, may alter the original placings for that section of the event. 4. Place Penalty. A place penalty revises the finishing order of a race. All competitors affected by the revised placing will receive the relevant placing / points entitlements associated with their revised placing. STEWARDS HANDBOOK 8 UPDATED FEBRUARY 2013

44 5. Points Penalty. A points penalty only changes the points allocated to the penalised competitors finishing position in the race. It does not affect the finishing positions or points allocation of any other competitors. 6. Exclusion from that section of the event. Excludes the competitor from any entitlements (points / placing) for that race only. Refer to Consequences of Exclusion, below. Points / placing allocated will be the same as a disqualification (DSQ). 7. Exclusion from the event. Excludes the competitor from any further participation in any section of that event (class), and any entitlements already gained for the relevant class, for the entire race meeting. Refer to Consequences of Exclusion, below. Competitor may still compete in other events (classes) at that meeting. 8. Exclusion from the meeting. When a licence holder is excluded from a meeting, (a) the penalty is applied immediately it is imposed. The licence holder cannot take any further part in the meeting. (b) the competitor loses any points, placings or awards in all sections of events (classes) completed at that meeting before the penalty of exclusion was imposed. Refer to Consequences of Exclusion, below. (c) the competitor forfeits any fees paid in respect of that meeting. An automatic exclusion does not prevent the imposition of any additional penalty (after the hearing of a complaint) for the same offence. A penalty of exclusion may be imposed by stewards who refer a matter to a Disciplinary Tribunal for further penalty. This does not prevent the tribunal from varying or imposing a further penalty. 9. Suspension (up to 6 months) (1) When a licence holder has their licence suspended; (a) the sentence of suspension is applied immediately it is imposed, subject to provisions relating to appeals as stated in Rule (b) the competitor loses any points, placings or awards in all sections of events (classes) completed at that meeting before the licence suspension was imposed (c) the competitor forfeits any fees paid in respect of that meeting. (d) the Stewards may refer the matter to a Disciplinary Tribunal for further penalty. This does not prevent the tribunal from varying or imposing a further penalty. (2) A licence holder who is suspended cannot Practice, Race or act as an Official at any AKA licensed track during the period of their suspension. CONSEQUENCES of EXCLUSION or SUSPENSION: For the purposes of lap scoring / recording, when a competitor is excluded from a section of an event, excluded from an event, excluded from a meeting or suspended during a meeting, their relevant placings / points entitlements will be assumed by the relevant succeeding competitors with all subsequent placings / points adjusted accordingly. REFERAL TO A DISCIPLINARY TRIBUNAL : The Stewards of a meeting may refer a matter / competitor to a SKC Disciplinary Tribunal when; (a) there is good reason why the matter cannot be dealt with the during the course of the race meeting. (b) a competitor receives a third written warning (within a twelve month period) on their electronic licence page of the AKA Licence System. Refer to rule 6.04(5) (c) The Stewards, after conviction, determine that a penalty is warranted which they are not authorised to impose. In that case, the written statement of the Stewards that the charge has been found proved shall be conclusive evidence of that fact. Refer to rule 9.02(a)(iv). STEWARDS HANDBOOK 9 UPDATED FEBRUARY 2013

