DXCC: Frequently Asked Questions by Bill Moore NC1L, Century Clubs Manager

Please keep in mind these FAQs have been written over the past few months but cover questions raised to DXCC over the past few years. Use accordingly!

Note: The information below is presented with permission of the author and may be reprinted.



DXCC FAQ #1 What does 30 meters and WARC band credit count for, if anything? and More! by Bill Moore NC1L, Century Clubs Manager

One question that has come up again recently is:

Question: "What does 30 meters and WARC band credit count for, if anything?"

Answer: There is NO DXCC award (certificate) for 30 Meters (10 MHz) by international agreement. However, 30 meter credits will count towards Mixed, CW and RTTY DXCC’s. For instance, if you have 100 different entities with 50 credits on 30 meter CW and 50 credits on 30 meter RTTY you can combine them to receive a Mixed DXCC. If you have 100 each on CW and/or RTTY you can apply for these awards too.

There is NO endorsement for 30 Meters for a 5 Band DXCC.

There are no DXCC awards for 12 Meters (24 MHz) and 17 Meters (18 MHz). However, you can use these credits towards a Mixed, Phone, CW and RTTY DXCC’s.

Once you achieve 5 Band DXCC you can endorse it on 12 and 17 meters. Also, endorsements for 5 Band are available on 2, 6 and 160 meters.

Other topics:

(January 25, 1998)

The current DXCC turnaround time is about 10 weeks. Also, our mail room has been backed up. We are currently completing the mailing of all work processed in October. DXCC is currently entering applications received in the first week of November.

As is the case each year the DXCC yearbook is being assembled and should be ready for mailing by mid March 1999. Please note that this is the same time it comes out every year. The yearbook has informative articles on DX as well as the "Top 100 Most Wanted DXCC Entities". Also, the DXCC Annual list is published in the yearbook.

The requirements to be listed and receive the copy at no charge are:

You MUST have made at least one submission anytime between October 1, 1997 to September 30, 1998. The ONLY exception to this is if you are CURRENT on the DXCC Honor Roll. If you are not current on the Honor Roll or have not made a submission within this period you will not be listed nor will you receive the free copy.

Note: For those on the Honor Roll, unless you have submitted during the above period, ONLY those modes for which you are CURRENT on the Honor Roll will be shown. Meaning, if you have a 40 meter, 80 meter, Mixed and Phone DXCC and you do not endorse the 40 and 80 Meter awards, ONLY the Mixed and Phone Honor Roll numbers will be shown. You must endorse non-Honor Roll awards in order to have it listed. (See the bottom right of page 2 on previous yearbook editions for more information).
 
The DXCC Monthly listings from QST will no longer be in QST. They can now be found on the ARRL Members Only web site. You can find this at: http://www.arrl.org

Look in the upper left hand portion for the "Members Only" selection and click on it. Follow the instructions if you have not already logged on. Note, you must have Adobe Acrobat 3.0 or later to be able to see this file. You can download it right from the page. Currently, there is 1 file containing February and March listings. 2 other files with 2 month segments have been submitted and will be online shortly. After this, we will be back to one month listings. (These were just to help us get caught up).

The DXCC Honor Roll list will still be in QST and the Annual List will still be in the DXCC Yearbook. (The 1997 Honor Roll list is being prepared and will be published soon).
 
DXCC is now on the web. You can find the DXCC web site: http://www.arrl.org/awards/dxcc/

Please check it out as you can find all the current rules, fees, current and deleted entities list, prefix information, Incoming and Outgoing QSL bureau information, list of DXAC Representatives, the list of DXCC field representatives and the most current DXCC application form.

Finally, please look back to the March, April and May issues of QST for information on DXCC 2000. You will find informative articles by Bill Kennamer (K5FUV) and Chuck Hutchinson (K8CH) covering what we feel will be an exciting new addition in the upcoming millennium and hope you will become part of the excitement.

For questions regarding DXCC please take some time to read the current rules. Many of the questions we get are about things that are already covered there and you can save some time, and a long distance call, by looking there. Any question(s) you cannot resolve please feel free to contact us at: dxcc@arrl.org 
 



 
 DXCC FAQ #2 On submitting DXCC applications. by Bill Moore NC1L, Century Clubs Manager

Thanks to those who responded with comments to this effort. I’m glad to see how well received it was.

