Here is what happens when I receive a packet of certificates from a Vice Chair:
1) Put an ID number lower part of the right side of each certificate. This makes the certs easier to find in the file cabinet.
2) Put all the certificates in numerical order.
3) Scan the certificates and give each image file a filename identical to its course ID.
4) Scan the maps and give each image file a filename identical to its course ID.
5) Rescan portions of certificates which have map components on two sides of the sheet. Rename.
6) Enter the course data on the course list.
7) Change the status code on courses that replace previous courses.
8) Add new measurers to the list of measurers.
9) Put the certificates in the file drawer.
GRIPES FROM THE REGISTRAR
The main problem I’m having is photographs on course maps. They do not copy or scan well. They are a fairly recent development, but I’m beginning to see an increase. This needs to be handled on the certifier level, with measurers instructed that photographs are simply not acceptable on course maps.
Two certifiers are presently sending me electronic copies of course maps in the proper format for direct entry into the image files sent to USATF for use in the search engine. These contain color photographs and/or a multicolored map. I disagree on the use of color, as it requires any user to use a color printer or copier to make copies, and I don’t think this is user-friendly. However, I’m accepting them. It is extra trouble, but so far I’m willing to handle it. Anyone wishing to do this should contact me for instructions as to format – any old electronic image will not do.
So, certifiers – if you are prepared to send electronic map copies, in the proper size and format, yielding a nice clean copy, you may do so. They should be sent to me at the same time as you mail paper copies to the vice chair. If a measurer sends you a course map with photographs on it – such as an image from Google Earth – make them do a proper job and create a map that will yield a good image when copied.
Note that the copies received by the vice chair should be legible when copied.
So – Certifiers - PLEASE – No more photographs on course maps.
One more thing - please be sure that the course map contains the same ID as appears on the certificate. If this isn't done, things go haywire.