45 (d) The competitor has been found guilty by a Judge of Fact Fuel Tester of using non-compliant fuel. As per rule , the competitor must be excluded from the race meeting and referred to a Disciplinary Tribunal for a recommended further penalty. (e) The Stewards must also advise the competitor/s what penalty, if any, will be recommended to the (f) Tribunal, but advise that the Tribunal may vary the penalty. There is no fee for officials of a race meeting who refer a matter to a Disciplinary Tribunal. NOTE: Matters requiring referral to a Disciplinary Tribunal during the running of a State or National Championship must be referred direct to the Tribunal Registrar of the relevant State Karting Council. NOTICE OF APPEAL Rule 8.02 provides "A party to proceedings conducted as a Steward s Hearing, a Disciplinary Tribunal or an Appeal Tribunal may appeal the decision of that Steward s Hearing, that Disciplinary Tribunal or that Appeal Tribunal on the grounds of severity of penalty, error of law, error of fact. For the avoidance of doubt, a party is a person or entity who has appeared in the proceeding as a Defendant, a Complainant, a Prosecutor, or a person or entity otherwise joined in the proceeding, or a competitor directly involved in the incident leading to the hearing. There can be no appeal against a not guilty verdict from a Stewards hearing, Disciplinary Tribunal or Appeal Tribunal. An Appellant may appeal against a conviction, a penalty, or against both. For an appeal against a conviction, an Appeal Tribunal will be set up, in accordance with Chapter 9 of the Karting Manual, to hear the appeal on the grounds submitted. For an appeal against a penalty, the tribunal will consider the question of penalty only - as it would had no appeal been submitted. Chapter 8 of the Karting Manual sets out the procedures for accepting an appeal, the consequences of having received a notice of appeal, and the manner in which the appeal must be dealt. NOTE The first avenue of appeal against a decision from a Steward s hearing at any State or National Championship, is to the Australian Karting Appeals Court (AKAC). Any person affected by a decision of the Stewards has the right to appeal. Under no circumstances should you attempt to dissuade anyone from exercising that right. To the contrary, after you have given your decision it is your duty to inform the parties of their right of appeal (see Rule 7.45), and advice to that effect must be included in any finding you hand down. The parties must acknowledge this duty has been fulfilled by signing next to the appeal clause at the bottom of the Complaints/Findings Form. If any of your decisions as Stewards are appealed, never take the appeal personally and certainly never regard it as being an attempt to besmear or belittle the genuine efforts which you and your fellow Stewards have made in attempting to reach a proper decision based on the material before you. There is no disgrace in having a decision upset, reversed or amended on appeal. There is no Judge sitting on the bench of the Supreme Court who has not at some time had a judgment set aside or amended on appeal. There is, however, some cause for embarrassment if your decision is set aside on the basis that you acted unfairly or improperly or did not consider adequately the evidence that was placed before you. PROCEDURE TO ACCEPT AN APPEAL Where a competitor wishes to appeal, the following procedure is to be followed: 1) Refer to Chapter 8 regarding the rules relating to Appeals. 2) Ensure those appealing are eligible to do so by checking the following: Was the penalty issued for an infringement that can be appealed? Note that penalties for some offences can not be appealed e.g. starting and weight infringements. Are those appealing affected by the decision? Is it within the time limits? Rule 8.04 STEWARDS HANDBOOK 10 UPDATED FEBRUARY 2013

46 3) Ensure the party appealing, with the assistance of the Clerk of Course, fills out a Notice of Intention to Appeal form. 4) Ensure that the appropriate fee has been paid and receipt issued. Cheques to be made payable to the Kart Club hosting the event. 5) If the penalty was against non-conforming engine or parts, refer to rule ) Note Rules 8.12 and 8.13 regarding drivers racing under appeal. PROCEDURE FOR NON-CONFORMING ENGINE OR PART THE FOLLOWING IS A GUIDE TO HANDLING A NON-CONFORMING ENGINE OR PART: AT ENGINE MEASURING; Measure twice (Driver or representative may elect to be present). Isolate engine/part in measuring area. Technical Inspector s Report (TIR) to be correctly filled out and signed. Fill out Complaint/Finding form. Ensure TIR number is written on complaint form. Give pink copy of each form to driver. Arrange for hearing. HOW TO RUN THE HEARING: Run hearing as per rule Listen to driver s comments, Tech Inspectors comments and any witnesses. Driver to leave room. Stewards to consider if there has been a breach of the rules. If there has been a breach, Stewards to decide penalty. Driver back into room & told findings, penalty etc. If a penalty of more than 6 months suspension or $1, fine has been decided, advise driver it will be referred to a disciplinary tribunal and what penalty is being recommended. Note : If referred to a tribunal, a penalty must be recommended Advise driver that he/she can appeal against the Technical Inspector s findings or the penalty given by the stewards (Signs bottom of complaint form) Advise driver that if an appeal is being considered against the Technical Inspector s Report, the engine/part must not be touched or removed from isolation area (refer rule ) If not being referred to a tribunal, penalty must be entered on drivers license page in CM;S. IF NOT APPEALING; If penalty is suspension, licence is suspended on CM;S by meeting Officials. Tower notified of penalty Engine or part can be removed. Removal of the engine or part by the competitor forfeits their Right of Appeal. IF APPEALING; Refer Rule 8.09 of the Manual If the appeal is against the Technical Inspector s findings, the engine must be tagged, bagged, sealed and witnessed by the driver. Driver to sign seals If seals are numbered eg. engine seal, write seal number on complaint form and drivers receipt. Engine/part to be retained by Clerk of Course or authorised representative Tower notified that results are under appeal Note that unless there is an obvious mistake on the part of the Technical Inspectors, the stewards must take the Technical Inspector s report as being a statement of fact. STEWARDS HANDBOOK 11 UPDATED FEBRUARY 2013