A question we frequently answer is on submitting applications. Here, I’ll cover:

  1. How to
  2. When to
  3. How often and
  4. What are the costs etc.

Below are some recommendations for considering submissions:

There are 2 deadlines each year. March 31 for the Honor Roll list (covering the period from the previous April 1 to the current March 31) and September 30 for the Annual list (covering the period from the previous October 1 to the current September 30).

Here are some suggestions on when and how to submit. Before, with the one free submission the decision was easy. But since the fees have gone up and with the elimination of the free submission it is best to use it wisely and to your advantage.

  1. How to file an application:

You must complete a current DXCC application form. This is required with each submission whether new or endorsement. Why? This confirms with us all current personal information such as name, address and exactly what awards you are applying for or endorsing. Also, the membership status information is required as well as your affirmation under the statement that you’ve abided by all the rules. All pertinent boxes must be checked, including the information asked for under the award information block. We cannot guess as to what you are requesting. So to guarantee you receive the proper certificate(s) and/or appropriate stickers, please take a moment and complete everything.

All cards must be arranged by band first then by mode. Alphabetically after this is optional. Place multiples in a batch by themselves. This arrangement is regardless of what award(s) you are applying for or endorsing. Since the most labor-intensive part of the process is the data entry, proper preparation of your cards and application will allow DXCC staff to process applications expeditiously. Also, it reduces the chance of errors.

Package the cards securely and wrap the application form around your cards. Secure the fee within the application. Note: If you are handling applications for others in the same package it is EXTREMELY important that you wrap each one separately. It is OK to send them together but separating each application is important. Cards have gotten mixed up because the sender included all the cards together and wrapped them around all applications causing the package to look like just 1 application.

When we computerized, the system was set up so that a card need only be submitted once. DXCC processes everything on the card UNLESS asked not to. In order to do this you MUST do the following: Attach a note on EACH card in question with a message telling us what to credit or what not to credit. If you do not do this DXCC will process everything on the card. This could be a cost problem for you if it goes over the #120 QSO limit. DXCC does not refer to attached paperwork for this, you must put a note on each card.

If you want receipt confirmation from DXCC place a SASE or addressed postcard on the OUTSIDE of the application. DXCC does not open the application until we are ready to begin a data entry session.

2) When to file an application and how often:

A first time ever submission can be done anytime since there are no previous awards to consider. It is best to wait until you have a few extra (102, 103 etc) just in case of a problem. We occasionally receive applications with exactly 100 entities, but because of a problem a credit may be rejected or there may be a dupe so the applicant has less than the 100 required.

If you need to meet the Honor Roll deadline you should wait until after the first of January to maximize your efforts in hopes of getting a few more cards. If you are not concerned with the Honor Roll deadline then wait for later in the year to have them in for the Annual List deadline. Also, this is to wait and be able to submit, and receive, the most for your money. (See FAQ 1 regarding submissions and getting the free yearbook).

  1. What are the fees:

Before submitting please check the most current DXCC rules. Rule 15 explains fees in detail and they are subject to change. You can always find the latest information on the DXCC web site at www.arrl.org/awards/dxcc/. Here is the current fee structure:

$10 – first application ever. (Initial submission). Gives you one award and lapel pin. (This is for ALL applicants, members and non-members).

$10 – each additional award (certificate)

$10 – first submission of the year (after the initial) for ARRL Members

$20 – first submission of the year (after the initial) for Non-ARRL Members (The term "after the initial" means once you are already in the DXCC program).

$20 – Subsequent submissions for ARRL Members

$30 – Subsequent submissions for Non-ARRL Members

$5 - Convention fee (Only when ARRL personnel are present to check cards)

$5 - Walk-in to ARRL HQ

Note: If arrangements are made to use two DXCC Field Representatives the $5 fee does not apply.

With the first yearly submission the fee only covers the first 120 QSOs. After #120 each QSO is 15 cents. (Note: This is per QSO, not per card).

With subsequent submissions the fee only covers the first 100 QSOs. After #100 each QSO is 15 cents. (Note: This is per QSO, not per card).

