APHA Info > Departments
Departments
Regional Clubs are part of a larger system that makes up the American Paint Horse Association.To understand how Regional Clubs fit into the overall picture, one must first understand how the APHA is organized. What follows is a brief description of the various departments at APHA.
Accounting
From sorting mail to assigning work order numbers to key-punching names and addresses, the functions of the Accounting Department are essential to the day-to-day operations of the APHA. The majority of work processed by the Association passes through this department. Accounting also administers employee insurance, payroll and other events. The volume of work handled by Accounting is made possible because of computerization and efficiency. Accounting must meet the deadlines of all other departments, such as Registration and Performance, when processing those departments’ work. Periodic computer printouts containing Association statistical information are routed to the correct departments. Mail routed to Accounting is read and evaluated for purpose and researched to determine balances due, causes of problems, or the purpose of enclosed payment. Each piece of mail that requires a monetary transaction is assigned a work order number. The person purchasing the service or item is assigned an identification number, and the work order accompanies the item or service through out its processing.
Accounting work, such as cash and charges received daily, is entered into the computer system. Balance due statements are also handled through the Accounting Department and mailed daily. All memberships and subscriptions are received, processed and activated by the Accounting Department. Maintaining the Association’s mailing lists, another function of this department, generates a large volume of work and numerous inquiries each year. All purchases, expenses and bills are paid through this department. The normal billing process takes from one to two weeks, with the appropriate department manager and business manager approving each purchase. Accounting handles payrolls and processes work for the World Shows, Breeders’ Trust and Breeders’ Futurity, in addition to other APHA activities.
Administration
Administration is responsible for the daily operation of the APHA and for coordinating official meetings for the Board of Directors and Executive Committee. Much of Administration’s workload involves preparing agendas, correspondence and special projects for the Executive Committee and Board of Directors. Administration is responsible for coordinating the annual elections of the Board of Directors and Executive Committee. Minutes and results of elections, as well as important information and dates are relayed to the Board through direct mailings, emails, the Paint Horse Journal and the APHA Connection. Administrative Services is responsible for planning Workshop and Convention. Planning these annual meetings involves coordinating and planning every detail that makes a successful meeting, often years in advance. Executive Committee meetings, which are held quarterly, are also coordinated by Administrative Services.
Administrative Services oversees the day-to-day correspondence and responsibilities of communicating with officers and members of Regional Clubs. The APHA has more than 115 chartered clubs in nine international zones. APHA maintains files of officers for each Regional club and publishes the officers’ names quarterly in the Paint Horse Journal. The most significant promotional activity of Regional Clubs is sponsoring APHA shows, Paint-O-Ramas and Zone-O-Ramas.
Field Services
Field Services is a highly diversified operation. The staff in this department perform a wide range of tasks, that include administering a national random drug-testing program, DNA testing, parentage verification, color inspections, ranch inspections, as well as monitoring the transported semen and embryo transfer programs. A random drug-testing program was instituted in 1986. Shows are selected for testing and specific placings to be tested are preselected. Shows may be selected from any part of the country. This program was designed to ensure the health and well-being of American Paint Horses in the performance arena. In 1995 the APHA instituted a random tail-testing program in an effort to deter the alteration of the tail movement of horses appearing in APHA-approved shows. This program has continued in an effort to protect the welfare of the horse. In some instances, an on-site color inspection may be necessary to register a minimally-colored horse. Color inspections are assigned through the Field Services Department. DNA genetic testing has become an important tool in the equine industry, and the Field Services Department handles all aspects of APHA genetic testing; from the procurement of kits to notice of the actual results.
Field Services also conducts all investigations of bloodline complaints in an effort to preserve the integrity of the bloodlines of the breed. Verification of the parentage of a horse is conducted within this department. Requests for parentage verification can come from the owner of the horse, or may be instituted by the APHA upon receipt of written notification from a third party questioning a pedigree. A complete history of embryo transfers is maintained by the Field Services Department. Each resultant foal must be genetically tested for parentage verification before its registration may be completed. This department also administers the frozen/transported cooled semen programs, embryo transfer and vitrified embryo programs, as well as issues permits.
