Introducing the new online SPT/SPR adjudication reporting system

We are pleased to announce that our new SPT/SPR online adjudication system is now in place and ready for use. The goal of this new feature is to:

  • provide certified teachers and adjudicators with a streamlined process for recording SPT's and SPR's
  • prevent unnecessary delays in processing and minimize the chances of error for these important records
  • provide teachers, adjudicators, and students with online reports (including a PDF invoice) and transcripts of their SPT/SPR histories
  • automatically calculate adjudicator expenses and amounts owed to the SAFD
  • automatically notify members when their SPT's are about to expire, and calculate when a member has met the requirements for AC and AAC ranks
  • provide a dynamic database for the safd that contains all students who take an spt regardless of whether they join our organization
  • provide a scalable solution for the future

There are two important parts of this process that will be covered below. You should save and/or print this notification for future reference.

PAPER FORMS USED FOR SPT/SPR EVENTS

For each event, the certified teacher should download a copy of all report forms needed to accurately record the event. There are three forms you will need:

  1. SPT/SPR Adjudication Event Report - This form covers event information, event income, and adjudication expenses
  2. SPT/SPR Student Roster Information and Test Results - This form is used to record student contact and test result information
  3. SAFD Membership Application/Renewal Form - This is form is used for joining the SAFD offline

You can download all forms in a .ZIP archive here.

METHODS OF PAYMENT FOR SPT/SPR EVENTS

There are two ways that students can now pay for their SPT/SPR fees and membership dues related to SPT/SPR events.

  1. Online Method (preferred)
    • As early as you like, but no later than two weeks from the actual event date, the teacher can login to the SAFD site and create an SPT/SPR event notification
    • The event notification serves two purposes:
      • Advertisement for your SPT/SPR event on the SAFD.org web site
      • Notifies the webmaster of the upcoming event so he can create an simple online SPT/SPR registration and payment system for your event
    • Once the online registration for your event is in place, you will be provided a link that you can advertise to your students or potential students to register online for the SPT/SPR and pay their SPT/SPR fee and, if applicable, their new membership dues.
    • Students may register and pay their fees up to the day and time of the actual test(s)
    • The CT will be also have access to a report that shows who has registered for the SPT/SPR online and whether payment has been received.
  2. Manual Method (the old method)
    • For all students who have not paid their SPT/SPR fee online, the teacher will be responsible for collecting all monies due from their students
    • For all students who have not paid their optional membership dues online, the teacher will also be responsible for collecting those dues from their students
    • The CT or sponsoring organization/institution mails one check for all monies due the SAFD, including dues collected for memberships, to the SAFD
    • The CT or sponsoring organization/institution may send a money order in place of a regular check, and they may subtract the actual fee for the money from the total amount due.
    • Send only one check or money order for the amount due the SAFD. Please do not send individual checks from students.

CREATING AND SAVING YOUR ONLINE ADJUDICATION REPORT

Completing the new online adjudication report involves a three step process:

  • Entering the SPT/SPR event information, and adjudicator expenses
  • Recording the student's contact information and test results

The SPT/SPR online adjudication form contains six (6) sections:

  1. SPT/SPR event information - Includes the name of the school or event, testing date, teacher(s) name, and adjudicator(s) name.
  2. Weapons offered - Simply check only those weapons you offered for testing.
  3. Testing and memberships - Includes the total number of students testing (includes those both testing and renewing), renewing only, and total number of membership payments received.
  4. Adjudication fees and expenses - Airfare, per diem, housing, and misc. expenses are entered here.
  5. Student roster and test results - This is where you will enter contact information and the results of their testing for each student
  6. Adjudicator certification - A simple check box field for the adjudicator to certify that the test results are correct

Instructions are provided for each section of the form. The system automatically calculates all financial totals for both the adjudicator and amounts due the SAFD. You do not have to worry about that anymore.

STUDENT CONTACT INFORMATION AND TEST RESULTS

The following is the minimum information you will need to complete your online report as the certified teacher:

  • The student's first and last name (please don't use nicknames)
  • The student's current email address
  • The test result for each skill tested
  • The student's membership status - This information must be gathered by you from the student.
  • The student's membership ID number if they are a current member of the SAFD

IMPORTANT: In the past, obtaining all of this information was not absolutely necessary. However, the new system requires this information to keep track of who has tested in what skill. Failure to obtain this information will prevent you from completing your report, and it will prevent your students from being properly credited for their SPT/SPR participation.

MEMBERSHIP APPLICATION AND RENEWAL FORM

Whenever possible, persons wishing to join/renew a membership with the SAFD should do so using our online membership system.

If this is not possible, you should make sure that a downloadable membership form for each student desiring to join the SAFD is completed and sent to the SAFD along with all dues payments received.

MAKE SURE THAT YOU SAVE ANY CHANGES YOU MAKE TO YOUR REPORT.  CHANGES NOT SAVED WILL BE LOST.

Once you have successfully saved your report, you will be presented with a recap of what you submitted. You can print a PDF version of the report for your records.

No doubt, the change over to the new system is significant, and we want to make sure that each of you have the support you need to adapt with as little pain as possible. To that end, please contact John Teague if you need any assistance with this process.

You can access the online SPT/SPR adjudication report form by logging into your safd.org web site account and navigating to: http://www.safd.org/node/add/spt-adjudication-report

While the report is available for your immediate use, please take some time to open the new form and familiarize yourself with it. Again, If you need assistance with actual online renewal form or getting logged in to the SAFD web site, please contact the SAFD Web Administrator. We are here to answer your questions and help you through the process as needed.

Cheers,

John Teague
SAFD Web Administrator