Chapter Test Entry & Refund Policies?

[PETER APLIKOWSKI]

Hello,

As the newly appointed Chairperson of the new NAVHDA Internal Promotions (Chapter & Member Support) Committee, I want to try to get some traction going here on the Forum with the exchange of ideas. This Forum was created based on ideas and feedback shared at the 2025 NAVHDA annual meeting in Bozeman, MT about better ways for chapters to collaborate on ideas.

What are some chapter best practices that you all can share with respect to Test Entry Policies and Test Refund Policies?

Pete Aplikowski-Minnesota NAVHDA
NAVHDA Internal Promotions Committee Chairperson

• This topic was modified 7 months ago by PETER APLIKOWSKI.

[PETER APLIKOWSKI]

Here is the current Minnesota Chapter Test Entry & refund policies. These are things that our chapter has established over many years:

MINNESOTA CHAPTER TEST POLICIES
TEST ENTRY POLICY

A handler may enter and run a maximum of two dogs per testing day. This policy is in effect up to 14 days prior to the test date. At that time the handler may enter and run any number of dogs, subject to availability of test openings.

The Board may restrict initial Test Entries for a period of time to verified chapter members only. An entry is not official until the test secretary verifies all dog and owner/handler information required by NAVHDA has been provided, there is capacity in the test, and full payment has been received.

(Amended & Adopted by Resolution of the Board 01/31/2026)

TEST REFUND POLICY

All Test Entry WITHDRAWAL requests must be submitted using the Online Test Withdrawal Form.

SWITCHING TESTS. Handlers entered and paid in a Test that wish to SWITCH to another chapter test must WITHDRAW from the initial test, and RE-ENTER the new Test. All other Test Entry and Refund policies still apply.

Medical Exception – The total test entry fee will be refunded if the dog or handler is unable to participate for medical reasons. The written request must be accompanied by a letter from a Physician or Veterinarian stating the handler or dog is unable to participate.

An owner or handler pulling a dog from a test with a minimum notice of 45 days before the first testing date of the scheduled test weekend will receive a full refund less a $30.00 handling fee.

An owner or handler pulling a dog from a test with a notice of 14 days to 44 days before the first testing date of the scheduled test weekend will receive a full refund less a $30.00 handling fee only if that testing spot can be filled by another dog/handler on the waiting list.

There will be no refund if cancellation notice is received less than 14 days before the first testing date of the scheduled test weekend (except for the medical exception).

Test entry submissions on the waiting list that are not entered in the test will receive a full refund if payment was made.

All eligible refunds will be processed AFTER the test dates have passed.

(Amended & Adopted by Resolution of the Board 01/31/2026)

[TAMARA MACLAREN]

We require payment with entry for an available sport or to go on the waitlist.

This is our policy on refunds:
TEST REFUNDS
No entry fees will be refunded except in the following situations:  
(a) 75% refund up to 45 days before the test date (no refund on day 45)
(b) for entries on waiting list for which no room was found in a test by test day.

We do rarely make an exception under tragic circumstances but that is a Club Board decision.

[BRIAN PIKE]

Here are the Yankee Chapter Test Entry and Refund Policies for 2026. They are fairly similar to your chapter’s.

KEY DATES
• January 5, 2026 – Test entries open
• February 6, 2026 – Deadline for entries to be included in the lottery
• Week of February 9, 2026 – Lottery drawing

Entries received after the lottery will be placed on the waiting list if all test spots are filled through the lottery.

LOTTERY PROCESS
To be included in the lottery, the following must be submitted together:
• Completed Test Entry Form
• Test entry fee
• NAVHDA member number

Entries missing required information will be held until the missing information is received, except for puppies from litters that have not yet been born or registered.

The lottery will be conducted mid-February by three representatives from the Yankee Chapter Board.

After the drawing:
1. The Test Secretary will enter the results into the testing database.
2. Tests will be organized according to the NAVHDA sanctioned test capacity chart.
3. Handlers will be assigned test dates.

Participants will then be notified whether they:
• Have been assigned a test date, or
• Have been placed on the waiting list

If a handler cannot attend their assigned date, they will be moved to the bottom of the waiting list.

Yankee Chapter Member Preference
Yankee Chapter members receive priority in the lottery.
• Non-members will be placed on the waiting list unless test spots remain after the lottery.
• Please renew your Yankee Chapter membership before submitting your entry form if you wish to receive priority.

Refund Policy
Entry fees will only be refunded under the following conditions:
• Your entry is replaced by another participant at least 30 days before the test date
• A medical condition prevents participation and is supported by a doctor’s or veterinarian’s note
• You remain on the waiting list and are not placed into a test

If a handler/dog withdraws and is replaced by someone from the waiting list, the replacement entry will be placed at the bottom of that day’s running order.

[PETER APLIKOWSKI]

Thanks Brian! Good stuff! Question about your LOTTERY-how are these entries submitted? email, snail mail, etc…?

[BRIAN PIKE]

Good question. I should have included that section of the rules. Basically, folks can sign up for the test through the NAVHDA Portal on the date we open up signups, or they can snail mail the test application to our Test Secretary. The vast majority of our applications come through the portal on the site.

We just started doing a lottery the past couple of years. It used to be first come, first served by postmark date with all entries required to be mailed. When we heard that some members were camping out at their local post office to be first in line for to get postmarked, we figured that we needed a better way.

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