How To Submit an Entry to the Record Book
Submitting entries is a relatively easy but important process. The SCI Record Book of Animals is a living history of our hunting heritage, so accuracy and proper documentation are key.
1. To enter one or more entries, locate an official or master measurer to have your species measured. From the Record Book link on the home page, follow the "Search for Measurer” (or click here). A new window will open where you enter your zip code or country. Hit Enter and a list of measurers in your area will display.
2. Each entry must be submitted on official SCI measuring forms. All official measurers have current measuring forms. You may also download measuring forms here. Fill out the form completely, and please print legibly. The most common omissions are signatures of the hunter and the measurer, locality (place taken), date taken, date measured and method of take (rifle, bow, muzzleloader, etc).
3. You must attach a photograph, preferably a field photo(s) of the animal. The photo serves several purposes – to verify the species of animal as well as to distinguish all the points on antlered game. Three photos are required for antlered game (front, right, and left views) to make out all the points clearly.
4. Finally, include the Record Book processing fee is $35.00 per entry. Most members choose to purchase the medallion plaque when they submit their entry. If the medallion plaque is purchased at the same time as the entry, then the total fee is $80.00. If the medallion plaque is purchase separately, the cost is $55.00. Mail your completed entry forms to Safari Club International, 4800 West Gates Pass Rd, Tucson, AZ 85745. Attn: Record Book Department. Please note that SCI does not accept electronic entries at this time.
5. Mail your completed entry forms to Safari Club International, 4800 West Gates Pass Road, Tucson, AZ 85745, ATTN: Record Book Department. Please note that SCI does not accept electronic entries at this time.
What Happens With My Entry after It Arrives in the Tucson Office?
After an entry or entries are received by the Record Book Department Office, they are reviewed by the professional staff to make sure the information has been filled out correctly and completely and that it is legible.
1. If the entry or entries are complete, the payment is processed and the entries are filed in the order they were received for processing.
2. If the entry or entries is incomplete, one of the following may occur:
- Entries received without the signature of the hunter or measurer are returned to the SCI member.
- If you paid with a credit card, the entries that are in order will be processed and your credit card will be charged for those entries only.
- Entries missing other information such as locality taken, date killed and so forth will be held while the staff makes an attempt to collect the missing information via email and phone messages. If the member does not respond to these requests the entries will be returned to the SCI member.
- Entries that are received in the Tucson office without photographs will be automatically returned to the SCI member.
3. It takes about two weeks for an entry or entries received by the Record Book Department to be processed into the Record Book database. The entry must then go through several steps before it can be ranked in the Record Book.
Entries are grouped into batches of 300 entries, so it may take several days before enough entries are processed to create these batches. The batches of entries are then scanned and organized, and a back-up copy is made.
- All potential new Top Ten entry photos are scanned and saved for possible printing in the Record Book. In many cases, new photos are requested by the Record Book Staff.
- The batch of 300 entries is then divided up by continent and sent to the sub-chair (a sub-chair is an SCI volunteer who is considered to be an accomplished hunter expert in a given geographical area) responsible for that continent.
- The sub-chair carefully checks the information on the score sheet for each entry in his batch and either approves the entry as submitted or places the entry on hold until additional information is gathered. Additional information requested may include the following: photographs with more clarity to identify tines; more precise location; clarification on whether the trophy was hunted on an estate or free range; request for the trophy to be rescored.
- If the SCI member has not cleared up the request by the sub-chair in 90 days, the entry is removed from the database and returned to the member without a refund.
- The sub-chair returns a detailed report on the batch of entries. At this time the entries that are approved are officially ranked in the SCI Record Book of Animals (The SCI Record Book is ranked every night at midnight).
The Record Book Software is a dynamic program. Potentially, every ranking could change on weekly basis. The rankings printed in the SCI Record Book of Animals are the rankings based on the deadlines for that edition.
SCI now tracks the highest ranking, meaning the day that the entry was ranked. However; current rankings are published in the SCI Record Book of Animals. SCI members will be notified in writing of any changes made on entries by the sub-chair.
4. After the entries from a batch have been approved, certified and ranked, a 3x5 certification card is created and mailed to the SCI member. These cards are the member’s final notification on their entry and are a thank you in appreciation of your business. Please note the ranking on the certification cards may not be the same ranking that appears in the SCI Record Book of Animals. Remember, rankings on many species may change weekly. If a medallion plaque is ordered with the record book entry, it will arrive approx. 2 weeks after the certification card.
The entire process normally takes 8 to 12 weeks to complete. During the course of the year, the process may slow down because of events such as the Annual SCI Hunters Convention in January. The completion of medallion plaques may take up to 16 weeks.