47 GRADING OF STEWARDS A National grading system for Stewards has been established to provide uniformity throughout Australia. There are five (5) levels, with advancement dependant upon experience gained at race meetings, demonstrated knowledge and application of the AKA Manual and an upgrade criteria for assessment, which includes a level of competency endorsements. TRAINEE OFFICIAL: A Trainee Official, when appointed as a Steward, MUST always work under the direct supervision of a more senior Steward as an Assistant, and may only perform these duties at club level race meetings. GENERAL OFFICIAL: A General Official, when appointed as a Steward and with the appropriate licence endorsements, may work under limited supervision at any race meeting excluding Multi-Club Series, Titles or Championships. CLUB CHIEF OFFICIAL: A Club Chief Official, when appointed as a Chief Steward and with the appropriate licence endorsements, may work without supervision at club level race meetings, or Steward at any race meeting excluding National Championships. STATE OFFICIAL: A State Official, when appointed as a Steward and with the appropriate licence endorsements, may perform the duties of Chief Steward at any race meeting excluding National Championships, or Steward at National Championships. NATIONAL OFFICIAL: A National Official, when appointed as a Steward and with the appropriate licence endorsements, may perform the duties of Chief Steward at any race meeting including National Championships. ACCREDITATION UPGRADE PROCEDURE The following accreditation procedures have been implemented to clearly define the prerequisites required to retain or upgrade an AKA Officials Licence in the discipline of Steward. An official may hold different licence levels for different disciplines of officiating at any one time (e.g. they could be a National Clerk of Course and also a Club Chief Steward.) Recognition of Prior Learning / Experience may only be considered if all stated relevant licence requirements can be proven to have been met. At their discretion, State Officials Coordinators may recommend Licenced Officials to their relevant SKC for upgrade within the nominated time frames as set out below. TRAINEE OFFICIAL: Trainee Officials Licences are granted to applicants who have no current motorsport officiating experience and are capable of assisting a more senior Licenced Official under direct supervision at club level race meetings. Trainee Officials may assist a Steward, and may only perform these duties at club level race meetings. Trainee Officials must officiate at a minimum of four (4) race meetings per year to retain their Officials Licence. To upgrade to a General Officials Licence, a Trainee Official must; 1. Satisfactorily attend an AKA Officials Training School. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Trainee Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, two of which must be as a Steward. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. GENERAL OFFICIAL: General Officials Licences are granted to applicants who have satisfied the upgrade criteria for a Trainee Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. General Officials, with a minimum of two (2) license endorsements as a Steward, may work under limited STEWARDS HANDBOOK 12 UPDATED FEBRUARY 2013

48 supervision at any open race meeting excluding Multi-Club Series, Titles or Championships. General Officials must officiate at a minimum of six (6) race meetings per year to retain their General Officials Licence. To upgrade to a Club Chief Officials Licence, a General Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a General Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, four (4) of which must be as a Steward, two (2) of which must be assisting the Chief Steward, completing all paperwork and data entries. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. CLUB CHIEF OFFICIAL: Club Chief Officials Licences are granted to applicants who have satisfied the upgrade criteria for a General Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. Club Chief Officials, with a minimum of six (6) licence endorsements as a Steward, may work without supervision as Chief Steward at club level race meetings, or Steward at any race meeting excluding National Championships. Club Chief Officials must officiate at a minimum of six (6) race meetings per year to retain their Club Chief Officials Licence. To upgrade to a State Officials Licence, a Club Chief Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Club Chief Official s Licence for a minimum twelve (12) month period and satisfactorily officiated at a minimum of six (6) race meetings as a Chief Steward during that period, a minimum of two (2) of which must be away from their home club track. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. STATE OFFICIAL: State Officials Licences are granted to applicants who have satisfied the upgrade criteria for a Club Chief Official, as above, and been granted approval from the relevant State Karting Council after recommendation from the relevant State Officials Co-ordinator. A State Official, with the appropriate licence endorsements, may perform the duties of Chief Steward at any race meeting excluding National Championships, or Steward at National Championships. State Officials must officiate at a minimum of six (6) race meetings per year to retain their State Officials Licence. To upgrade to a National Officials Licence, a State Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a State Official s Licence for a minimum twenty four (24) month period and satisfactorily officiated at a minimum of twelve (12) race meetings as Chief Steward during that period, a minimum of four (4) of which must be away from their home club track. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. NATIONAL OFFICIAL: National Officials Licences are granted to applicants who have satisfied the upgrade criteria for a State Official, as above, and been granted approval from the National Officials Co-ordinator after recommendations from the relevant State Officials Co-ordinator and State Karting Council. A National Official, with the appropriate licence endorsements, may perform the duties of Chief Steward at any race meeting including National Championships. National Officials must officiate at a minimum of six (6) race meetings per year to retain their National Officials Licence. STEWARDS HANDBOOK 13 UPDATED FEBRUARY 2013

