4.1 Judges

AOS judges are volunteers appointed by the Board of Trustees to facilitate the judging system's service to the Society's members and the orchid growing public. A judge's certification is a conditional, revocable privilege maintained by the judge's strict adherence to the system's rules and regulations as detailed in this Handbook and any of its future iterations. This privilege is limited to participation in any AOS-sanctioned judging event; no other benefit is implied or granted except at the discretion of the Judging Committee (hereafter referred to as the ‘JC’) and the Board of Trustees. The following classes of judge are recognized:

Student
Associate
Accredited
Senior
Emeritus
Retired
Retired Emeritus

As a group, associate, accredited, senior, and emeritus judges are known as certified judges. As a group, retired and retired emeritus judges are known as inactive judges.

4.2 Appointment and Accreditation

1. All judges, including student judges, are appointed, promoted, or terminated by the Board of Trustees upon recommendation of the JC. The JC in turn acts upon recommendations of the judging center committees, upon provisions within this Handbook, or as it deems necessary for the proper and ethical administration of the judging system.

2. Upon appointment by the Board of Trustees, all judges are required to sign an appointment acceptance agreement provided by the AOS, in the form approved by the JC.

3. Once appointed, and as part of remaining in good standing, all student and certified judges are required to maintain continuous membership in the AOS. Should their membership lapse, all student and certified judges are required to pay for and make whole any period of membership missed due to said lapse to return to good standing.

4. A judge must be permitted to participate in any AOS-sanctioned judging activity (wherever held).

4.2.1 Student Judge

1. Any person aspiring to become an AOS judge and fulfilling the requirements thereof, regardless of their place(s) of residence, may apply to any center for appointment as student judge and, upon satisfactory completion of the requirements as provided in this chapter, ultimately may become an accredited judge.

2. A student judge is required to participate in the judging center’s educational program. The duration of the student period of the program is a maximum of five years following the date of the recommendation of their appointment by the local Judging Center.

3. Once the student has completed 24 judgings, 12 of which must be in-center monthly judging, and upondemonstration of satisfactory completion of 36 hours of education, a student is eligible for consideration for promotion to associate judge status.

4. If a student judge fails to be promoted at the end of five years of service in this grade, the student will no longer be permitted to judge and will be terminated as a student judge.

5. A student who resigns may reapply to any judging center committee for reappointment as a student. Any previous time served will not be reinstated.

6. An equivalent of associate or accredited judge in good standing from another orchid judging system, may apply for admission to a judging center in the AOS judging system, describing their training, judging experience and skills, including references.

   • Applicants may refer to section 4.2.1.1 for student requirements and section 4.5 for required knowledge and abilities, against which they will be assessed by the welcoming judging center for their proficiency and competence. Use of the student application form on the website is recommended. These applicants will be specifically identified in the center minutes sent to the JC and Board of Trustees for action.
   • The local judging center will review the information provided and, if approved, a training plan will be developed by the center in consultation with the applicant to fill gaps in knowledge and experience.
   • After being accepted as a student as detailed above and, in this Handbook, and fully participating a minimum of one year under the existing student judging requirements, the student may be recommended by their local center for promotion to associate judge.
   • After serving a minimum of one year and fully participating as an associate judge, the center may recommend promotion to certified, accredited.

4.2.1.1 Selection Procedure

1. Student judges are selected to meet the requirements of the AOS and not to serve their personal ambitions.

   • Knowledge of orchids and competence in evaluating them are indispensable qualities in a judge; equally important is the judge’s behavior in applying this knowledge.
   • Personal integrity must be beyond question and a judge must work effectively and harmoniously as a member of a team.

2. Responsibility for the selection and education of student judges is delegated to the judging center committees.

   • Education is to be in compliance with any nationally set standards put in place by the JC.
   • The number of student judges is not mandated; each center selects sufficient candidates to meet its long-term needs, taking into account turnover of personnel and the long process by which a student becomes a fully accredited judge.

3. Following the receipt of an application, the judging center chair will arrange for the candidate to be interviewed by a committee of accredited judges. This interview will give the candidate an opportunity to ask and answer questions and to elaborate on material contained in the application.

4. The judging center committee may prescribe additional steps in reaching a decision about an applicant.

5. The judging center committee will make a timely decision and notify the applicant in writing as to whether they will be putting the applicant’s name forward to the JC and the AOS Board of Trustees. Any candidate who fails to gain acceptance may reapply at any time and, at its discretion, the center committee may dispense with the interview or other evaluative steps.

6. The judging center committee decision concerning acceptance of a potential candidate into the student judge educational program is conditional pending the approval of the application by the JC and the appointment of the applicant as a student judge by the AOS Board of Trustees.