Return postage is required. Registered (worldwide) or Certified (US only) mail is STRONGLY recommended. This is because it is traceable. (Do not include the prepaid slips for these fees. We cannot use them and they will be returned). It is best to include return postage with other DXCC fees. The outgoing mailroom and DXCC are equipped to properly assess all appropriate fees when outprocessing applications. We cannot guess what the exact fee is going to be for return postage. This can only be done once we know the final weight after all paperwork is inserted. (ARRL is also equipped for this and it is part of the outprocessing). For fee estimates please call your local post office and ask them for the current fees for registered and certified mail AND first class mail. Remember, the shipping method would be registered plus first mail so the 2 amounts are needed together. Also, you can check the USPS web site for more information at: www.usps.gov. Foreign applicants should be aware of the US fees since returns are based on them.

Note: It is important that you note the method of shipping you prefer on the application form. If you do not mark anything here DXCC will automatically use Registered mail at your expense.

All submissions are based on the calendar year. And, please note that fees may be a combination of two or more of the above, depending upon your request(s).

Note: When presented at conventions where ARRL representatives are present to check cards, there is a maximum limit of 120 cards, per applicant. Applicants who present applications upon walk-in at ARRL, also, are limited to 120 cards per applicant. However, if an applicant chooses to leave cards at ARRL there is no limit, but cards will be placed in with the normal workload. (Will not be processed right away). Unless an arrangement is made to pick up cards at ARRL when they are done, return postage will be required in addition to the other fees.

In conclusion, if you complete the paperwork, arrange the cards according to the above guidelines, enclose the proper fees and send it along in a secure way the process should go without incident. Delays will occur if an application form is not included so make sure you complete one and that it is a current copy, not one more than a couple of years old. And, please, use a traceable shipping method. It might cost a little more but if something happens it is the only way it can be traced. Mail sent by regular first class or air mail CANNOT be traced. DXCC is not responsible for applications not received, and, after they are mailed. This is the responsibility of the post office. Mail traces can only be done by the sender, however, if a problem occurs, we will help you through the process.

Hints and Tips:

Please do not send us padded envelopes for return mailing. The USPS will not allow us to send items in them. If you put return postage on them it won’t be used and the envelope will be returned, causing you additional postage.

Your return will contain more than what you sent to us. Eight to ten pages of 8 ½ X 11 printout will be included. If you send 3 cards and a small envelope for us to return them in, we will not be able to use it. In all cases it is best to send in one amount to cover all costs including return postage. We have sufficient stock of proper sized envelopes and boxes and the cost of return will be the same.

When getting ready to submit with just a few cards ask yourself…"Is this needed now or should I check the deadline schedules to use it more to my advantage?" If it is after October 1st it might be better to wait. Just keep in mind the yearbook (Annual List) period mentioned above.

Make sure you print or type information CLEARLY. We receive many applications with information that is hard to read. This can cause additional delays and cause your cards to be sent to an incorrect address.

Use your submission wisely and avoid wasting it. This will keep your costs in line and help keep unnecessary processing time down on our part which keep things moving quickly.

Before making a submission carefully check your records against your previous submission(s). This will avoid dupes, unnecessary processing and additional costs. Also, it is IMPORTANT that you track contacts on 12, 15, 17 20 and 30 meters. They are not shown on the printout. (This will be covered more next time).

When preparing a submission after arranging the cards by band then by mode, it is NOT necessary to separate the packs by rubber band or other means. Just assure that the cards are arranged and facing the same way.

When preparing applications avoid adding additional correspondence. (This is noted at the top of the form). DXCC handled countless amounts of paperwork and some notes can be missed. Only do this if it is absolutely necessary.

We are receiving many calls and e-mails on a QSL service called Managering Service from Poubalay, France. We are currently looking into this service but the results will take awhile. Contacts received from this service are currently not being accepted for DXCC credit.

Next topic:

Field checking and "Help! How do I decipher the credit slip and awards listing printouts?"

Current DXCC Turnaround Status:

DXCC is currently entering applications received the second week in November 1998. The delay on doing data entry is approximately 10 weeks. We are mailing back the final 2 weeks in October 1998. There may be some delays prior to that due to backups in the mail room. All October mail should be out by February 1, 1999.

All DXCC mail prior to October 1, 1998 is out, except for applications on hold for audit.

(These FAQs will soon be available on the DXCC web site).

