NFMS RULES & AWARDS COMMITTEE
OPERATING MANUAL

CONTENTS:

Section 1.0  REFERENCES AND GUIDELINES

Section 2.0 NFMS Supplementary Rules for NFMS Show Exhibiting

• NFMS DIVISION AWARDS
• NFMS SPECIAL AWARDS

Section 3.0 EXHIBITS REGISTRAR

• EXAMPLE OF APPLICATIONFOR COMPETITIVE EXHIBITS

Section 4.0 JUDGING

• JUDGE INVITATION LETTER

Section 5.0 RULES & AWARDS CHAIRMAN

Section 1.0 REFERENCES AND GUIDELINES:

• AFMS Uniform Rules, 8th Edition, 1992, with updates through 1999.
• AFMS Approved Reference List of Classifications and Common Names for Fossils (AFMS Fossil List), 2nd Edition 1995.
• AFMS Approved Reference List of Lapidary Material Names (AFMS Gem List) August 1996
• AFMS Mineral Classification List, 1992, updated 1998
• AFMS New Guidelines for Judges 1997
• AFMS Guidelines for Exhibitors, revised 1980
• NFMS Operating Procedures. (OP Committee-2 Rules and Awards Committee)

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Section 2.0 NFMS Supplementary Rules for NFMS Show Exhibiting

 The following Supplementary rules will apply to the Annual Northwest Federation of Mineralogical Societies show.

NONCOMPETITIVE EXHIBITS: Any member may display non-competitively; however, they must apply for exhibit space and observe the time for set-up.

COMPETITIVE EXHIBITS: Exhibitors and Exhibitor groups may compete in all divisions as specified in the AFMS Uniform Rules. One exhibitor group has been added for NFMS competitions --- SMALL SOCIETY EXHIBITOR GROUP (same as Society exhibitor group except the Small Society is defined as one that has fewer than 30 line entry members in the current NFMS Directory. Minimum points for award ribbons will be those listed for the Advanced exhibitor group. Small Societies who have been awarded a plaque MUST compete as a 'Society' if they wish to enter in the same class again.

 LIGHTING: All exhibits (Non-Competitive and Competitive) are restricted to a maximum of 150 watts per 4 feet of display.

 SET-UP: All competitive and Non-Competitive exhibits are to be set-up between 12 noon and 8:00 the day prior to opening of the show (usually Thursday), and between 8:00 am and 10:00 am of the opening day (usually Friday).

 HOURS OF REMOVAL: All exhibits must remain in place unaltered (except for placement of such awards as may be earned) until the official closing time for the show, (usually 5:00 pm, Sunday), except as may be authorized by the Show Committee in event of extreme emergency. With the exhibitor also in attendance, Judges may remove faceted stones for microscope inspection.

 NO CASE MAY BE OPENED DURING THE ENTIRE SHOW WITHOUT A SECURITY GUARD IN ATTENDANCE.

 JUDGING: Judging of competitive exhibits will start at 10:00 am on the first day of the show. Any competitive exhibits not in place at that time will not be judged.

All competitive exhibits will be judged according to the References listed in Section 1.0 of this manual; including the AFMS Uniform Rules, 8th edition, 1992 and the revisions effective through the current year, the "Gem List", Mineral Classification list, and the AFMS Fossil List. Each competitor is responsible for getting the latest versions of the referenced documents, available from the NFMS Supplies chairman (see section 3.0).

All appeals or complaints about evaluation and/or interpretations may be made to the Chairman of the NFMS Rules and Awards Committee.

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NFMS DIVISION AWARDS

MASTER, ADVANCED, NOVICE, JUNIOR, SOCIETY, SMALL SOCIETY, and JUNIOR SOCIETY exhibitor groups are eligible to compete in all Divisions and Classes in the AFMS Uniform Rules.

 AWARD RIBBONS: Ribbons will be awarded as follows:

1. Blue ribbons to each exhibitor achieving a first level score.
2. Red ribbons to each exhibitor achieving a second level score.
3. White ribbons to each exhibitor achieving a third level score.

 DIVISION WINNER AWARDS WILL BE:

Master exhibitor - A trophy

Advanced exhibitor - A Plaque

Novice exhibitor - A purple rosetted ribbon

Junior exhibitor - A purple rosetted ribbon

Society exhibitor - A trophy (90 points minimum)

Small Society exhibitor - A Plaque (80 points minimum)

Junior Society exhibitor - A purple rosetted ribbon

The winner of an Advanced Plaque must compete as a Master if they wish to enter the same class again. The winner of a NFMS Trophy may not compete for the same trophy until the 3rd annual NFMS competition thereafter, unless they enter a different class.