4.2.1.2 Qualifications

Candidates for student judge must:

1. Have a demonstrated significant commitment to orchids and orchidology, including their cultivation and exhibition.

2. Have a broad interest in orchids beyond those directly related to judging, e.g., orchid conservation, developments in research, education of the public on orchids, etc. Concentrated experience in a specific area such as hybridization or photography, though advantageous, does not overcome the need for the candidate to meet all other necessary qualifications.

3. Be eager to expand their knowledge. The essential quality at the point of selection is the applicant's capacity and desire to learn.

4. Be able to make independent judgments and to maintain a point of view in a collegial and cooperative manner.

5. Maintain high standards of personal integrity and ethics and avoid any conduct which could be construed as unethical by an observer. They must recognize that their actions reflect upon the judging system and the AOS, and that they themselves will be evaluated by their appearance, demeanor, and competence.

6. Be committed to the judging system and to its orderly evolution. Their criticisms should be constructive and aimed at improving the equity and uniformity of the judging process.

7. Maintain continuous membership in the AOS, thereby ensuring access to OrchidPro.

8. Be able to meet the requirements of the judging system with respect to available time, language skills, ability to travel, physical and mental fitness, and participation in educational and judging activities.

9. Pass a color perception screening test as prescribed by the AOS before their application is acted upon by the judging center committee.

4.2.1.3 Application

1. The written application from candidates for student judge must include:

   • complete name and contact information, including:
     • full address with postal code,
     • e-mail address(es), and
     • telephone numbers (i.e., home, work, mobile, fax).
   • Evidence of passing a color-perception test.
   • The names and addresses of two or more persons who have knowledge of the applicant’s interest in orchids, growing experience, etc.
   • Applicant’s signature and date

2. In addition, the applicant must address the following questions and statements in enough detail to permit thorough evaluation of their qualifications.

   • Have they previously applied for appointment as student judge or served as an AOS judge? If yes, explain briefly, including prior center of service.
   • How long have they been a member of the AOS?
   • Describe their experience in growing orchids (length of time, types grown, facilities used, size of collection, etc.).
   • Describe their participation in orchid societies of which they are currently or have been a member.
   • Have they exhibited in orchid shows? How extensively?
   • Describe their participation in orchid shows other than as an exhibitor.
   • Have they attended or participated in activities of their judging center’s committee such as judging sessions or educational courses? Explain.
   • Describe their orchid library in general (books, periodicals, photographs, etc.). On a separate sheet, list books and periodicals in their personal library.
   • Have they explored OrchidPro, a feature of their AOS membership and integral to the judging program? If yes, for how long have they been using it?
   • Describe any feature of their regular work or hobbies which would enhance their knowledge of orchids or their ability to evaluate them.
   • Describe any other educational activities related to orchids in which they have engaged.
   • Why do they want to become an orchid judge?
   • What do they regard as their strongest qualification for serving?
   • Do they understand and agree to meet the requirements for serving as judge as specified in the Handbook on Judging, specifically the requirements for time and travel?

4.2.2 Promotion to Associate Judge

1. Candidates for associate judge:

   • must have completed a minimum of 36 hours of education, and a minimum of 24 judging events within your center, 12 of which must be at their center monthly judging.
   • must have made sufficient progress in their knowledge and understanding of judging, and
   • must be nominated by an accredited judges for consideration by the judging center committee.

2. The judging center committee will vote on the student judges they propose for promotion at the center committee business meeting prior to the trustees meeting at which the judges will be eligible for promotion.

3. If the judging center committee fails to approve a nomination for promotion to associate judge, the candidate will be provided with a written statement that they may be reconsidered at a subsequent business meeting.

4. If a student judge fails to be promoted to associate status at the end of five years of service as a student judge, they will no longer be permitted to judge, and will be terminated as judge. The five years of service will be dated from the date of recommendation for their appointment as a student by their judging center.

4.2.3 Promotion to Accredited Judge

1. Candidates for accredited judge:

   • must have served a minimum of one year as an associate judge.
   • must have completed the education for associate judges and have demonstrated competence in judging, and
   • must be nominated by an accredited judges for consideration by the judging center committee.

2. Judging center committees will vote on the judges they propose for promotion at the center committee business meeting prior to the trustees meeting at which the judges will be eligible for promotion.

3. If the judging center committee fails to approve a nomination for promotion to accredited judge, the candidate will be provided with a written statement that they may be reconsidered at a subsequent business meeting.

4. If an associate judge fails to be promoted to accredited status at the end of five years of service as an associate judge, they will no longer be permitted to judge, and will be terminated as judge. The five years of service will be dated from the trustees' approval of the associate judge and will expire at the end of the tenth trustees' meeting following that approval.