49 APPLICATION FOR LICENCE UPGRADE TO GENERAL OFFICIAL (STEWARD) THIS FORM IS TO BE COMPLETED BY THE APPLICANT AND RETURNED TO THE STATE OFFICIALS CO-ORDINATOR FOR CONSIDERATION OF AN UPGRADE. To upgrade to a General Officials Licence, a Trainee Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Trainee Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, two (2) of which must be as a Steward. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. A LICENCE UPGRADE WILL NOT BE CONSIDERED UNTIL THE ABOVE CRITERIA HAVE BEEN SUCCESSFULLY COMPLETED. NAME LICENCE NUMBER Endorsement 1 Endorsement 2 Endorsement 3 Endorsement 4 Endorsement 5 Endorsement 6 Race Meeting Date Discipline Chief Steward I declare the above to be a true and correct record and hereby apply for consideration to be upgrade to :- GENERAL OFFICIAL (STEWARD) Signed. Date.. APPROVED AND YOUR CM;S LICENCE PAGE UPDATED DISAPPROVED Signed STATE OFFICIALS CO-ORDINATOR Date STEWARDS HANDBOOK 14 UPDATED FEBRUARY 2013

50 STEWARDS HANDBOOK 15 UPDATED FEBRUARY 2013

51 APPLICATION FOR LICENCE UPGRADE TO CLUB CHIEF OFFICIAL (STEWARD) THIS FORM IS TO BE COMPLETED BY THE APPLICANT AND RETURNED TO THE STATE OFFICIALS CO-ORDINATOR FOR CONSIDERATION OF AN UPGRADE. To upgrade to a Club Chief Officials Licence, a General Official must; 1. Satisfactorily attend an AKA Officials Training School. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a General Official s Licence for a minimum twelve (12) month period and gained competency endorsements from the relevant Chief Stewards from a minimum of six (6) race meetings, four (4) of which must be as a Steward, two (2) of which must be assisting the Chief Steward, completing all paperwork and data entries. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. A LICENCE UPGRADE WILL NOT BE CONSIDERED UNTIL THE ABOVE CRITERIA HAVE BEEN SUCCESSFULLY COMPLETED. NAME LICENCE NUMBER Endorsement 1 Endorsement 2 Endorsement 3 Endorsement 4 Endorsement 5 Endorsement 6 Race Meeting Date Discipline Chief Steward I declare the above to be a true and correct record and hereby apply for consideration to be upgrade to :- CLUB CHIEF OFFICIAL (STEWARD) Signed. Date.. APPROVED AND YOUR CM;S LICENSE PAGE UPDATED DISAPPROVED Signed STATE OFFICIALS CO-ORDINATOR Date STEWARDS HANDBOOK 16 UPDATED FEBRUARY 2013

52 STEWARDS HANDBOOK 17 UPDATED FEBRUARY 2013

53 APPLICATION FOR LICENCE UPGRADE TO STATE OFFICIAL (STEWARD) THIS FORM IS TO BE COMPLETED BY THE APPLICANT AND RETURNED TO THE STATE OFFICIALS CO-ORDINATOR FOR CONSIDERATION OF AN UPGRADE. To upgrade to a State Officials Licence, a Club Chief Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a Club Chief Official s Licence for a minimum twelve (12) month period and satisfactorily officiated at a minimum of six (6) race meetings as a Chief Steward during that period, a minimum of two (2) of which must be away from their home club track. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. A LICENCE UPGRADE WILL NOT BE CONSIDERED UNTIL THE ABOVE CRITERIA HAVE BEEN SUCCESSFULLY COMPLETED. NAME LICENCE NUMBER Race Meeting Date Discipline Chief Steward Endorsement 1 Endorsement 2 Endorsement 3 Endorsement 4 Endorsement 5 Endorsement 6 I declare the above to be a true and correct record and hereby apply for consideration to be upgrade to :- STATE OFFICIAL (STEWARD) Signed. Date.. APPROVED AND YOUR CM;S LICENCE PAGE UPDATED DISAPPROVED Signed STATE OFFICIALS CO-ORDINATOR Date STEWARDS HANDBOOK 18 UPDATED FEBRUARY 2013