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NFMS SPECIAL AWARDS

SWEEPSTAKES AWARD: A suitable award will be given to the exhibit judged best among the first place winners of the Master exhibitor group, Divisions A through UV, inclusively, except that no person is eligible for this award who has won it within the preceding five (5) years.

JUNIOR SWEEPSTAKES AWARD: A suitable award will be given to the exhibit judged best among the first place winners of the Junior exhibitor group, Divisions A through UV, inclusively, except that no person is eligible for this award who has won it within the preceding five (5) years.

TRAVELING SOCIETY AWARDS: A plaque will be awarded the SOCIETY whose exhibit earns the highest score among all NFMS Society entries. In addition, a plaque will be awarded the SMALL SOCIETY whose exhibit earns the highest score among all Small Society entries. These plaques have multiple plates to record the name and year of the winning societies. They will remain the possession of, and are the responsibility of the winning societies until prior to the next NFMS show when it MUST be returned to the Chairman of the Rules and Awards Committee.

MEMORIAL AWARDS: (available to any NFMS exhibitor in show, competitive or non-competitive)

JOHN "TED" HEDING MEMORIAL TROPHY - Awarded to the exhibitor of the best display of Petrified Wood (Commercial exhibitors excepted)- eligible once in five (5) years.

RODNEY "ROD" SMITH MEMORIAL TROPHY - Awarded to the exhibitor of the best display of Northwest Material (Commercial exhibitors excepted) - eligible once in five (5) years.

ISABELLE MATTISON MEMORIAL TROPHY- Awarded to the best display by a Junior (18 years old or younger). (60 points or more).

DARRELL DALTON MEMORIAL TROPHY - Awarded the exhibitor of the best display of Obsidian (Commercial exhibitors excepted) - eligible once in five (5) years.

LESTER ZEIHEN MEMORIAL TROPHY - Awarded for the best case of Minerials, either competitive or non-competitive, by an individual member of the NFMS except if it is a combined NFMS-AFMS show, then AFMS members are eligible also. Dealers and Museums are not eligible to win trophy.

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 Section 3.0 EXHIBITS REGISTRAR:

Jack L. Edwards
NFMS Exhibits Exhibits Registrar
1675 Bussell Road
Walla Walla, WA 99362

edwardsj@wwics.com

For General information see NFMS Operating Procedures. (OP Committee-2 Rules and Awards Committee)

You will start getting competitive exhibit applications about the first of the year, and in quantity when the application blanks appear in the NFMS Newsletter and show packets are distributed at the mid-year meetings. In 1998 the NFMS competition computer database was started by filling in the Registration Table (file) as people sent their forms, then went to the old card file and extracted their past entry data and glued on a printout of their new entry. It cut off after 12 years, since that is the eligibility limit for AFMS. Inputting ALL of the card file stuff seemed counterproductive. Those folks currently exhibiting are all we really need to be concerned about. However, in 1999, Virgil preferred to use the paper card file technique. Either method is acceptable.

A postcard should be to each exhibitor to verify receipt of their entry in timely fashion, and what category they were to be judged. Don't get too hard-nosed, accept phone or verbal entries, but insist that they follow up with a written version including their club president certification (in case they go to AFMS or there was some whining on trophies). Also insist that the Junior exhibitors include their birth date on their application form. The Juniors and Novices needed a lot of help in getting them into the right slot, so be sure you also have the most current rulebooks, directions for judges and clerks, etc. It is probably good advice to them for displaying as a Novice to start for at least the first show. They can see what the requirements are. However, the decision is the exhibitor's on which level they want to enter. They all will need to complete a Competitive Exhibit Application and a Certification form. They should be available from their Club or the NFMS Newsletter, if not mail them a copy as soon as possible (it helps the committee to get entries in early). The rules and guideline booklets are available from Wes Davis, Tualatin Valley Gem Club, who is the Federation Supplies Chairman. He can be reached by e-mail at ettar@gte.net or by snail mail at:

Wes Davis
P.O. Box 603
Forest Grove, OR 97116
Phone 503-357-2093

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Example Application for Competitive Exibits:

A postcard should be sent to each exhibitor to verify receipt of their entry in a timely fashion, and what category they were to be judged.
Example:

The Judging Director will need frequent updates from you in order to be sure he has qualified Judges and Clerks lined up. The Show Chairman and his Exhibits Chairman also will need to know how many competitive exhibitors to expect and how many "loaner" cases he will need to supply. Most exhibitors will supply their own case, but encourage all to supply their own liners. The Rules Chairman also needs updates to know how many Trophies and Ribbons will be required.