4.2.4 Senior Judge

1. Senior judge status may be conferred upon an accredited judge in good standing who has served a minimum of 10 (ten) years as a certified judge but is unable to fulfill the total attendance and judging requirements.

   • Any accredited judge may request from the center committee a change in status to senior judge; such change may also be initiated by the judging center's committee. Justification for the change must be detailed in writing by the judging center chair and accompany the recommendation to the JC.
   • If deemed appropriate, the timing requirement may be waived by the JC.

2. A senior judge:

   • is expected to participate in judging functions whenever possible but will no longer be required to fulfill the total annual judging requirements.
   • will not have to attend required educational events but is encouraged to attend educational opportunities to maintain their judging knowledge and abilities.
   • may serve as an AOS judging chair at AOS-sanctioned orchid shows within the jurisdiction of their judging center,
   • may attend judging center business meetings, but will not be counted in determining a quorum,
   • may not vote except in the case of selecting the center’s recommendations for special annual awards, and,
   • who has met requirements for an accredited judge (eight judgings, twelve educational hours) in the previous year, may be allowed full voting privileges for that year (without change of senior status).

3. The status of each senior judge will be reviewed annually by the judging center committee.

   • If the judge fails to participate annually in at least one monthly judging of the center or at least one AOS sanctioned show within the area served by the center, the judging center committee may recommend that the senior judge resign, be suspended, or be terminated.
   • Senior judges will be included in the Judges List as long as they remain continuous members of the AOS.

4. If the circumstances prompting the initial appointment as senior judge no longer exist, the judge may request from the center committee a return to accredited judge status.

   • If approved by the center committee, justification for the return must be detailed in writing by the judging center chair and accompany the recommendation to the JC.
   • Upon return, the judge may not vote in business meetings, except in the case of selecting the center’s recommendations for special annual awards, until they have served one year after the date of the return as accepted by the AOS Board of Trustees.

4.2.5 Judge Emeritus

1. The highest honor the AOS can bestow on a judge, the status ‘Judge Emeritus’ may not be requested by a judge; it may only be initiated by the judging center committee, by the JC, or by the AOS Board of Trustees.

   • A minimum of 20 years of outstanding service as a certified judge is the prime consideration, including long-term participation in judging activities beyond simply maintaining frequent attendance.
   • A judge's demeanor and record of participation must have been consistent with the highest standards of the AOS, and the judge's associates must consider the judge in every way to be worthy of this honor.
   • A statement of qualifications, including years of service, offices held in connection with judging, and any other judging activity engaged in beyond that normally required of a judge must accompany the recommendation. Non-judging activities in the AOS should also be included when appropriate. Other information may be requested by the JC at its discretion.
   • If deemed appropriate, the time requirement may be waived by the JC.

2) A judge emeritus:
a) may (but will no longer be required to) participate in judging at judging center sessions or shows,
b) will not have to attend required educational events, but is encouraged to participate in educational opportunities to maintain their judging knowledge and abilities,
c) may serve as an AOS judging chair at AOS-sanctioned orchid shows,
d) may attend business meetings, but will not be counted in determining a quorum, and
except in the case of selecting the center's recommendations for special annual awards, may not vote on other business matters of the center unless all attendance requirements for accredited judges are met; if attendance requirements are met then full voting rights are retained. Judges emeriti will be included in the Judges List as long as they remain members of the AOS.

e) may attend business meetings, but will not be counted in determining a quorum, will have voting rights specified in Section 3.3.1.1.2) above, and

f) Judges emeriti will be included in the Judges List as long as they remain members of the AOS

3) Failure to maintain membership in the AOS will result in an automatic shift in status to Retired Judge Emeritus.

4.2.6 Retired Judge

1. Retirement is a special status which may be conferred upon an accredited judge who has served satisfactorily for a minimum of five years as a certified judge but for reasons acceptable to the JC is unable to continue to serve.

4.2.7 Judges List

A Judges List will be maintained and will contain each judge’s name, status as a judge, mailing address, e-mail address, and telephone number where they can be reached.

4.3 Continuing Status

An accredited judge is appointed for an indefinite period.

4.4 Judging Center Assignment

1. All certified and student judges will be assigned to serve the center of his or her choice.

2. If for any reason a certified judge wishes to transfer to another judging center, application for transfer will be made to the chairs of the two judging centers involved.

   • The transfer will need to be voted on by the incoming judging center at its next business meeting, and if approved, the transfer will take place upon notification by the former center's chair to the JC chair. Notice of the transfer and its effective date will be recorded in the JC agenda.
   • In the event that there is an ethical issue involving the transferring judge, the issue must be resolved before the transfer occurs.
   • If either chair disapproves a request for transfer, the decision may be appealed to the JC.

3. A student judge may transfer only upon approval first by their original center committee and then by the desired center committee in duly called business meetings.