54 STEWARDS HANDBOOK 19 UPDATED FEBRUARY 2013

55 APPLICATION FOR LICENCE UPGRADE TO NATIONAL OFFICIAL (STEWARD) THIS FORM IS TO BE COMPLETED BY THE APPLICANT AND RETURNED TO THE STATE OFFICIALS CO-ORDINATOR FOR CONSIDERATION OF AN UPGRADE. To upgrade to a National Officials Licence, a State Official must; 1. Satisfactorily attend an AKA Officials Training School annually. 2. Have a knowledge of the AKA Manual and an enthusiasm for the sport. 3. Have held a State Official s Licence for a minimum twenty four (24) month period and satisfactorily officiated at a minimum of twelve (12) race meetings as Chief Steward during that period, a minimum of four (4) of which must be away from their home club track. 4. Make application on the appropriate form to the relevant State Officials Co-ordinator requesting consideration for an upgrade. A LICENCE UPGRADE WILL NOT BE CONSIDERED UNTIL THE ABOVE CRITERIA HAVE BEEN SUCCESSFULLY COMPLETED. NAME LICENCE NUMBER Endorsement 1 Endorsement 2 Endorsement 3 Endorsement 4 Endorsement 5 Endorsement 6 Endorsement 7 Endorsement 8 Endorsement 9 Endorsement 10 Endorsement 11 Endorsement 12 Race Meeting Date Venue Chief Steward I declare the above to be a true and correct record and hereby apply for consideration to be upgrade to :- STATE OFFICIAL (STEWARD) Signed. Date.. APPROVED AND YOUR CM;S LICENCE PAGE UPDATED DISAPPROVED Signed STATE OFFICIALS CO-ORDINATOR Date STEWARDS HANDBOOK 20 UPDATED FEBRUARY 2013

56 STEWARDS HANDBOOK 21 UPDATED FEBRUARY 2013

57 AUSTRALIAN KARTING ASSOCIATION INC. OFFICIALS PAPERWORK

58 OFFICIALS PAPERWORK The following pages contain examples of Officials Paperwork required by the various Officials at AKA race meetings As Steward s Reports are now produced electronically via the CM;S, they are explained in detail at the end of the following Officials Section in CM;S Users Manual chapter. Officials paperwork includes the following; TRACK LICENCE ORGANISING PERMIT SUPPLEMENTARY REGULATIONS BULLETINS TRACK LOG BOOK SCRUTINEERING FORM PENALTY NOTIFICATION FORM INFRINGEMENT NOTICE FORM OF COMPLAINT RECEIPTS TECHNICAL INSPECTORS FINDINGS and COMPLAINT FORM INTENTION TO APPEAL FORM OF APPEAL STEWARDS FINDINGS OFFICIALS PAPERWORK 1 UPDATED FEBRUARY 2013

59 TRACK LICENCE The AKA Track Licence should be prominently displayed in the Race Secretaries Office. The track licence confirms that the track has been inspected and approved for use by the State Track Inspector. Officials should view the TRACK LICENCE before a meeting commences to ensure it is current. The licence may also include special conditions that Officials need to be aware of. As per rule 1.10 of the AKA Manual, a track licence serves as a permit to allow the circuit to be used for practice and / or approved competition. A current track licence empowers the relevant SKC / Club Executive or Licenced AKA Official to enforce the AKA Rules and Regulations at all times whenever the circuit is used for practice and / or approved competition. OFFICIALS PAPERWORK 2 UPDATED FEBRUARY 2013

60 ORGANISING PERMIT The Organising Permit should be viewed before a meeting commences as it confirms that the meeting has been sanctioned by the AKA. The Organising Permit is accessible from the Stewards section of CM;S. The permit number will be automatically entered onto the Stewards Report The permit may specify certain requirements which must be complied with for the race meeting. OFFICIALS PAPERWORK 3 UPDATED FEBRUARY 2013

61 SUPPLEMENTARY REGULATIONS The approved Supplementary Regulations are accessible from the Stewards section of CM;S and must be on display for all competitors and available for all officials at the race meeting. They are a legal document that, when approved, form part of the AKA Manual. They contain all of the specific details relevant to the race meeting including; The date and location of the meeting, The names and roles of the Officials; The classes to be contested together with their weights; All of the entry details including the Entry Fee and the close of entries; The conditions of entry; Minimum entries; The format of racing; And a proposed race day timetable. They may also contain other regulations relevant to your club or SKC. OFFICIALS PAPERWORK 4 UPDATED FEBRUARY 2013

62 BULLETINS Bulletins are raised to inform drivers of any changes or additions to the Supplementary Regulations that have been made within the last 7 days. These usually relate to changes of officials. They must be signed by the Chief Steward and the Clerk of Course, and drivers must be notified over the P.A. System that it has been posted on the notice board. OFFICIALS PAPERWORK 5 UPDATED FEBRUARY 2013

63 TRACK LOG BOOK REPORT The Track Log Book report must be filled out after the Officials track inspection, prior to the start of a race meeting. Any faults found must be noted on the report and reported to a Club Official for rectification. The white copy of the form is to be attached to the Steward s Report from the meeting. OFFICIALS PAPERWORK 6 UPDATED FEBRUARY 2013

64 SCRUTINEERING FORM All drivers competing in an event must complete a Scrutineering form. It is the drivers responsibility to complete this form, sign it and present it to the Competition Secretary of the race meeting. It is the drivers responsibility to ensure that their kart and apparel comply with the relevant rules in the AKA Manual and associated addendums for the duration of the race meeting. OFFICIALS PAPERWORK 7 UPDATED FEBRUARY 2013