A week or so ahead of the show, make up a confidential master list of exhibitors with names and cross referenced to class (GC-4) and kind of exhibit, etc. Have space on it for the show exhibit chairman to assign a location in the exhibit rows. Exhibits Registrar and Judging Director will use this list to tell judges where to find the cases they are assigned to review. None of the judges or clerks knows who any of the exhibitors are, or which exhibit belongs to whom, or whether the exhibitor is a novice, junior, advance, or master. In fact, the judges often recognize cases from previous competitions. Nevertheless they will evaluate the cases on an objective basis, and ribbons and trophies are awarded based on how many points out of 100 are required for each category of competitor. During show setup, get with the exhibit chairman and confirm who goes where. Let the reception folks know who you are and that you will direct the exhibitors to their location upon arrival. Give them a list of exhibitors, and be sure each competitor gets a ribbon. Put the competitive exhibit tag on their case. Give the rest of the card-form to the Judging Director.

After the show update the card files (and computer tables if used). Give the Files to the next Exhibits Registrar for the following year and to the Rules chairman to be entered into the competition database. Early in the show setup phase, work with the Rules Chairman and Judging Director to define a Blue-Ribbon panel of Judges and NFMS officers to select Sweepstakes winners and Non-competitive award winners. Attend the Judges and Exhibitors meeting on the day after judging is complete. Help distribute trophies and ribbons at the Awards Banquet on Saturday evening.

You are encouraged to call previous Rules Chairmen such as Russell Snook, Roger Beck and Ed Romack for help. The Master entries are expected to know what they are doing, but call to confirm their intent if there seemed to be confusion. Some entries cleared up only upon starting to set up at the show. The whole philosophy was to encourage competition in any way possible, while still following the letter of the rules.

Experience in using modern database programs have the ease and flexibility of looking up information and manipulating it to display what the various committee members need to do their jobs, and are well worth the effort. A floppy disc and printouts of the database can be supplied by the Rules Chairman. There is nothing sacred about using the Microsoft Access program, but it is fairly easy to learn, very flexible, powerful, is widely used, and the committee can readily exchange files by e-mail attachments. Any other modern program will probably be compatible, but be sure and confirm that it is, so as to not waste the work done so far. An example of the computer tables are seen below:

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 We have not included the tables in this
layout because we did not feel this information was necessary
for the general public. If you would like to have this information
please contact the Rules Chairman.

Section 4.0 JUDGING:

Virgil Keltz
3612 West 6th Street
Anacortes, WA 98221
e-mail: keltzlz@premier1.net

For General information see NFMS Operating Procedures. (OP Committee-2 Rules and Awards Committee)

Prepare judging teams of two or more judges and one clerks. If at all possible, only one team should judge the cases competing for a single division award. See that material pertinent to judging is obtained and made available, e.g. judging forms, microscopes, faceters inventories, carrying boxes for faceted stones and micromounts, references, rules, etc. NFMS has a supply of clipboards, but you will need to get pencils or pens and a stack of lined yellow pads for use by the clerk.

The database files started with a list of candidate judges from 1998, with a lot of Oregon names. A printout of the updated database list used in 1999 is included below. The latest list should be supplied to the current show chairman for his additional suggestions of local judges. Many of the people in both lists are also competitors, so be sure not to ask someone to judge their own exhibit or someone from their own club.

Make up a "strawman" list of people you would like to ask, then circulate this list among the previous judging chairmen and the NFMS officers. You should get good input on competence and actual ability to do the job. Then contact candidates on a "what if?" basis early in the year, asking if they are going to the show and would be willing to serve as judges or clerks if called on. If they are planning on competing, they will let you know, but maybe could judge in another category in a pinch. Then let them know for certain after the entry cutoff deadline date. Don't wait until getting an entry in a given category before asking people to judge. That was a mistake, and results in a big hassle just before show time, and even grief at the show when some didn't appear or turned out to be unable to actually judge due to age or other physical reasons. Circulating this list to the NFMS officers can catch an error before any serious damage is done. Some of the judges and clerk candidates on the lists may be too elderly or in poor health and it would be bad form to hurt their feelings. The best way is to line up a cadre of tentative appointments in all likely categories, and then confirm them at the cut-off date for registration. Be prepared to adjust the teams as they confess their real expertise or desire to work on a given category. In some cases they will immediately recognize a case or competitor's work and decline to judge it. Or they may turn out to be incompatible with another member of their team. We always have to draft last minute judges so keep your spouse or the NFMS officers in reserve. Early in the show setup phase, work with the Rules Chairman and Exhibits Registrar to define a Blue-Ribbon panel of Judges and NFMS officers to select Sweepstakes winners and Non-competitive award winners. Help distribute trophies and ribbons at the Awards Banquet on Saturday evening.