 


DXCC FAQ #3: DXCC Field Checking and Help! How do I decipher the DXCC awards credit slip and printout! by Bill Moore NC1L, Century Clubs Manager

Part 1 - DXCC Field Checking:

This information is on the current DXCC field checking program. With DXCC 2000 we are preparing for some significant changes and once they are finalized an announcement will be made. Please do not send messages asking about them right now as they have not been finalized.

Questions are frequently asked on how to use the field checking program. Section 4 of the DXCC rules covers this in detail. It covers not only the procedures for using it but also how to become a field representative. This discussion will only cover the application procedure. 

To have your application field checked:

  1. Complete the front page of an application form MSD-505 not more than 2 years old;
  2. The reverse side of the form to list cards IS REQUIRED. Field reps will check your cards against your list and return the cards to you. The completed sheets are what DXCC uses to complete data entry. The form MUST be one of the latest with the complete date. Older forms showing only the year cannot be accepted. Applications with partial dates or incomplete information will need to be returned unprocessed;
  3. All information must be filled in. This includes the complete entity name, not just a prefix;
  4. ONLY those contacts for which you want credit should be noted on the form. Do not print out your logs and have field reps cross off unwanted or previous confirmations. Keep these sheets clean and as uncluttered as possible. The ONLY data we want on the form are Callsign, complete date (dd/mm/yy), band, mode and complete entity name as it appears on the DXCC list. As with submitting cards keep multiples at the end;
  5. You must have 2 field reps to check an application;
  6. The applicant is required to get the cards to the first field rep. If the 2 field reps are not together the applicant must give the first field rep sufficient postage to cover the cost of mailing cards to the second field rep, and, postage to cover return from the second field rep. IF AN APPLICATION IS RETURNED TO THE APPLICANT AFTER CHECKING IT, IS INVALID. DXCC FIELD REPRESENTATIVES ARE RESPONSIBLE FOR HANDLING PAPERWORK AND ALSO FOR SENDING IT TO ARRL HQ;
  7. The applicant is responsible for all costs involved;
  8. All fees noted in DXCC rule 15 apply for field checking, except, field reps do not collect the $5 in person fee since ARRL personnel are not present;
  9. Applications checked by the field reps must contain a minimum of 100 field checkable entities. IF THERE ARE NOT 100, THE FIELD REPS CANNOT INCLUDE CARDS TO COMPLETE THE APPLICATION. IN THIS CASE THE ENTIRE APPLICATION MUST BE SENT TO ARRL;
  10. PLEASE make sure all information is printed CLEARLY. If the field reps cannot read it chances are we cannot either.

Note: If you are a DXCC Field Representative your appointment was automatically renewed.

In the future you will see a new and streamlined program for field checking. Once the details are worked out they will be announced. But as mentioned on page 79 of May 1998 QST, "You can expect that the new DXCC checkpoints will only handle electronic submissions. You as the participant will be entering data; the checkpoints will verify the entry and forward your submission to Headquarters. That results in savings and efficiencies that open the possibility of additional awards." One of the items under review is a savings which would be reflected back to the applicant if they choose to use the field checking program. But for now, the current program is still in effect.

Part 2 – Help! How do I decipher the DXCC awards credit slip and printout!

Unless you are familiar with computer printouts "decipher" might be the right word. However, the printouts that are sent out as part of the new software are easier to handle and much easier to read than the ones in previous years.

2(a): The Credit Slip:

This top sheet is a tally (summary) of money, award totals and credits. There are basically 5 sections to the credit slip:

  1. Personal information and general application/processing information
  2. Account balance and charges
  3. Number increments assigned to the current submission
  4. Awards and totals
  5. Cards not credited section and reason why

#1 Personal information and general application/processing information:

This shows your name, callsign and membership ID. Also, on the right side is the submission information such as date we received your application and date processed, who processed it and the reference number. It also shows starting account balance. This is what money was carried over from the previous DXCC computer system. (This figure should match your credit slip received prior to January 1, 1998). Some earlier credit slips were showing 1/1/1900 in a date field. This has been corrected. A software flag was not activated. DXCC and ARRL systems are all Y2K compliant.

#2 Account balance and charges:

This section shows your money situation. Each item is dated, the type is a computer flag only, description is what the fee was used for or assigned to, the amount column shows the amount received from you or how much was charged for the item shown in the description. Note: Fees shown in parenthesis are deductions or negative amounts. Also, a fee in parenthesis next to "Ending Balance" means an amount due to ARRL.