General Store
The APHA General Store services members, clubs and Paint Horse enthusiasts around the world. Shoppers can browse and purchase Paint Horse and APHA logo merchandise online 24 hours a day at www.apha.com/store or should you desire a more personal touch,you can speak to a General Store representative by calling (877) 460-6275. For Regional Clubs, the General Store can offer excellent awards and APHA logo items to give away at awards banquets and horse shows at a 10% discount. The General Store also offers substantial discounts for Regional Clubs on the annual APHA Calendar–which is a great planning tool and gift for club advisory boards. The store sells Big D products, apparel, home and gift items, books, jewelry, children’s items, event merchandise, seasonal items and accessories.
Human Resources
Human Resources (HR) is responsible for hiring, maintaining and enhancing APHA’s staff. HR serves as a consultant to management in developing personnel policies, programs and practices. The department monitors marketplace trends in compensation and benefits, administers the performance appraisal process, and conducts exit interviews. Using information gathered from these sources, HR makes recommendations to keep APHA competitive in recruiting and retaining quality employees. HR also ensures that APHA complies with all legal requirements for documentation and implementation of state and federal programs.
Information Technology
The intense volume of record keeping required by all APHA activities would be impossible without the computer. Since 1980, record keeping has been completely “in-house,” speeding up registration and transfer times. A tremendous amount of computer-generated information, including show records, pedigree listings and progeny records, are available to American Paint Horse breeders and enthusiasts. The department maintains computer-generated mailing list for all APHA Newsletters and E-newsletters. IT sends and receives numerous files electronically to expedite parentage verification and when supplying sale companies with pedigree andprogeny information. Race results are also electronically received and transmitted for the most current in race reporting information.
New programs and hardware are constantly being evaluated, written or purchased to ensure that the Association has the best, most efficient computer applications available. Staff members update computer system operating software as new versions are issued by the vendors. In addition, IT develops computer programs to support specific Association activities. The online source for APHA’s extensive records was developed and is maintained by this department and can be found at www.aphaonline.org.
All visitors can access certain records at no charge, such as horse name search, Breeders’ Trust stallions, APHA calendar of events, Paint Alternative Competition (PAC), the judges’ directory, regional clubs and Ride America®. A basic access fee is now required to access performance records, pedigrees, progeny, honor roll, show results, and the top 20 list. My APHA Plus has also been initiated for APHA members only, to include enhanced performance records, custom contact information, enhanced pedigrees with registration photos, and a color calculator, show results and top 20 standings. You can also join or renew your membership to APHA on this site, register foals, enter stallion breeding reports, vote for directors, and subscribe to the Paint Horse Journal or Paint Horse Racing magazines.
Mail Center
The mail center is under the management of the Accounting Department. The mail center is responsible for receiving upwards to 9,000 pieces of mail a month and processing over 14,000 pieces of outgoing mail. In addition the mail center also handles bulk mailings in excess of 275,000 pieces per year. An automated postage machine assists mail room personnel with weighing, sealing and postmarking outgoing material. Each morning, after the incoming mail has been handled by the mail center it is delivered to the Accounting Department where it is stamped, sorted and routed to the individual departments.
Marketing & Communications
The Marketing and Communications Department is the informational link between the Association and its members, the equine community and the general public. This distribution of information is achieved through advertising, public relations sponsorships, website content, video and other communications outlets. From media relations to the production of brochures and other informational pieces, this department’s projects are vital to the Association’s continued success and growth.
Advertising campaigns for the breed are targeted to achieve the most effective exposure with the available budget. APHA’s sponsor program is also managed by this department and new opportunities are continually being evaluated. When an event affects the Paint Horse breed, this department is responsible for releasing the news to the media and ensuring coverage of significant APHA events. The Marketing and Communications Department produces brochures, monthly e-newsletters, promotional videos and other literature for distribution to the general public. This distribution is vital to increase the awareness of and create interest in the breed. Special requests for information about Paint Horses or the APHA are filled by the department. By providing assistance to international members and organizations with marketing or public relations programs, the department promotes the American Paint Horse on a worldwide scale.
If your club, or a local breed ambassador, is hosting an event and would like to receive supporting materials or arrange for a booth on loan from APHA, please contact the Marketing and Communications Department. Member marketing research is conducted periodically to provide demographic information and to determine member needs, expectations and perceptions of the Association. This is essential in evaluating the success of APHA’s programs and marketing plan, and to help make informed decisions in the long-range planning process. The quality of the Association’s programs and literature establish APHA as a credible source for information about the American Paint Horse. The Marketing and Communications Department continues to look for effective ways to increase public awareness of American Paints and to further enhance the positive public image of the breed.
