Virginia Racing Commission

Operational Guide for Stewards & Judges

Ensuring Integrity, Fairness, and Safety in Virginia Horse Racing

Core Responsibilities of VRC Stewards & Judges

The Stewards are central to the daily operation and oversight of horse racing, possessing broad authority to supervise, control, and regulate all aspects of racing and satellite facilities. Their duties are multifaceted, ensuring compliance and fairness across the board.

Supervision & Authority

Oversight of race meetings, facilities, and compliance review.

Enforcement & Discipline

Dispute resolution, investigations, and imposing penalties.

Hearings & Applications

Conducting hearings, reviewing permits, and administering exams.

Horse & Race Management

Managing Stewards' List, eligibility, and race procedures.

Medical & Testing

Overseeing veterinarians, medication violations, and sample collection.

Financial & Wagering

Authorizing purse payments and overseeing wagering pools and claims.

Standard Operating Procedure: Rule Violation & Hearing Process

This SOP outlines the structured process for VRC Officials from the initial observation of a rule violation through to the final disciplinary action, ensuring due process and regulatory adherence.

1. Initial Observation & Investigation

Violation observed by officials, reported, or triggered by specific events (e.g., race conduct, positive test). Information is gathered, and assistance may be requested.

2. Decision & Notification

Officials decide to initiate proceedings. In emergencies, a Summary Suspension may be issued. For formal hearings, written notice of charges and rights is provided to the permit holder.

3. Hearing Conduct

The Senior Commonwealth Steward presides. Witnesses are sworn in, and the permit holder has the right to counsel, present a defense, and cross-examine witnesses. Proceedings are recorded.

4. Post-Hearing Decision & Action

Officials determine if a violation occurred. Disciplinary actions (e.g., reprimand, fine, suspension) are determined and issued via a formal written order.

5. Reporting & Appeals

A daily report is filed with the Commission. The disciplined party has the right to request a review of the decision by the Commission within a specified timeframe.

Detailed Reference Materials

I. General Authority and Supervision:

  • Overall Oversight: Exercise immediate supervision, control, and regulation of horse racing.
  • Compliance Review: Review conduct of all personnel and patrons for compliance.
  • Interpretation of Regulations: Interpret regulations and decide on unspecified racing questions.
  • Presence at Meetings: Be present 90 minutes before the first race until 15 minutes after the last is "official."
  • Facility Inspections: Conduct periodic inspections of enclosures.
  • Reporting: File daily written reports and a summary report at the end of the meeting.

II. Rule Enforcement and Disciplinary Action:

  • Dispute Resolution: Determine all disputes, protests, and objections.
  • Investigation Initiation: Initiate investigations into possible violations.
  • Imposing Penalties: Take disciplinary action including fines, suspensions, and revocations.
  • Summary Suspension: Can summarily suspend a permit for up to 90 days in emergencies.

III. Hearings and Applications:

  • Conducting Hearings: Conduct hearings on all racing matters.
  • Subpoena Power: Issue subpoenas to compel witness attendance and production of records.
  • Permit Applications: Review, grant, or deny permits.
  • Examinations: Administer qualification exams for trainers, jockeys, etc.

IV. Horse and Race Management:

  • Stewards' List: Maintain a list of ineligible horses.
  • Horse Identification & Eligibility: Determine horse identity and race eligibility.
  • Entry and Post Position: Supervise entries and post position draws.
  • Race Conditions: Approve and manage race conditions and declarations.
  • Paddock & Starting Procedures: Oversee all procedures from paddock to fair start.

V. Medical and Testing Oversight:

  • Veterinarian Authority: Oversee veterinarians practicing under the Commission.
  • Medication Violations: Apply RCI guidelines and penalties for medication violations.
  • Test Sample Collection: Order the taking of test samples from any horse.
  • Human Drug Testing: Direct human drug and alcohol testing based on reasonable suspicion.

VI. Financial and Wagering Oversight:

  • Purse Payments: Authorize payment of purse money.
  • Claims: Supervise the determination of title for claimed horses.
  • Wagering Pools: Approve policies and changes to wagering pools.

I. Initial Observation and Investigation (Pre-Hearing)

  • Observation of Violation: VRC Officials have immediate supervision and may initiate investigations based on their own observations.
  • Specific Triggers for Investigation: Includes horse performance, identification issues, injuries, fair start problems, improper race conduct, weight discrepancies, permit holder misconduct, substance testing issues, claiming violations, and wagering irregularities.
  • Gathering Information: Officials may request assistance, issue subpoenas, and require veterinarian reports or chemist statements.

II. Decision to Conduct a Hearing & Notification

  • Initiating Proceedings: Officials can institute proceedings based on their observations.
  • Summary Suspension (Emergency Action): A permit can be suspended for up to 90 days if emergency action is required, with a hearing scheduled within 14 business days.
  • Formal Hearing Notification: Written notice of charges, basis, possible penalties, and rights (to counsel, present a defense, cross-examine) must be given to the permit holder.

III. Conducting the Hearing

  • Presiding Officer: The Senior Commonwealth VRC Official presides.
  • Procedural Rights: Oaths are administered, witnesses can be examined, the permit holder has defense rights, continuances can be granted, and proceedings are recorded.
  • Addressing Objections and Protests: Officials hear all objections and protests, which must be filed according to specific procedures. Purse money is retained until a final determination.

IV. Post-Hearing: Decision and Disciplinary Action

  • Determination of Violations: Officials review all evidence to determine if a violation occurred.
  • Disciplinary Actions: Penalties can include reprimand, fine, forfeiture of purse, probation, suspension, revocation, or exclusion. Specific penalties exist for certain violations (e.g., furosemide, human drug/alcohol tests).
  • Disqualification: Officials have discretion to disqualify horses for interference or other infractions.
  • Written Order: All disciplinary actions must be provided in a written order detailing the violation, basis, action taken, and effective date.
  • Reporting: Officials file daily and final reports with the commission.

V. Appeals Process (Overview for Context)

  • Right to Review: A disciplined party can request a review by the commission within 72 hours.
  • Stay of Action: Filing a request does not automatically stay the decision.
  • Commission Review: The commission conducts its review within 45 days.