#3 Number increments assigned to current submission:

This indicates the numbers you received for the current submission. Note: These numbers can differ. Prior submissions may contain credits already assigned to an entity. The important figures are in the next section.

#4 Awards and Totals:

This is your current status. ONLY modes and bands for which there are certificates are shown here. An active award is indicated with an asterisk (*). If there is no asterisk the award is NOT active. Since there are fees for each certificate we do not automatically activate awards, they must be requested. If you notice an award that is not marked active but should be, contact DXCC right away. This will directly affect your listings in the Monthly List, Honor Roll List and Annual List. The columns show "Current" and "Total" numbers. These numbers are important. The CURRENT number indicates the number you have towards Honor Roll. It is the total of active entities only and does not include deleted entities. Remember, deleted entities do not count towards Honor Roll and 5 Band DXCC. The TOTAL includes all current and deleted entities. The TOTAL number is what determines your sticker and endorsement level(s). Note: Provisions are under way to have indicators for 5 band DXCC. This will be included in the future.

#5 Cards not credited section and why:

Anything rejected will be shown here with the reject reason. The most common reject are for duplicates, but there are many others including no documentation, unauthorized operation, shipboard operation, shortwave listener, rejects for alterations and more…

Here are some explanations of the more common rejections:

Duplicate country/band/mode – This indicates that the card is already credited on the same band and mode. Most times it means that the same exact card was submitted. But, it could also indicate the same information but just that a different callsign was submitted. Checking your logs before submitting can reduce this type of rejection

No Documentation – The operator has not provided documentation in support of their operation. It is nothing you have done. Operations from many entities require specific documentation to validate their operation such as License, and proof that they were there etc. See Section 1 rule 7.

Unauthorized Operation – This means that we have officially rejected an operation for credit. This is when an investigation revealed that the operator(s) were in some violation of 1 or more of the DXCC rules or, they were not where they state they were or other similar circumstance.

Shipboard Operation – Operations aboard ships are not accepted for credit. See Section 1 rule 8.

Shortwave Listener – These are not accepted for credit. You must receive confirmation from the station you worked, not through a 3rd party. (Also, make sure you acknowledge these. The SWL station may need to prove a certain number of these contacts in order to apply for a ham license in their country).

Altered card – This means DXCC is viewing an altered card. When this rejection shows it does not mean we are accusing you of making the alteration. We cannot accept altered cards. See Section 1 rule 11.

Resubmit to Clarify – This is a new reject. It is usually used with field checked applications. While field reps have access some information to go by when checking cards some things may be overlooked or not clear when we are entering contacts into the computer. In cases like this the system cannot make a determination on a contact so a reject is given to resubmit it for clarification. Most of these are easily resolved by sending the card in to DXCC along with the copy of the credit slip (where the reject was noted). Once clarified DXCC will return the card with an updated printout. Please include return postage in these instances. Also, please do not complete an application form since this could cause it to be seen as a normal submission.

There are many other types of rejections, but most are self-explanatory. Contact DXCC if you have a question on any rejection.

Part 2(b) The Award Credits Listing:

This printout contains 8 pages of computer readout. It is the official record of your individual award credits. Shown here are the prefixes worked, DXCC entity name, deleted column notation, awards, bands and modes column. THE NOTATIONS HERE ARE ONLY FOR MODES AND BANDS FOR WHICH DXCC PROVIDES AN INDIVIDUAL CERTIFICATE. Non-certificate bands are tracked but not shown on the printout and you must keep track of them. DXCC cannot provide a printout of these credits.

An X under the appropriate column indicates that you have credit. The first 6 pages and part of the 7th page are the current DXCC entities. The credits for deleted entities can be found on part of page 7 and page 8. Deleted entities are also indicated by the word "yes" under the deleted column.

Please keep this document for future reference. It is important to compare it against new cards to make sure your application does not contain dupes.

Question: How do I know what I have on the non-certificate bands?

The importance of keeping good, accurate records is important here. If you’ve kept track, finding your totals on 12, 17, 15, 20 and 30 meters should be no problem. If not, and you resubmit them it gets costly because of the extra QSO fees. If needed, DXCC can tell you what your numbers you have on these bands, but not what the individual credits are.

