RE: AIS Registrar/Recorder and RegistrationImageCoordinator

["Janet Smith" <ypauls@sti.net>]

You are welcome!

Janet

---- Original Message ----
From: irismom@nc.rr.com
To: aisdiscuss@aisboard.org
Subject: RE: [AISdiscuss] AIS Registrar/Recorder and
RegistrationImageCoordinator
Date: Mon, 11 Jun 2012 22:31:42 -0400

>Hope all goes well. Thank you, Janet, for taking on this additional
>responsibility. I appreciate your expertise in this matter.
>
>Susan Grigg
>
>-----Original Message-----
>From: owner-aisdiscuss@aisboard.org
>[mailto:owner-aisdiscuss@aisboard.org]
>On Behalf Of Janet Smith
>Sent: Sunday, June 10, 2012 10:46 PM
>To: aisdiscuss@aisboard.org
>Subject: [AISdiscuss] AIS Registrar/Recorder and Registration
>ImageCoordinator
>
>In hopes of clarifying some of the questions asked, let me remind you
>that I was part of the committee who came up with the guidelines for
>the Image Coordinator position.  I am well aware of the intent.  It
>was first thought that Registrar/Recorder would be the best place to
>begin the request for photos. The final draft was submitted and at
>the November Board meeting 2011 the Board voted on it and accepted me
>as the Image Coordinator.  However, as John became more familiar with
>his job, things changed.
>
>Since November, John Jones, Judy Keisling and I have been working on
>the logistics of getting the "intended" process set in place. In
>order to streamline this, have less confusion for the hybridizers and
>ensure that the photo submitted by the hybridizer matches the name
>recorded and approved by the registrar-recorder, it was decided that
>a form would be sent "requesting" photos from the hybridizers along
>with the registration certificate. The guidelines set forth by the
>"committee" are still intact and will be followed.
>
>The intent has not been compromised and this streamlining makes it
>less complicated and more efficient to ensure the accuracy of the
>registered names etc to the Image Coordinator.  This way the
>requested photos are received with accurate information of the
>files that must be kept by the Image Coordinator and distributed as
>voted on by the Board.
>
>Therefore, since the intent has remained in place and the
>guidelines set forth by the committee have been kept intact there
>is no need to readdress this issue.  
>
>Because I have been involved in this from the beginning I know what I
>am doing and how it should be accomplished in the best way possible
>for the next person who would be doing this job.  By that time the
>bugs will have been worked out and the streamline production we
>(Judy, John and I) have set in place will be working smoothly.
>
>In answer to the question have all the hybridizers been advised of
>this procedure ---- the information has been posted on the AIS
>website and hybridizers will receive personal notification of the
>request along with their registration certificate.
>
>What if the hybridizer does not have a picture ---this process is a
>request for photos they can send them or not.  They can also send
>them at a later date if need be.  Remember this is a request for
>photos not a requirement.
>
>Janet
>
>
>---- Original Message ----
>From: jijones@usjoneses.com
>To: aisdiscuss@aisboard.org
>Subject: Re: [AISdiscuss] AIS Registrar/Recorder and Registration
>ImageCoordinator
>Date: Sat, 9 Jun 2012 16:47:07 -0700
>
>>Judy Keisling, Janet Smith, and I consulted on the process.  
>>
>>The issue is that the requested name on the registration form may or
>>may not be acceptable. When that happens there is often a time delay
>>getting the name issue resolved and keeping track of the seedling,
>>complicating the process of naming the picture file. 
>>
>>We conceived of a cleaner process that was less complicated and
>would
>>provide for fewer errors and problems and at the same time satisfied
>>the ultimate goal of the motion as adopted - that being: having a
>>digital picture of registered irises in the hands of the Image
>>Coordinator.
>>
>>When the Registration Certificate is sent out to the registrant, it
>>will be accompanied with a notice requesting that the registrant
>send
>>a picture to the Image coordinator.
>>
>>Since the ultimate purpose of the motion is still accomplished by
>the
>>revised process, we did not think that we needed an immediate action
>>by the Board. We can of course take up a motion to amend the prior
>>Board action now, or at the next meeting.
>>
>>John
>>
>>
>>
>>On Jun 9, 2012, at 1:53 PM, Susan Grigg wrote:
>>
>>> From the motion that was passed at the Fall Board Meeting in
>>Atlanta in 2011
>>> I understood that pictures of introductions could be sent with the
>>> registration to the AIS Registrar-Recorder directly. The current
>>item posted
>>> in the News Section of the AIS website suggests that pictures
>>should be sent
>>> to Janet, the Registration Image Coordinator. The motion's "Flow
>>Chart"
>>> specified "Image(s) is (are) accompanied with the Registration
>>Form;
>>> received by the AIS Registrar-Recorder, assigned a registration
>>number
>>> related to its registration folder and then transferred to
>>Registration
>>> Image Coordinator once the registrant receives approval for their
>>name
>>> requested." . . . . . "This process should be an ongoing process
>>with
>>> batches sent as received by the AIS Registrar-Recorder."
>>> 
>>> 
>>> 
>>> Do we need to amend the prior motion? If a hybridizer sends a
>>picture with
>>> the registration form to John, is it the duty of the hybridizer to
>>also send
>>> the picture to Janet? This seems confusing to me.
>>> 
>>> 
>>> 
>>> Susan Grigg
>>> 
>>> AIS Director
>>> 
>>>
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>>
>>__________________ 
>>John and Joanne Jones
>>Registrar-Recorder
>>American Iris Society
>>35572 Linda Drive
>>Fremont, CA 94536
>>aisregistrar@irises.org
>>
>>
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>
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