   • Release and acceptance will be based upon favorable evaluation of the student's performance and apparent potential for positive contributions to the judging system, including background, educational participation, judging practice, and general conduct.
   • If approved, the transfer will take place upon notification of the JC chair by both center chairs.
   • Denial of a student's request for transfer by either center committee may be appealed once and reconsidered at that center's next regular business meeting.

4. Any transfer will be accompanied by authenticated records of service at the prior judging center, signed by the center chair.

   • If a student or associate judge has accumulated substantial credit at their original judging center, the new judging center committee will evaluate their records to prevent unnecessary duplication of previous service.
   • Associate judges and students should note that success or failure in a transfer will not extend the five-year period limit for promotion. Accordingly, a transfer should be applied for at a time that will provide the new center committee adequate time to evaluate the judge’s performance prior to the end of that period.
   • Certified judges transferring between judging centers will not be permitted to vote in general business meetings for one year from the date of transfer as approved by the new center’s chair and recorded via the JC report and will not be counted in determining business meeting quorum requirements.

4.5 Knowledge and Abilities

An AOS judge is a person considered by the trustees to be qualified to pass critical judgments upon the merits and demerits of orchid species and hybrids. Owing to the great size of the orchid family, it is not possible for any one judge to possess a comprehensive knowledge of all genera species, and hybrids, but the following requirements are basic:

1. A judge must have a thorough knowledge of the orchid species and hybrids most commonly grown and a general knowledge of the species and hybrids of the lesser-known genera.

2. A judge must have an understanding of the potential limits of the species involved in hybridization, the achievement of the hybridizer, and the effects of polyploidy.

3. A judge must keep abreast of the developments in hybridizing, judging, growing, and all other phases of orchid activity that might affect one's capacity as a judge.

4. A judge must have knowledge of arrangement and composition in reference to the evaluation of group exhibits and displays.

5. A judge must have a general knowledge of historic and current orchid literature.

6. A judge must be able to organize knowledge quickly, effectively, and objectively, recognizing personal preferences and prejudices, and must not be unduly influenced by them.

7. A judge must be able to formulate an independent opinion in the presence of other judges and, conversely, be able to recognize the merits of the opinions of other judges.

8. A judge must have no abnormality in color perception. An AOS color-perception test or a statement from an appropriately certified vision professional may be required to establish this fact.

9. A judge should be able to travel and participate in judging activities in areas other than the judging center they serve.

10. A judge must possess sufficient command of the English language so that they can:

    • understand the Handbook on Judging and OrchidPro,
    • understand and write descriptions,
    • make and understand comments being made about any plant, and
    • respond to questions.

4.6 Responsibilities

To be in good standing and retain status as a student or certified judge, a judge must:

1. Maintain a continuous membership in the AOS.

   • A judge forfeits their standing as a judge if their AOS membership lapses.
   • To return to good standing, all judges are required to pay for and make whole any period of membership or subscription missed due to said lapse.

2. Fulfill their judging requirements as outlined in this Handbook. For student, associate, and accredited judges this means:

   • participating in at least eight judgings in their assigned judging center, of which at least four must be at monthly judging sessions, within the prior calendar-year directly preceding each business meeting.
   • Any judge who has not met the minimum number of judgings at the assigned center during the prior calendar-year will be denied voting privileges on any matter at that meeting.
     • Written notice to the judge in question notifying them of their ineligibility to vote, including the statistics of their attendance from the prior calendar-year leading to the decision and information on how to correct their attendance prior to the center’s next business meeting, will be sent by the judging center chair; a copy of this notice will be submitted to the chair of the JC.
   • Additionally, any judge who has not made a concerted effort between business meetings to discuss and clear with their judging center chair any sustained need to not attend the minimum number of judgings within the assigned center will be subject to potential sanctions, suspension, or termination as described below in section 4.11.

3. Attend each biannual business meeting and any duly called business meeting of the judging center committee unless excused by the judging center chair. Disciplinary action will be invoked if a judge has two or more consecutive unexcused absences. Excused absences will be limited to no more than two in a row; further consecutive absences are considered unexcused.

4. Participate annually in no less than 12 hours of scheduled educational sessions.

5. Maintain the qualifications, knowledge, abilities, and standards of conduct required in the Handbook.

6. Cooperate fully with the chair of judging and the captain of their judging team in completing the routine duties of their assignment such as signing forms, describing, and measuring flowers, and remaining with the team until excused.

7. Express themselves clearly in evaluating a flower, plant, or exhibit, avoiding both passive acceptance and aggressive rejection of the opinions of the other judges.

In addition, each judge is strongly encouraged to make an effort each year to judge at one or more AOS- sanctioned judging activities outside the area served by their judging center.