On the non-certificate bands, since there are no certificates, sending in more than 100 current entities is not necessary. You get nothing for the extras and, it means additional processing time for DXCC which contributes to the backlog as well as extra costs for you. The ONLY time you need to add to these totals, after 100, is for a brand new overall entity. So, please do you best to keep track of these bands, it will work in your favor in the future.

When you receive your printout and cards back, look everything over carefully. If there are any discrepancies review the entire record before contacting DXCC. Do not send in any cards without contacting us first. The new DXCC software is such that many items which the old system deleted are now kept in the record so something that caused a contact not to be shown may have been held in the record and it may be simple to fix. (Such as a typographical error). If we need to see cards again we will let you know. Re-sending cards without our knowledge may cause your application to be mistaken for an actual submission and charged as such. So, to avoid confusion contact us first and we will make arrangements if necessary.

Hints and tips:

Not sure if a contact is good for DXCC credit? We suggest that instead than contacting us you send it along with your next submission. Information that we give you can change and sending it in would guarantee proper credit, or rejection at that time. For instance, if on Thursday we informed you a contact was not good and we received documentation the following Monday you could miss out on proper credit. So, wait for your next submission and include the cards then.

Ever find yourself just looking for basic information on a DXCC (or other) topics? Try your favorite web browser first. Type in a word or two on what you are looking for. Believe me, more information will be at your fingertips that you can imagine. There are 3 immediate benefits to doing this: 1) The volume of information you receive, 2) you save time when you can find the information yourself and, 3) You greatly increase your knowledge of how to use the internet to your advantage to gain instant access on a variety of topics. Many of these you can print out and create a hard copy file on your favorite topics. I do this often and it is a valuable resource. (Sometimes when people call this is how I find information so you can save yourself the middleman).

When contacting DXCC for questions by e-mail PLEASE use only this address: dxcc@arrl.org This will guarantee a quicker response. Also, many times I get messages from people that say we never respond. This is not the case. Many times when we hit "reply" to a message we get a message in the near future that the e-mail was rejected as "unknown destination" or "unknown host" or some other similar message. This occurs often. In this case you will not receive a response. I do not know exactly why this occurs but when it happens we are told that it is a problem on the receiving end. Your server might be down or there may even be a problem. You need to resolve this with your provider. Most e-mail I receive either direct or indirect is answered within the same workday. Most of the time I respond immediately except where some information needs to be researched.

IMPORTANT E-MAIL TIP:

One solution to this is to go into your mail server set-up. Look under "Identity". Find "Reply-to Address". Some set-ups put in an address different from your direct e-mail address. (The software from my provider at home did this automatically and I was not getting mail from replies for a while). If your reply-to address is different than your regular e-mail address put that address in there. If it is the same as your regular e-mail address make sure it is blank. This is the cause of a lot of mis-directed messages or even no reply being received. Note: This is not the only cause, just one I recently discovered.

 


DXCC FAQ #4: Contacting DXCC and requesting information from the DXCC Desk. by Bill Moore NC1L, Century Clubs Manager

This session will cover contacting DXCC and requesting information from the DXCC Desk .

In order to get a message direct to DXCC and increase you chance of a quick reply we suggest you use the following contact information:

E-MAIL CONTACT:

Next to a direct telephone call this is one of the easiest ways to contact DXCC. The ONLY address to use is: dxcc@arrl.org

This goes direct to the DXCC desk and nowhere else. Using this address will get your message or request direct to us and in most cases it will be handled the same day. Messages sent after 4PM Eastern US time will probably be handled the next work day.

If your question requires some research it may take longer to reply. If this is the case we will let you know we received your message and advise you that some period will be required to answer your request.

If your question is related to your DXCC account or credit listings please put your callsign, membership ID and all pertinent information in the message. Also, please include any previous callsigns you were once assigned.

If you have questions on a submission please gather all information before sending the e-mail. List all information on the card by:

Callsign / Complete Date / Band / Mode / Entity Name (as shown on the DXCC List only)

Next to each entry note a word or two of what the problem is (ie: No Credit, Incorrect Credit, ect…) Keep your message as clear and concise as possible. Long explanations can cause confusion.

Note: DXCC cannot send, by e-mail, any file whole or in part, of your DXCC record. We can tell you what your totals are but it requires a manual look-up of this information.