65 PENALTY NOTIFICATION FORM A Penalty Notification Form is completed when a prescribed penalty is applied without the need for a Steward s hearing. These are generally Judge of Fact decisions such as weight infringements, starting infringements, or technical infringements as described in rule 25.23, and are non-appealable. The form is completed by the relevant Judge of Fact and counter-signed and issued by a Steward of the meeting. The forms are in quadruplicate copy. The PINK copy is handed to the offending competitor; The YELLOW copy is sent to the lap scorers in the control tower to inform them to apply the penalty immediately; The white copy is attached to the Stewards Report at the end of the race meeting. Stewards must remember to enter these penalties direct to the competitors licence in CM;S. OFFICIALS PAPERWORK 8 UPDATED FEBRUARY 2013

66 INFRINGEMENT NOTICE An Infringement Notice can be raised by an Official of the race meeting in respect of an alleged breach of rule/s by a competitor during a section of an event. The competitor has the option to agree with the allegation, accept the prescribed penalty and relinquish their right of appeal, or, Disagree with the allegation and prescribed penalty and accept a complaint form to attend a Steward s hearing to defend the charge. An Infringement Notice, when accepted by the competitor, must be counter-signed and issued by a Steward of the meeting. OFFICIALS PAPERWORK 9 UPDATED FEBRUARY 2013

67 FORM OF COMPLAINT This is a standard Form for Complaint. When a complaint is made, the top half of the form must be filled out. After the complaint has been heard and a decision has been reached, the bottom half of the form must be filled out. It is vitally important to remember to inform both the Complainant and Defendant of their Right of Appeal and have them sign the complaint form in the appropriate place to signify that they have been informed. OFFICIALS PAPERWORK 10 UPDATED FEBRUARY 2013

68 RECEIPTS The receipts are also in triplicate.the white copy must be attached to the relevant complaint form, the green copy remains in the receipt book as a record and the PINK copy is given to the competitor who pays the fee for either laying the complaint or paying the fine. OFFICIALS PAPERWORK 11 UPDATED FEBRUARY 2013

69 TECHNICAL INSPECTORS FINDINGS and COMPLAINT FORM This form has been designed to replace the original Technical Inspectors Report forms. The top half of the form is filled out by the Technical Inspectors and handled the same as a Complaint Form, with the pink copy being received by the competitor. The Stewards fill in the bottom half of the form with the findings from the Steward s hearing. This form replaces the Complaint Form for any Technical Infringements. OFFICIALS PAPERWORK 12 UPDATED FEBRUARY 2013

70 INTENTION TO APPEAL FROM A STEWARD S FINDING Should a competitor or person effected by a decision of the stewards wish to appeal that decision, a notice of INTENTION TO APPEAL FROM A STEWARD S FINDING form must be filled in, signed by the appellant and hand delivered to one of the STEWARDS of the meeting within 1 hour of the STEWARD S finding. It MUST be accompanied by the appropriate fee. For all race meetings other than State or National Championships, the fee to appeal a STEWARD S finding to an Appeals Tribunal is $ For State and National Championships, the first avenue of appeal is to the AKAC (Australian Karting Appeals Court). The Appeal fee from decisions made at State and National Championships is $3,000. These Tribunal hearings will have a pre-arranged date and appropriate notification paperwork supplied by National Office prior to the event. Once this form has been lodged and the appropriate fee paid within the required time frame of 1 hour after the Steward s decision, the Appellant must be given a Form of Appeal, Steward s Finding to complete. OFFICIALS PAPERWORK 13 UPDATED FEBRUARY 2013

71 NOTICE OF APPEAL, STEWARDS FINDINGS This form must be filled out by an Appellant and either; 1. Complete the form and hand it back to the Stewards of the meeting (who will then fill in the Office Use section on the bottom of the form and attach it to the Intention to Appeal form) or 2. Post by registered mail or lodge the completed form with the appropriate Tribunal Registrar by 12 o clock midnight on the third day after the day of lodgement of the Intention to Appeal Form. Appeals are NOT heard by the Stewards of the meeting. They are heard by a specially convened Appeal Tribunal. The Stewards who heard the original complaint may be called upon to give evidence at the Tribunal. The completed white copies of the Appeal form and the receipt are attached to the relevant complaint form then attached to the Stewards report at the end of the meeting. OFFICIALS PAPERWORK 14 UPDATED FEBRUARY 2013