Sponsorship Opportunites
The American Paint Horse Association seeks out and maintains relationships with companies and other associations in order to further promote the American Paint Horse. APHA receives many proposals and requests for sponsorship opportunities throughout the country. Due to the number of requests received, the Association must restrict itself to supporting those opportunities that are national in scope and that provide the greatest return for APHA’s marketing dollar. Regional Clubs, however, are encouraged to benefit from sponsorship opportunities in their area by participating with their local or regional events.
Member Services
The APHA’s membership retention program, coordinated through the Member Services Department, encourages annual renewal of memberships. Members are mailed a series of renewal notices and email reminders beginning 45 days prior to expiration. An annual membership consists of a 12-month period beginning with the first day of the month of purchase and expiring the last day of the subsequent 12th month. APHA memberships are available in three forms: annual, multi-year and lifetime. AjPHA memberships are available as annual and j-term (through 18 years of age). Those who become new members by virtue of purchasing an American Paint Horse are welcomed to the Association and sent a membership packet that includes a membership card and decal. To complete a transfer of ownership for an American Paint Horse, the buyer must be an APHA member. All other APHA services are also available to members at a discounted rate. The Official APHA Rule Book containing all of the Association’s rules, regulations and by-laws is available upon request at no charge. Members who renew on-line before their current membership expires receive a $5 discount. Visit www.aphaonline.org to join or renew.
Performance
The Performance Department was created to organize and develop different programs for the Association to meet the needs of its members’ wide array of interests and ages. A staff of approximately 15 handles the following programs: youth, amateur, showing and judging. The Performance Department approves shows and records points for more than 1,150 American Paint Horse shows each year around the world, processing more than 400,000 entries. By following the specific guidelines set up by the APHA, a show can be approved for official APHA points that are awarded to the top-placing horses. The number of points awarded depends upon class size. Once determined, those points are then posted to the horses’ show record and are used to determine annual awards in performance and halter events. These awards, their requirements and how they are recognized are listed in the Official APHA Rule Book.
Preparation for the APHA World Championship Show series is a year long process. It begins with the selection of judges and includes preparing class schedules, attracting sponsors, securing facility contracts, choosing buckle and ribbon designs and planning and scheduling additional functions. The first APHA world-class event of every year is the AjPHA/APHA Summer World Championship Show, which is hosted at the Will Rogers Memorial Center in Fort Worth, Texas, in June and July. The show features APHA’s proven and popular line-up of World Championship Youth events, along with a select number of Amateur and Open classes. These classes include cutting, reining, roping, working cow horse, ranch sorting and team penning. The second installment of the APHA World Championship Show series takes place at Will Rogers Memorial Center in Fort Worth,Texas, in early November. Most of the Amateur and Open World Championship classes (with the exception of cattle classes and reining) are part of the APHA Fall World Championship Show. In the line-up for the Fall segment of the World Show series is an expanded program of “slot classes,” offering exciting paybacks based on paid “slot” reservations. Also included for the Fall are the new Breeders’ Futurity events.
Shows approved by the Association are listed on the official calendar and published in the Paint Horse Journal and on APHA’s web site. The Performance department coordinates the show calendar and follows up to ensure that applications for approved shows meet all requirements and deadlines. The Performance department answers inquiries about the number of points posted to a horse’s show record. Get of sire and produce of dam performance records list all points earned by its get or produce. These performance records are available for a small fee. Catalog research is another paid service offered by the Performance Department. When supplied with registration numbers, the Performance department compiles performance records.
Processing
The Processing Department goes to work Association-wide whenever extra help is needed to complete work on time. Year-end deadlines put Processing to the test. APHA has two such deadlines annually that put stress first on the mail center, then Accounting, then Registration. Thousands of breeding reports are submitted on the November 30 breeding report deadline. The next deadline, December 31, brings another deluge of mail, this time made up of registration applications. In fact, approximately 35 percent of APHA’s annual work load is received in the last few weeks of each year. This department helps to eliminate the enormous backlog this volume creates as the work moves through the office. The highly skilled and fast-working employees, not slowed down by telephone interruptions, open the mail, sort it by department, enter the information into the computer, process registrations, transfers, breeding reports, assign memberships and perform other tasks to help keep delays to a minimum and customers serviced in as timely a manner as possible. Processing assists all other departments whenever extra hands are needed to complete a job on time. In this way, APHA members areprovided prompt and efficient service in every aspect of their dealings with the Association.