1. Full credit will be given for said judgings upon confirmation of participation from the chair of judging at that event.

2. Once confirmed, and if necessary, a judge may petition their center chair for up to two out-of- center judgings to be counted as follows:

   • towards meeting the minimum number of judgings, excluding the four required in-center monthly judgings, for maintaining their status as a judge, or
   • towards meeting the minimum of 12 hours of judges’ education as outlined below in 4.7.3(5).

4.7 Judges’ Education

The changing nature of orchids due to hybridization and introduction of new species requires that all judges pursue educational opportunities at all times.

4.7.1 National Education Coordinator

The JC chair will appoint a national education coordinator who will assist and advise the judging centers' education coordinators and maintain liaison with the JC. Their purpose is to coordinate education to assure uniformity of judging practices throughout the judging system. The National Education Coordinator may recommend changes in educational practices and issue education bulletins as needed, subject to approval by the JC.

4.7.2 Judging Center Education Coordinator

Each judging center chair will appoint an accredited judge as the education coordinator to implement an educational program for all assigned student and certified judges in the center's jurisdiction. Additional judges' education coordinators may be appointed in additional judging sites by the additional site chair. The education coordinator will manage the instructional program and evaluate the progress of the group of student judges as a whole, revising the program when necessary to better the result.

4.7.3 Educational Programs

1. Each center, including its additional judging sites, will offer not less than 12 hours of scheduled educational programming each year. These may be provided in conjunction with monthly center judgings, or as partial-day, full day, or multiple day education seminars.

2. Judges must notify the center chair or the education coordinator whether or not they plan to attend the scheduled seminars.

   • All judges are expected to attend their own center's educational seminars.
   • They may substitute other programs that fulfill the criteria for acceptable continuing education for judges.

3. The judging center education coordinator will maintain records of all judges’ participation in educational programming.

   • It is the responsibility of judges to inform their judging center's education coordinator of their participation in any out-of-center educational programs which substitute for, or augment, their requirements.

4. Judging centers in close geographic proximity are strongly encouraged to conduct periodic joint seminars or workshops in support of judges’ education.

5. Acceptable categories of continuing education programs for judges include but are not limited to:

   • Academic courses of study pertaining directly to orchids given by accredited institutions.
   • Independent formal lectures/seminars by acknowledged authorities in the field of orchids presented at regional, national, or international meetings.
   • Educational lectures/seminars (both in-person and online) sponsored by the judge's assigned center,
   • Educational lectures/seminars (both in-person and online) sponsored by judging centers other than the judge's assigned center.
   • Other researched presentations by judges at their centers.
   • The showing with commentary of award images that are sorted or collated with a specific educational purpose in mind (e.g., current trends in yellow Cattleya awards, newly recognized species in the Pleurothallid Alliance, recent trends in CCM awards, etc.)
   • Presentations prepared and given by accredited judges pertaining to judging.
   • Judging seminars and webinars (both in-person and online) sponsored at the national or international level.
   • Out-of-Center Judgings.
   • Additional categories can be approved by the center chair or education coordinator.

4.7.3.1 Student Judges' Educational Program

1. Student judges are apprentice judges working with, and learning from, certified judges on the judging floor, in judging seminars, and through specialized individual study assignments. The education coordinator or an alternate will evaluate each student’s strengths and weaknesses on a regular basis and assign study accordingly. The education coordinator may recommend whether or not student judges be continued, promoted, or terminated by the judging center committee.

2. Each student judge will be assigned at least two accredited judges to serve as advisers or counselors throughout the educational period, the purpose being to provide two-way liaison between the student judge and certified judges of the center in dealing with observed strengths and weaknesses/areas for growth. Advisers are responsible for the student judge's progress.

3. Student judge advisers will provide early orientation for student judges on formal judging practices on such subjects as point scoring, judging floor procedures, and judges' ethics preliminary to more extensive education in these subjects.

4. A regular testing and evaluation program may be conducted during the student educational process, the results of which may be recorded in each student’s personnel records and may become a part of the student judge's credentials for promotion or transfer between centers.

5. It is intended that the opportunity be available for students to address proper and relevant questions to judges.

6. All student judges are expected to represent the American Orchid Society in a creditable manner at all judging sessions; they will periodically exhibit and participate in sanctioned shows and exhibitions.

7. Student judges recommended for termination may appeal to the judging center committee as a whole if they feel they have been unfairly evaluated.

4.8 Conduct of Judges

While serving as an AOS judge, judges will always act by word and deed in a manner which will maintain the standards of AOS judging on the highest level and reflect credit upon the judging activities and upon themselves. They will conduct themselves in a manner which will never bring their or the system's integrity into question. Serving as an AOS judge includes but is not limited to AOS judging, orchid show ribbon judging, pre- and post-judging activities such as judges' meals at an orchid show, preview parties and banquets, and other activities in which they officially represent AOS.