72 OFFICIALS PAPERWORK 15 UPDATED FEBRUARY 2013

73 AUSTRALIAN KARTING ASSOCIATION INC. OFFICIALS SECTION OF CM:S USERS MANUAL

74 Steward Functions. 1. All AKA licenced Officials, appointed to officiate at the race meeting, MUST swipe on in their appointed position, with the Race Secretary prior to the commencement of competition for the race meeting. Swiping on will record your position at this race meeting onto your AKA Licence page, will automatically enter your name onto the Steward s Report for the race meeting, and, if swiped on as either Chief Steward or a Steward of the race meeting, allow access to the Steward s functions in this chapter for the duration of the race meeting. Access to this section is only allowed by Stewards who have swiped on for the race meeting and only until pm on the final day of the race permit. After this time, access is only allowed to State Secretaries. OFFICIALS SECTION OF CM:S 1 UPDATED FEBRUARY 2013 USERS GUIDE

75 Access to the Steward s functions; 1. Using the Master Computer that is running CMS for the race meeting, Log out of Race Secretary via the blue heading Logout at the top of the page. The following screen will appear. Click on Officials to open the Login screen (below). Type in your ID number and Password and press Login. 2. Using a remote computer, connect to the Master computer via a cabled or wireless network using a URL obtained by clicking on the Connect a remote PC command at the top of the page on the Master computer. Note: These URL addresses will be different for every local network. OFFICIALS SECTION OF CM:S 2 UPDATED FEBRUARY 2013 USERS GUIDE

76 If connecting to the Master computer via a cabled connection through a router, open your web browser and enter the URL into the address bar. If connecting to the Master computer via a wireless connection through a router, establish the network connection on your remote PC, open your web browser and enter the URL into the address bar. The AKA Karting System screen will appear. As per section 1 above, click on Officials then type in your ID number and Password and press Login. If the above screen appears with the listed race meeting, you have just successfully Logged on to the Steward s functions in CMS. Congratulations, Click on the Go to Race button. OFFICIALS SECTION OF CM:S 3 UPDATED FEBRUARY 2013 USERS GUIDE

77 The List Race Entrants page (below) will appear. All of the Steward s functions are available from this page. The functions available from this page include; 1. View and print out the approved supplementary regulations for the race meeting. 2. View and print out the Race Permit for the race meeting. 3. View any entered competitors licence page details, including their recorded lists of endorsements, penalties and written warnings. 4. Enter and save any penalties or written warnings directly onto the competitors licence page. 5. Grant or deny requested licence endorsements for the race meeting. 6. View / print / save a complete entry list for the race meeting. 7. View / print / save any race results for the race meeting. 8. View / print / save the complete race meeting results. 9. Generate, view, complete, save and print part 1 of the Steward s Report for the race meeting. 10. Generate, view, save and print part 2 of the Steward s Report containing lists of all penalties, written warnings and endorsements for the race meeting. 11. Generate and print out a part 2 pro forma to manually record all penalties, written warnings and endorsements for the race meeting. To view the approved supplementary regulations, just click on the blue heading Supplementart Regs in the box titled Race Meeting. Follow the prompts and save the document to your desktop for reference during the race meeting. To view the Race Permit, just click on the blue heading Race Permit in the box titled Race Meeting. Follow the prompts and save the document to your desktop for reference during the race meeting. OFFICIALS SECTION OF CM:S 4 UPDATED FEBRUARY 2013 USERS GUIDE

78 At the completion of the race meeting, these documents, together with the completed Steward s Report and race meeting results can be saved to a folder as a record of the race day. To view an entered competitors licence page, find their name in the list of entrants or enter the class name, tick and apply the filter to show entrants in that class only. OFFICIALS SECTION OF CM:S 5 UPDATED FEBRUARY 2013 USERS GUIDE

79 The competitors licence page gives you all of their details including; their name, age and photo their licence status and grading the race class entered for the meeting. By clicking on the prompt View more licence details the list of their current endorsements, penalties and written warnings will appear. This screen is read only and cannot be altered or added to, but can be printed out using the Print page command at the top of the page. The back to previous page command will return back to the entrants licence page. OFFICIALS SECTION OF CM:S 6 UPDATED FEBRUARY 2013 USERS GUIDE

80 PENALTIES: To enter a penalty onto a drivers licence page, click on penalties in the View Entrant Functions drop down box. The drivers current penalties list will appear. To add another penalty, click on the add button in the penalties list. OFFICIALS SECTION OF CM:S 7 UPDATED FEBRUARY 2013 USERS GUIDE

81 The penalties details screen will appear. Fill in the details, including the issuing official, the type of penalty, the complaint number, rule number, the actual penalty given and a brief description of what the penalty was for. Click on okay to return to the drivers licence page penalties screen. OFFICIALS SECTION OF CM:S 8 UPDATED FEBRUARY 2013 USERS GUIDE