TELEPHONE CONTACT:

To contact the DXCC desk by telephone the only number to use is: (860) 594-0234.

This goes direct to the DXCC desk. If no one is there to take your call it will forward to the operator who will take a message.

Please have all pertinent information ready before you place your call. If it is a question on your DXCC records please have a copy of your latest printout handy along with all QSL cards in question. Most times we can make corrections over the phone eliminating the need for cards to be sent back to ARRL.

The office hours for DXCC are Monday through Friday from 8:00 AM to 5:00 PM Eastern US time. (There is no answering machine on the DXCC phone). ARRL is closed weekends and several holidays. Holidays include but may not be limited to:

New Years Day

President’s Day

Good Friday

Memorial Day

Independence Day

Labor Day

Thanksgiving + day after

Christmas Day

Please check your calendar for actual dates.

FAX: The number to contact DXCC by fax is: (860) 594-0259

Please include a cover sheet with all faxes. ARRL receives many faxes and a cover sheet will separate a fax addressed to others. This number is available 24 hours a day.

IN PERSON: (See above for ARRL operating hours)

No appointment is necessary. Please check the DXCC rules regarding checking of cards on walk-in. (See DXCC rule 15(b)) Also, if you plan to have cards processed please plan to wait approximately 1 hour if you have the maximum limit of 120 cards. If this is your first time here a tour can be arranged for you, or you might be able to operate W1AW while you wait. It is best to come in before 3 PM.

BY REGULAR MAIL:

To contact DXCC by regular mail this is the only address to use:

American Radio Relay League,

c/o DXCC Desk 225 Main Street

Newington, CT 06111USA

If you require a reply, an SASE is required. Make sure the information you are sending or are requesting is clear and to the point.

CONTACTING DXCC FOR COPIES OF OLD RECORDS: 

If you have not submitted for DXCC credit since the latter part of 1991 your records have not been computerized.

If you do not have a list of the credits you submitted previous to this period and you would like a copy please send your request by one of the contact methods listed above. Make sure that you include as much information as possible since DXCC records go back to the DXCC re-start in 1945. Include all old callsigns, dates, award numbers and endorsement dates, if known. An SASE is required for requests by mail. Information on DXCC information prior to the pre World War II era is not available.

When asking for copies of records please include awards on all modes and bands you have a certificate for. When we update one award we want to bring in the information on all awards, if applicable.(ie: Often, someone will want to update only a Phone award. However, they also have a mixed record but might not care right now about that. We want to know ALL awards you have and convert them into the system all at once).

If you have not submitted since this period and you have a copy of what you were previously credited with, all you need to do is complete the application form and send in ONLY the additional cards to add to your record. Once processed, you will receive a printout with a complete accounting of your DXCC credits. (Please see DXCC FAQ #3 for information on the printouts). Note: Prior awards do not have band credits. If you are applying for band awards and/or 5 Band DXCC, most often DXCC will need to see these old cards again so you can receive proper band credits. (The new DXCC fees do apply here).

If you have been away from the DXCC program for a while please check the DXCC web site for the latest information at: www.arrl.org/awards/dxcc/

Hints and tips:

Have you heard of the VUCC Program? This is the sister program to DXCC and has been around since January 1983. You don’t collect DXCC entities for this award, you collect grid squares, and there are 32,400 of them! Even maritime mobile counts!

Complete program information can be found on the VUCC web site at: www.arrl.org/awards/vucc/ or contact us at vucc@arrl.org

Everything from the rules to even the 1983 QST article introducing the program can be found here. Also, this program is 100% field checkable by approved VHF Awards Managers (No cards are sent to ARRL and they can check everything). This award covers bands from 50 MHz and higher including Satellite. (For Satellite VUCC only, ALL contacts on HF and VHF count. So, if you have a Satellite DXCC you probably qualify for a Satellite VUCC).

There are publications available for checking grid squares. The ARRL World Grid Locator Atlas is available for $5 and the North American Grid Locator is $1. Shareware programs are even available for tracking grid squares. (Not sold by ARRL).

The monthly lists for February through September are now online on the Members Only website. Also, the 1997 Honor Roll list has been placed there.

The 1998 Honor Roll list is scheduled for July QST.