In addition, all AOS judges will:

1. Refrain, while serving as a judge, from making personal comments about a flower, plant, exhibit, or orchid grower that do not relate to the judging in progress and which might, if repeated to the exhibitor, be considered gratuitous or derogatory and bring into question the deportment of the judge.

2. Disqualify themselves from judging a plant, flower, or exhibit if their impartiality could be questioned.

3. Avoid making demeaning comments publicly concerning other judges, judging team support personnel, orchid plants, orchid exhibits, exhibitors, or the American Orchid Society. Negative comments during open judging are often appropriate but should not be demeaning.

4. Not publicly make a slanderous or malicious remark about another judge.

5. Avoid using sexual analogies and comments (jocular or not) when publicly discussing plants or people.

6. Avoid aggressive, persistent, or recurrent attempts to influence other judges in awarding or not awarding a plant.

7. Conduct themselves in a calm and rational manner, which will permit the harmonious resolution of differing viewpoints and judgments.

8. Avoid scoring an entry either excessively high or low, the sole intent of which is to inflate the point count spread and thereby force the rejection of same entry.

9. Not be under the influence of alcohol or drugs while judging.

10. Dress appropriately when judging at an orchid show, thus showing respect for the event being judged.

11. Neither be paid nor have to pay for the opportunity to participate in AOS award judging at any AOS- sanctioned activity.

12. Not accept reimbursement in excess of actual cost for expenses related to show judging (transportation, lodging, and meals.)

13. Make a reasonable attempt to comply with the requirements for clearing their provisional awards.

14. Pay for purchased orchid plants, award fees, taxonomic plant identification charges, and delinquent provisional award fees.

15. Not steal orchid plants, pollen, or tissue.

16. Not be involved in sales transactions in the judging area during ribbon or AOS judging.

17. Not falsify a grex, clonal name, or hybrid parentage.

18. Not "buy" or "sell" an award as the reward for influencing or attempting to influence the granting of that award.

19. Not disclose privileged information, as discussed in executive session, of the center committee or the American Orchid Society prior to official notification or distribution, including, but not limited to, personnel matters.

20. Notify the sponsoring organization if they are unable to fulfill orchid related commitments (judging orchid shows, lecturing at an orchid society, etc.).

21. Disqualify themselves from participation in all personnel matters involving any judge with whom they have a relationship that might in any way be construed as interfering with impartially. Members of the same family, household, or commercial establishment must be recused from any such participation and not be present during the deliberation and voting.

22. Not opt out of receiving any type of email originating from the AOS.

4.9 Separation from Service

4.9.1 Leave of Absence

1. A judge in good standing who is unable to fulfill their judging duties may make written application to the judging center chair for the center committee to grant a leave of absence for up to two consecutive years. If the request is approved, the judging center committee will notify the JC of the reason for the leave and its effective starting and ending dates. No action is required by the JC. At the discretion of the judging center, a second two-year leave of absence may be granted in special circumstances for a maximum of four years.

2. The names of judges granted leaves of absence will be carried on the Judges List.

3. Judges on leave may judge; however:

   • they may not serve as an AOS judging chair at AOS-sanctioned orchid shows,
   • they may not vote in business meetings until they have served one year at their judging center after the effective ending date of the leave as determined by the center committee, and
   • they will not be counted in determining the business meeting quorum requirements.

4. The leave of absence of a student or an associate judge does not extend the five-year termination rule.

4.9.2 Resignation of a Judge

1. A judge who wishes to resign will submit a written notice to the judging center committee, which will in turn notify the JC of the resignation.

4.9.3 Retirement of a Judge

1. The judge must submit a written request for retirement to the judging center committee. If the request is rejected, the judge may submit the request directly to the JC. This procedure is not to be confused with termination, suspension, or resignation.

2. A retired judge will no longer participate in AOS judging or judging center meetings. Their name will be retained on the judges list and will indicate their status as a retired/inactive judge.

4.10 Returning to Service

1. A certified judge who has retired or resigned may apply to any judging center to reenter the judging system after a minimum waiting period of one year from the time the request to retire or notice of resignation was tendered to the JC chair.