Publications
The Association produces three in-house publications to serve the Paint Horse industry: Paint Horse Journal, Paint Horse Connection and Paint Horse Racing. An award-winning monthly breed magazine, the Paint Horse Journal is the official publication of the American Paint Horse Association. The quarterly Paint Horse Connection is the Association’s member magazine and is complimentary to all current APHA members. Paint Horse Racing, a bimonthly publication, is dedicated to the Paint racing and barrel racing industries.
Paint Horse Journal
An award-winning monthly breed magazine, the Paint Horse Journal is the official publication of the American Paint Horse Association. The Journal staff is made up of three departments: editorial, advertising and graphics. All three departments use the latest publishing equipment and software and are networked on a Macintosh platform. Gathering suitable editorial material for all three publications is an ongoing process. Feature articles are chosen by staff and are either written by staff or freelance writers. Other editorial material arrives at the Journal offices from Association members, breed and livestock organizations, manufacturers, universities and extension services.
Working within a 45-day lead time requirement, the Journal staff presents information to its readers in as timely a manner as possible. Articles are selected for general interest and for promotional value to the breed. The editorial staff evaluates information received by the Journal. If material is suitable for publishing, it is edited to Journal style and checked for accuracy against official APHA records. After the article has been edited, it is then type set and given to the graphics department for the creative mode design and production the final preparation. The graphic artist determines article layout, size of photographs and headlines, and position of type and other design elements, up to including page count of story. Once the artist has completed the editorial layout, it is proofed again by the editorial department then the art director. Once the art director and editors approve the final version, it is transmitted electronically to the file server, where it remains until it is ready to be sent to the printer.
Statistical information, including the APHA calendar of events and Honor Roll charts are downloaded from the APHA’s mainframe AS-400 computer to the Journal’s production system, eliminating additional key stroking, and there by reducing the chances of error. This system saves time and money. As the computer-generated material is received by the graphics department, the production mode kicks in and is put into proper page format. Once the material is complete, individual pages are placed in 32-page groups called “signatures” so as to fit a large off-set press run. Any final changes are made and the corrected pages are stored electronically until it is time to transmit them to the printer.
As with nearly all magazines, advertising is the lifeblood of the Paint Horse Journal and Paint Horse Racing. The advertising pages of the publications begin with the arrival of the advertising material in the advertising representative’s office. Information about the ad, including size and colors to be used, and cost and other billing information is recorded on an insertion order that stays with the ad until it is completed and proofed for the final time. If the ad is not “camera ready,” or if the advertiser has not specified a particular design, the art director determines how the ad will be laid out to best present the advertiser’s material. After this initial work is completed, all performance-related information in the ad copy is verified and updated from APHA's database. The ad is then typeset and designed by the production department. Once the ad is complete, a copy is sent to the advertising department for proofing. If no mistakes are found, an online proof is sent to the advertiser for final approval.
Paint Horse Connection
All APHA members receive the Association’s official publication, Paint Horse Connection, quarterly. The Connection carries all the latest APHA news, events and program highlights, helping keep members in-the-know with what’s happening at APHA and within the horse industry.
Paint Horse Racing
In 2008, Paint Racing News became Paint Horse Racing—the official magazine of APHA's racing program. This bi-monthly publication brings subscribers the latest news in the racing and barrel racing industries, up-to-date results, leading race and barrel sires, plus a new “Horses for Sale” advertising section. Visit www.paintracing.com to learn more about the sport and the magazine.
Racing
Paint racing has shown a steady increase since 1966, when APHA officially recognized the sport. That year, 17 starters ran for $1,290. Today, 17 states and Canada feature Paint racing. In 2009, more than 500 starters competed in 535 APHA-recognized races for record purses totaling more than $4.7 million. Recording and maintaining race results, the honor roll point system and World Champion information are tasks performed by the Racing department. Telephone requests regarding the racing of American Paints are handled daily. Information of interest to racing enthusiasts is accumulated and coordinated in the bi-monthly magazine Paint Horse Racing, and online at paintracing.com. Before a horse is allowed to run at a major track, the horse must be parentage-verified and tattooed inside the upper lip with a permanent identification number. Tattoos may be obtained at major racetracks from an approved APHA tattooer.