At Toby Cozen's suggestion, the Judging Director is supplied with sufficient rules books to cover all judging teams, complete in notebook form. The Judging Director should keep them current by along about March requesting the supplies committee to forward the AFMS up-date pages to the committee. One set of notebooks should be sent to the Exhibits Registrar, and another to the Rules Chairman. They shall be passed along to the next chairman, as the property of the Committee. If judges want their own copy to keep, they may purchase one, either full or half size.

Early in the show setup phase, work with the Rules Chairman and Judging Director to define a Blue-Ribbon panel of Judges and NFMS officers to select Sweepstakes winners and Non-competitive award winners. Supervise the operations of the judging teams, and assure that they are free to work without interference. Get a consensus of judges and the Rules chairman and Exhibits Registrar as to whether competitors will be allowed to view the judging of their cases ( be available to answer questions, but not volunteer any information or opinions unless asked). Interpretations and applications of the Uniform Rules pertaining to judges and judging shall be the responsibility of the Judging Director (but final authority on rules interpretations rests with the Rules Chairman). Attend the Judges and Exhibitors meeting on the day after judging is complete.

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EXAMPLE JUDGE INVITATION LETTER

509 Highland Blvd,
Brigham City, UT 84302
26 May 1999

Mr. Don Snyder,
1106 Harding St.
Richland, WA 99352

Dear Don,

The Rules and Awards committee hopes that you will be attending the NFMS Show in Hillsboro, OR, on June 18-20, and tentatively be available to Judge competitive entries in the Petrified Wood Division, Classes G-1, G-2 & G-3. After all of the competitive entries are received, we will confirm this invitation. As a Judge, you are admitted to the show without cost, and will be our guest at the Clerks & Judges breakfast on Friday morning of the 18th. Please let me know if you can help us in this important part of the Federation's mission. You can send me a note at the above address confirming your availability, or give me a call at 435-723-3830 or e-mail at eday@favorites.com.

Yours truly,

Evan Day, Judging Director

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 Section 5.0 RULES & AWARDS CHAIRMAN:

Evan day
509 N. Highland Blvd.
Brigham City, UT 84302

e-mail: eday@favorites.com

For General information see NFMS Operating Procedures. (OP Committee-2 Rules and Awards Committee)

Stay in frequent contact with the Exhibits Registrar to be aware of how many entries are coming in, and in what categories. Work with the Judging Director to assure qualified judges and clerks will be available. Help both with any problems or questions they may have. Review rules changes and interpretations from AFMS and publish them in the NFMS newsletter. Be the final authority on interpretations and application of the Uniform Rules at the Annual Show, although those rules pertaining to judges and judging shall initially be the responsibility of the Judging Director. Answer questions from the membership regarding nomenclature.

About three months prior to the show, inventory the supply of ribbons, rosettes and Judges and Exhibitor scorecards to assure a sufficient number at the upcoming show. Order new items as required from a local vendor to assure they are OK before heading to the show. Contact the Show Chairman to identify a trophy vendor at the show locale, and have him select an on-site liaison person for buying the trophies. Otherwise contact the supplier yourself to get prices and availability information. The trophies can be selected ahead of time, but plaques and trophy placards will need to be identified and made up after judging Friday night, for delivery and possible corrections prior to the banquet Saturday evening. Announce and distribute trophies and ribbons at the Awards Banquet on Saturday evening.

As each team finishes judging, go over the judging result sheets with the Exhibits Registrar and Judging Director to catch any errors or incomplete data. Prepare a final "COMPETITOR, RESULT, JUDGE AND CLERK LIST". Use it to provide the final data to the Trophy vendor, and to forward to the AFMS Rules Chairman so establish eligibility for entry to competition at the AFMS annual show.

Have the Show Chairman provide a quiet room for Judges and Clerks to confer and relax, preferably with coffee and refreshments. It should include a place where the faceting judges can use their microscopes to examine entered stones without distraction. A room is also required for the Judges and Exhibitors conference. Select a convenient time after judging results have been posted, usually late Saturday morning or early afternoon, for the meeting and announce to the public when and where the Judges and Exhibitors conference will take place. Make sure all the committee members, judges, and clerks are notified. Chair the meeting in a manner fair and respectful to all concerned, explaining the judging process while protecting your committee and the judging teams from attack by disgruntled exhibitors. Invite suggestions for improvement from all concerned be sent later to you by mail.

Write an article for the NFMS newsletter with all the results and highlights of the year's competitive exhibits.

Send the eligibility data, with full names and addresses to the AFMS Rules Chairman. Solicit suggestions for rules changes from NFMS members, and in consultation with the other committee members prepare and present suggestions for changes in the Uniform Rules to the AFMS Rules committee. Attend the AFMS show and meetings of the AFMS Rules Committee as NFMS representative.

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