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Draw information will only be available via this 4-H Website “Finals Rodeo” page under the “Performance Draws” button no later than August xx, 2012. Contestants will no longer receive a letter showing the events you are entered in and the performances you were drawn to compete in. Please spread the word to anyone who does not have access to the internet and let them know they can contact their local extension office for this draw information. The Finals Rodeo Secretary will need to continue to concentrate her efforts on preparing for the Finals rodeo so she will not be giving this information out over the phone.
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Please review that all the events you qualified for and indicated on your Finals Entry Form are listed along with the performance. If you have any questions or concerns, please call or email Paula Lind at sd4hfinals@hotmail.com.
Please refer to the below Set Performance/Trade Out Rules if you have a conflict with a performance.
Setting of Contestant Performance Schedule/Contestant Trade Out Rule
a. Qualifying Events
Events that qualify for the official school/sports trade out include orientations (i.e. for a college/university/technical school) that are held on the day of competition, high school athletic games, and high school competitions (i.e. band, debate, golf meets, football games, volleyball etc.).
Events that DO NOT qualify include practices, classes, any non-school related event, and any post high school event (including school attendance/sporting events).
Events that qualify for the major medical conditions/treatment trade out include any life threatening condition requiring a medical appointment on a particular day or a scheduled treatment that cannot or should not be switched to a different day.
There will be NO EXCEPTIONS to the above defined events.
b. Setting of Contestant Performance Schedule
Submit to Finals rodeo secretary by 6pm CT on the Monday following first full weekend in August
We encourage all contestants who have these conflicts to send a letter** confirming the conflict via email first to sd4hfinals@hotmail.com with a hardcopy to follow: SD 4-H Finals Rodeo Secretary, PO Box 517, Ft. Pierre, SD 57532. Please indicate which performance (Friday/Sunday or Saturday AM/Saturday PM) in the letter where the conflict is. This guideline allows us to set the contestant in the preferred performances with NO further involvement from the contestant.
NOTE: In the unlikely event that performances would not be evenly drawn due to contestants setting their performance schedule within the above guidelines, the Rodeo Secretary will make it even by a random draw. The contestants selected from the random draw will need to pursue the trade out rules outlined below and will be contacted by the Rodeo Secretary to alert them of this instance.
** Please follow the appropriate guideline *’d below.
c. Contestant Trade Out Rule
In the instances where the conflict was not resolved by setting contestant performance (see above):
1. Obtaining a letter** stating the conflict
2. Arranging to have the letter e-mailed to the Rodeo Secretary
3. Finding contestants in the performance they need
4. Obtaining necessary phone numbers
5. Making contact with other contestants until a trade is obtained
6. Verifying other contestant(s) has confirmed trade with rodeo secretary.
7. Confirming the trade is complete with the rodeo secretary.
No trades can be verified before the letter is received.
Trade deadline is August xx, 2012 at 10pm Central Time
NO EXCEPTIONS
** Please follow the appropriate guideline *’d below.
*For school/sport events, a school official must document on school letterhead paper that the contestant has a conflict with an official school activity. We may confirm this conflict by calling the school or coach.
*For major medical conditions/treatments, the doctor’s office must document on their letterhead paper that the contestant does have a medical appointment/treatment that may conflict. We may confirm this conflict by calling the contestant’s local extension office.