82 Click on save and the penalty is recorded direct to the drivers licence page and recorded on the Steward s Report for the race meeting. WRITTEN WARNINGS: To enter a written warning onto a drivers licence page, click on written warnings in the View Entrant Function drop down box. The drivers current written warnings list will appear. To add another written warning, click on the add button in the written warnings list. OFFICIALS SECTION OF CM:S 9 UPDATED FEBRUARY 2013 USERS GUIDE

83 The written warnings details screen will appear. Fill in the details of the written warning and Click on okay to return to the drivers licence page written warnings screen. OFFICIALS SECTION OF CM:S 10 UPDATED FEBRUARY 2013 USERS GUIDE

84 Click on save and the written warning is recorded direct to the drivers licence page and recorded on the Steward s Report for the race meeting. ENDORSEMENTS: Competitors requesting endorsements must now request the required endorsement when pre-entering and confirming an entry to a race meeting. To print a list of requested licence endorsements, tick the check box on the List Race Entrants page and click Filter. The list of competitors requesting an endorsement will appear. The list will also include the type of endorsement requested and their current licence grading. To print this page out, click on the print page command on the top of the screen and follow the prompts. OFFICIALS SECTION OF CM:S 11 UPDATED FEBRUARY 2013 USERS GUIDE

85 Alternatively, from the List Race Entrants page, click on the Enter Endorsements function in the List Race Entrants Function drop down box. OFFICIALS SECTION OF CM:S 12 UPDATED FEBRUARY 2013 USERS GUIDE

86 To grant or deny requested licence endorsements for the race meeting, click the appropriate command in the drop down box. If an endorsement is granted, the reason box can be left blank. If an endorsement is denied, a comment must be inserted in the reason box stating why the endorsement was denied. This information is recorded direct to the competitors licence page and recorded on the Steward s Report for the race meeting. OFFICIALS SECTION OF CM:S 13 UPDATED FEBRUARY 2013 USERS GUIDE

87 STEWARDS REPORT: The Steward s Report is accessed via the Reports drop down box on the List Race Entrants home page. OFFICIALS SECTION OF CM:S 14 UPDATED FEBRUARY 2013 USERS GUIDE

88 The Steward s Report is divided into two parts, and must be accessed individually. Click on Part One in the Select Report Type drop down box, then click the Print button. The following screen will appear, showing where the file is to be saved. It is recommended to save the file direct to your computer s desktop. OFFICIALS SECTION OF CM:S 15 UPDATED FEBRUARY 2013 USERS GUIDE

89 The file will appear as an icon on your computer s desktop. Depending on the version of Windows operating system running on the computer, the position of this icon will vary. Clicking on this icon will open part one of the Steward s Report, which consists of page 1 and page 2 for single day events, and pages three and / or four for multi day events. OFFICIALS SECTION OF CM:S 16 UPDATED FEBRUARY 2013 USERS GUIDE

90 Page 1 consists of three sections. Sections 1 and 2, containing the event details and the event officials are computer populated but can be overridden manually. Officials such as Grid Marshal or Scales Marshal may not hold a current official s licence, so cannot be swiped on to the system prior to the start of competition. These names can be manually type into the appropriate boxes and saved. Section 3 is manually filled after the completion of the race meeting. Page 2 consists of three sections. Section 1, event details, is computer populated as on page 1. Section 2 is manually filled Section 3, the meeting report, is entered by the Chief Steward during the race meeting. At the completion of the race meeting, these two pages can be printed out and signed by the Chief Steward and Clerk of Course as a record of the race meeting. This file also needs to be saved to a folder on the computer for future reference. Part two of the Steward s Report, consisting of 3 pages, can now be accessed from the Select Report Type drop down box on the List Race Entrants home page. Follow the prompts until a second Stewards Report icon appears on the desktop. This part of the Stewards Report is entirely computer populated, and contains the event details on the top of each of the three pages. Page 1 is a record of all of the penalties and their details that were given at the race meeting. Page 2 is a record of any written warnings that were given at the race meeting. Page 3 is a record of all of the requested endorsements for the race meeting. OFFICIALS SECTION OF CM:S 17 UPDATED FEBRUARY 2013 USERS GUIDE

91 Part 2 of the Steward s Report can be printed out and fixed to part 1. The electronic copy of part 2 should be saved with part 1 in a folder with the supp regs and race permit as a record of the race meeting. Also available for those who prefer to keep a manual record of penalties, written warnings and endorsements is a pro-forma of Part 2 of the Steward s Report. This can be printed out at the start of the race meeting and filled in manually during the meeting. Only the Event Details section on each page is computer populated. OFFICIALS SECTION OF CM:S 18 UPDATED FEBRUARY 2013 USERS GUIDE