   • A two-thirds majority of the accredited judges at the next scheduled business meeting of the judging center committee of the center to which the judge has applied must recommend approval of the reentry request,
     • If the request is approved, it is then forwarded to the JC for its recommendation and then to the Board of Trustees for its decision.
     • If the total duration of time that has passed since the judge’s retirement or resignation does not exceed two years, reentry may be made at the same level as when the judge resigned.
     • If the total duration of time that has passed since the judge’s retirement or resignation is greater than two years, then the following scenarios will be used to determine the level at which the judge may return. However, if the former judge has continued to participate in activities relevant to AOS judging, and these activities are properly documented by the judging center committee and deemed appropriate by the JC and the Board of Trustees, a waiver of the level at which a retired judge must reenter may be requested.
     • If approved and the total duration of time that has passed since the judge’s retirement or resignation is between two and five years then reentry must be made at the associate judge level for a period to be determined by the judging center committee, but not to be less than one period between biannual trustees’ meetings.
     • If approved and the total duration of duration of time that has passed since the judge’s retirement or resignation is greater than five years, then the judge may be required to reenter at the student level to reestablish judging abilities for at least one period between biannual trustees’ meetings. The judge would then proceed through the process described above in 4.2.3 to be promoted through associate judge and returned to accredited judge status.
     • If the request for reentry is denied, the judge may petition the JC for assistance in mediating the situation.

4.11 Suspension, Termination or Lesser Sanctions

1. A certified judge or student may be suspended or terminated either for cause (Section 4.11.2. Suspension or Termination for Cause – Procedure) or automatically (Section 4.11.3  Automatic Suspension or Termination - Procedure). Suspension is the temporary cessation, up to one year, of all responsibilities and privileges of being an AOS judge.  Termination is the permanent revocation of all responsibilities and privileges of being an AOS judge.

2. a.   Grounds for suspension and/or termination for cause include and are not limited to:

3.        i.         Any action or non-action that in any way lessens the reputation of the AOS, its judging system or awards;

4.         ii.        Any violation of the code of conduct referenced in Section 4.8 (Conduct of Judges);

5.       iii.        Any violation of requirements of Section 4.2 (Appointment and Accreditation)

6.       iv.        Lack of participation in judging sessions, business meetings, or education activities as required;

7. Grounds for automatic suspension and/or termination include:

8. v.    Failure of an AOS judge to maintain AOS membership, except as noted for judges emeriti (Section 4.2.5.3);

9. vi.    Failure of an AOS judge to execute and deliver such waivers as may be required by the JC;

10. vii.   Failure of an AOS judge, or a commercial entity in which the judge has an ownership interest, to pay for awards;

11. viii.  Failure of an AOS judge, or a commercial entity in which the judge has an ownership interest, to make a reasonable effort to clear their provisional awards by registering new hybrids; and      

12. ix.    Failure of a student or Associate judge to be promoted at the end of five years of service in their respective level.

13. b.   A charge leading to suspension or termination for cause, or a procedure for automatic suspension or termination may be initiated by a judge's center committee, the JC chair, or the chair of another judging center if the alleged incident occurred there.  If initiated by the JC chair or the chair of another center, information concerning the charges will be referred promptly to the affected judge’s center chair, who will then follow the appropriate procedures in this Handbook.

14. c.   A suspended judge is encouraged to attend center committee meetings, educational or teaching sessions, and judging sessions as an observer. 

15. d.  All disciplinary actions are confidential (except as the center chair deems necessary with respect to students and associates), and their outcome is determined through the processes outlined in Section 4.11.2 (Suspension and/or Termination for Cause) or Section 4.11.3 (Automatic Suspension and/or Termination).

16. e.  Suspension does not preclude the possibility of subsequent termination.

17. f.  A judge may elect to resign at any time during the suspension or termination process; such action will terminate the pending procedure. 

18. g.  All notifications required under Section 4.11. and the subsections thereunder must be written and delivered either in person or by email sent to the address in the judges list on the AOS website.  Email from the judging center must also be sent to any other email routinely used by the center chair to contact the judge.  Notification will be deemed made when delivered in person or on the date the email is sent.

4.11.2 Suspension and/or Termination for Cause- Procedure

a. Anyone may report an incident of objectionable or unethical behavior of an AOS judge. Such reports must be made in writing to that judge’s Judging Center Chair and the Judging Committee Chair, and shall include the name of the judge, date, time, location, others present, and specifics of the incident.  In the case where the Center Chair is the AOS judge being reported, the report shall be made to the JC Chair, or their appointee, who then follows this process as if they were the Center Chair.

b.   The Center Chair is required to investigate all reported incidents, including, at a minimum, interviewing the reported judge and others who were present, as well as requesting and reviewing any relevant documents or materials.   The Center Chair shall form an ad hoc committee to assist the Chair with the investigation.  The Center Chair shall notify the reported judge pursuant to Section 4.11.1.g), and invite the judge to respond to the allegations in writing within 30 days of the notification, and the reported judge may respond if they choose.  The investigation results shall be documented. 

c.   If the investigation by the center chair and committee indicate that the allegations are not substantiated, the reported judge shall be informed, and no further action will be taken, and the record will be deleted.