Records Retention
In years past, all APHA documents were microfilmed. Beginning in September of 1996, the Records Department started archiving all APHA documents by scanning them into the computer system and indexing the documents to a specific horse number or under the member ID number. This allows a document to be accessed by any staff member in the building. Over 7.1 million documents have been scanned into the system. Documents are backed up on a daily basis to tape and then the tapes are stored off-site. The department still relies on the 665 roles of microfilm to retrieve old documents when needed. Photographs of each horse are also filed in a special room within the Records Department after being scanned. They may be retrieved at any time for staff use only.
Registration
Registering American Paint Horses is the primary function of the Association. Approximately 53,000 certificates were issued in 2009, and almost 24,000 of those were new horse registrations. The first step involved in registering an American Paint Horse is verifying information provided on the registration application, as well as reviewing the photographs of the horse. Every piece of information on a registration application must be verified and recorded accurately in order to maintain permanent and credible Association records. Applications for registration must include four clear pictures of the horse, showing each side, the front and the rear. The pictures are examined and a determination is made as to whether more or different pictures are needed, and the horse is designated for either Regular or Solid Paint-Bred Registry. Proper ownership and signatures are verified against current records. The owner of the dam at the time of breeding and foaling, as shown on the registration application, must match the name on the ownership file of the APHA, AQHA or Jockey Club registries. Each horse to be registered must be given a name acceptable to the APHA, not to exceed 21 letters and spaces, and not conflicting with the name of any other APHA-registered horse. If the name has already been taken, the second or third choice is used. If all names are used, the APHA will request a new name unless given the authority to name the horse.
On-line registration has been available for several years and can be accessed via aphaonline.org. Digital photos, if correctly shot and of the proper resolution can be uploaded via the online registration process. A PDF guide to taking good registration photos, Pixel Perfect, is available on-line.
Registration fees are calculated based on the foaling and postmark dates, and the skeleton entry which includes sex, foaling date, type, color and location of foaling is entered into the system. Next, information about the sire and dam of the horse to be registered is entered into the computer. If either of the parents are not American Paint Horses, and if they are not listed with the Association, a copy of their registration papers must be submitted to the APHA. If additional information is needed, a letter is generated and the application is held in the pending file. If a question exists about the eligibility of a horse for registration due to color, the application is routed to the Registration Review Committee (RRC) for a decision. After reviewing the photos in the file, the RRC can either pass the horse for registration into the proper registry, request additional photographs or require an inspection. Once these steps are complete and all additional information is received, a final check is made of the registration application to ensure that all details are in order. If all information is complete and files are in order, a registration certificate is issued.
The Registration Department handles information requests concerning pedigrees and conducts research to record stallion listings for Thoroughbreds and Quarter Horses, for stallion breeding reports, to verify bloodlines and to verify dam owner eligibility. In addition, Registration is responsible for recording updates to the horse’s file for branding, gelding, color correcting, tattooing and changing registries. The Registration Department issues duplicate and corrected certificates. The Association processed more than 30,000 transfers of ownership for American Paint Horses in 2009. To transfer a horse, a form must be filled out and submitted with the registration certificate to APHA. The department receives the paperwork from Accounting and then begins processing the transfer. Information from the form is entered into the computer system. The transfer fee for a registered American Paint Horse is $15 for members and $60 for non-members. Information on the transfer form is checked for accuracy. The date of purchase, horse’s name, seller’s signature, registration number and purchaser’s information (name, address, identification number) must be present. The registration and identification numbers are verified for accuracy. If information is missing or altered, such as the date of sale or seller’s signature, letters are mailed from the department to request the necessary information. Once the forms are complete, the fees are paid and all paperwork is in order, labels or a new certificate are generated by the computer. The updated certificate is mailed to the buyer, who becomes the new owner listed on Association records.
Completing requests for rush work, which can be completed much more quickly than the normal processing time, requires hand-processing the transaction. Under ideal conditions, when applications are submitted completely and accurately, rush work can be completed in a minimum of five working days. Rush transfers are completed in a minimum of three working days. During the heavy work period from December 1 through March 1, applicants should allow a full 7 working days for processing each rush request.