Separate classes with separate entries that are held at the same time with all the entries from all the classes either in the arena together or running back to back to the same judge(s) are said to be concurrent. HSW allows classes with separate entry fees and results to be connected in a such a way as to have one draw and for entering results without having to know which entries are in which class.
When in the Go area of a class being added to a show, the Held With field tells HSW which classes to run concurrently. By default, the Held With will be the class code of the class you are adding to the show (all classes are held with themselves). All classes running concurrently will have the same Held With class code.
For AQHA Leveling, change the Held With of the Level 2 class to the class code of the Level 3 class (which should already be listed in your showbill).
AQHA has set up class codes for the leveled classes along with the original class code. In order for them to be able to distinguish between a regularly held class and a leveled class set, they are using difference codes for what would seem to be the same class.
If you are not leveling, you will use the regular class code which ends in 00.
If you will be leveling, you will use the 06 code for the Level 3 class along with the correct leveled class code for Level 2.
If you are holding leveled classes together, you will use the 06 of the class for Level 3 and the correct leveled class with the Held With class set to the 06 class so they are concurrent.
For example: if you are leveling Yearling Mares (originally 1054), you would add 105406 and 105403 to your show and change the Held With field of 105403 to 105406.
When you print Announcer/Gate Sheets for concurrent classes, you should use the class code (versus showbill) and select the Held With class code as the one to print. All the horses from both classes will be included on the same sheet. Under the owner’s name, the showbill#, the approving association, and the class code of the class that the horse is entered in will be listed (you can have it print an abbreviation here instead of the class code if you feel that makes it easier to distinguish between the classes – abbreviations are added in the Classes section).
If you don’t have a computer networked to your announcer’s booth to enter and view/print your results immediately, your announcer may want to see which horses are in Level 3 versus the Level 2 class.
As the program will place the horses correctly within the class they were entered, it is not necessary that your judge/ring steward(s) know but AQHA does require them to fill out cards for each of the classes so you may need to give them these sheets also.
AQHA has new judge sheets for the leveled classes. HSW doesn’t currently print them through the program like the cards for the regular classes but you can print them off AQHA’s website. The sheet has a working area for the judge to list all the horses and then two cards (one for each of the classes) that they fill out based on which horses are in which class.
It can be confusing as the left side of the results grid that you are typing into shows numbers starting at 1 but technically you aren’t awarding the place the horse received when you enter rankings. You are just listing the horses in the order that they appeared on the judge’s card. The program then takes that order and awards a placing to each horse so if there are gaps, they are ignored. That’s why it’s important to input the full results from the class even if you get both cards back from the judge(s) already split out.
As the classes are held concurrently, you will be entering information from the master sheet that the judges fill out with all the horses listed in ranked order into the Held With class. The program will automatically figure the results for each class separately.
The horses in the Level 3 class will be given a placing of the actual position on the judge’s card while the horses in the leveled class will be given a placing starting at 1st and finishing with as many horses from that class that were placed on the card. The 06 classes have a new flag set to show that it’s the Open of a leveled set so that it leaves the gaps that AQHA is expecting.
If you have the ability to hard wire a computer in the announcer’s booth to your entry office computer, you can have someone input the combined results directly and then view/print each class’ results for the announcer to read from.
Without networking a computer in the announcer’s booth, you’ll need to make sure your announcer is knowledgeable about the class sheets to see where they can figure out which horse is in which class. Another person with the announcer to help them split out placings would also be helpful.
Yes, make sure to run the Association Disk Creation (from the Utilities menu) and have it generate the old format of the files along with the new. Once AQHA has put the new system in place, running the old files won’t be necessary.