d.   If the investigation supports the allegations, the Center Chair and ad hoc committee shall propose a recommended action in response to the incident, after considering the severity of the reported judge’s action as well as whether it is a repeat offense. The Center Chair shall retain all documents pertaining to the action in the judge’s file for the duration of the judge’s tenure, and shall notify (pursuant to Section 4.11.1.g. except in the case of oral reprimands)the reported judge of the recommendation. Recommended actions may include:

i.     oral reprimand or letter of warning;

ii.    corrective actions (specific, measurable, and time-bound);

iii.   promotion delay; or

iv.   termination or suspension.   The center chair will notify the JC Chair of the pending recommendation for termination or suspension.

e.  Recommendation for suspension or termination

i.     Within 15 days of notification of a recommendation for suspension or termination, the reported judge may make a written request for a center vote on the matter in accordance with Section 3.3.1.1.3)c), regarding required quorums and voting majorities for personnel business.  The center chair will schedule a personnel session of a duly called business meeting to review and vote on the matter, no later than the next business meeting of the center but no sooner than 15 days after the receipt of the request.   Prior to the vote, the reported judge may present their written and/or oral response and must then leave the meeting, and the chair will then review the allegation and investigation results.

ii.  If the center vote overrules the Chair’s recommendation, no further action will be taken.

iii. If the recommendation was for suspension and the reported judge does not make a timely written request for a center vote, or if the requested center vote sustained the center chair’s recommendation, the recommendation will become final, and the suspension will commence for the period specified in the recommendation. The center chair will notify the JC Chair, who will notify all other center chairs and the Board of Trustees of the suspension.

     iv. If the recommendation was for termination and the reported judge does not make a timely written request a center vote, or if the requested center vote sustained the center chair’s recommendation, the center chair shall forward the incident report, investigation report, reported judge’s written response (if made), personnel meeting minutes, and final ballot count (if voting occurred) to the JC Chair.  The termination will be final if sustained by both the JC and Board of Trustees.  The AOS will notify the reported judge, center chair, and JC Chair of the results. 

4.11.3 Automatic Suspension or Termination- Procedure

a. In each instance outlined in Section 4.11.1.a.v. (failure to maintain AOS membership), Section 4.11.a.vi. (failure to execute and deliver required waivers to the JC), Section 4.11.1.a.vii (failure to pay for awards) or 4.11.1.a.viii (failure to clear provisional awards by registering new hybrids, an initial notification or invoice (as appropriate) will be sent to the judge.  If the judge has not complied within 60 days of the initial communication, the judge will automatically be placed on suspension for 60 days.  If the judge has not complied by the end of the 60-day suspension, the judge will be automatically terminated.

b.   If a judge, or a commercial entity in which a judge has an ownership interest, has not made a reasonable effort to register an unregistered hybrid so that a provisional award can be cleared, the award will be nullified by the Awards Registrar upon notification by the center chair.  The AOS will follow the same process outlined in Section 4.11.3.a. above.

      The Awards Registrar will immediately place the judge's name on the delinquent exhibitors list pursuant to Section 5.5.4.4. The judge may be charged a fee to cover the administrative costs incurred by the AOS for processing the provisional award, pursuant to Section 5.5.5.3.8. Upon payment, the judge's name will be removed from the delinquent list and all judging privileges reinstated.

c.   If a student or associate judge is not promoted at the end of five years of service in their respective level, the Center Chair and/or the student’s/associate’s advisors shall notify them of their termination. The Center Chair shall also inform the JC Chair.

d.  A judge who has been terminated automatically may appeal the termination decision within 60 days of notification of termination. Appeals must be made in writing to the Board of Trustees and the JC Chair.

4.11.4 Lesser Sanctions

1. On occasion lesser sanctions may be appropriate. The center chair has full responsibility and authority for the center's judging activities, including implementation of lesser sanctions. Some examples of these include:

   • Talking with the affected judge
   • Sending a letter of concern
   • Sending a letter of warning
   • Sending a letter of reprimand

2. As is true of any disciplinary action, such sanctions should be well documented and a copy should be filed in the judge's personnel file kept in the center, and a copy forwarded to the JC chair. A lesser sanction should not be considered a precursor or a requirement for possible future discipline.

3. The JC chair will also have the authority to talk with the affected judge(s) and to initiate a letter of concern or a letter of warning, which will be sent to both the affected judge as well as his center chair, with a requirement that the letter carry the same weight as any comparable disciplinary action initiated from the center. In the case of a JC chair-initiated action, the center and the judge will be expected to keep the JC chair appraised of corrective actions.

4. After three years, if no further disciplinary actions are necessary and the judge’s performance is deemed adequate the affected judge may submit a written request to the center judging committee and/or to the JC that the letter be removed from the judge's personnel file.