The 1998 DXCC Yearbook is scheduled to be out by April 1, 1999 

DXCC is currently processing applications received in late January 1999.

Palestine (E4) has been added to the DXCC list. The official add date will be October 1, 1999. Contacts from February 1, 1999 or after will count. DXCC will not be accepting cards until October 1, 1999. Any cards sent prior to this date will be returned unprocessed. (This is because it is not currently included in the official list so there is nothing we can do with the credit right now). Also, the old Palestine which was deleted June 30, 1968 does NOT count for the new Palestine credit. It was not the same common territory or government administration.

 


DXCC FAQ #5: Completing the DXCC Application form. by Bill Moore NC1L, Century Clubs Manager

In FAQ #2 we covered how to file applications. Here I'll cover completing the form. This is especially important since a lot is determined and processed by what is entered. Also, this determines where your cards will be shipped. This form is required with each submission, new or endorsement. Sending your QST label is not required. All ARRL members are in the ARRL computer system.

The DXCC application form or approved facsimile is acceptable for DXCC submissions. The form, MSD-505 can be found on the DXCC web site. It is in text and .PDF form so you can select the one you like. If you use one from a DX logging program or if you create one in your computer this is OK as long as it matches the official DXCC standard form, exactly. Forms more than 2 years old cannot be accepted and may be returned unprocessed.

Listing the QSO's on the back of the form or on an attached sheet is not required but, it is a good idea to keep a record of what you are submitting. NOTE: When processing, DXCC does NOT go by this list. Most times we do not even look at it. If you have QSO's you do not need credit for, it is required that a sticky-type note be placed on each card in question. We will not rely on the printed list you send along to determine if a contact should be credited.

Completing the front portion of the application should take only a couple of minutes. Even if there is no change in your personal information we require it to be completed because it affirms for us that we have the latest information we need to log, process and mail your cards and paperwork to the right place.

1) The award information block: 

In the upper left portion is the area to indicate what you are applying for. The awards for which DXCC has a certificate for are listed down the left hand side of the block. There are 2 columns to check off depending on what you are applying for.

"New" are brand new first time awards (certificates) you are asking for.

Multiple awards can be checked but this is only for awards you do not have and are applying for, and, will receive a certificate.

"Endorsement" is what awards you are upgrading. This section should NOT be used to note increasing totals towards a future award. This should be ONLY for certificates you already have but are just increasing totals for.

A section is also provided for last submission date and certificate numbers.

The exact date is not necessary, just the month and year. The certificate number is the award number which is displayed on your certificate.

The last selection in this block is for 5 band DXCC. By checking this block off you are indicating that you have the 5 primary bands needed. These are 10, 15, 20, 40 and 80 meters. To the right of this, under endorsement, are the bands you can endorse a 5 band DXCC. These are 2, 6, 12, 17 and 160 meters.

Under this block is a brief description of the submission fees. Complete information on fees can be found in DXCC rule 15. If you are not using the latest application form you will need to refer to DXCC rule 15 for the latest fees. Although DXCC does not generally hold applications for money, large negative amounts can result in delays.

2) The personal information section:

The upper right portion of the application is for your name and address. Printing clearly or typing this information is important. If we cannot read it, it is possible for incorrect information to be entered into the computer. The result could be cards going to a wrong address. (We receive unreadable applications quite often. Please make sure the information is readable). Please do not assume since you gave this information to us before that we don't need it. Prior information may not change but the information you provide confirms this with us.

Important Note: The address noted here is where your materials will be shipped. If you choose to use an address other than the normal one you use, note it here. Please do not use a separate attached memo. If you are handling cards for someone else, make sure the address you put here is where you want everything shipped.

Under the address information is a line on how you want your name spelled on your certificate. This should be used only if you will be receiving a certificate. Nicknames and some other formats can be used. If you put nothing on this line and you check off to receive a new certificate we will use your name as shown in the address section above. The standard format is your name and callsign: John Q. Ham, NC1L

The next section is where you note the number of cards and QSO's. The number of cards is self-explanatory. The number of qso's is the total number of qso's on all the cards. If you have 100 cards and 1 qso on each card then 100 goes on each line. If you have 100 cards and there are 2 qso's on each card then it would be 100 cards and 200 QSO's, etc. The actual QSO count will be determined after data entry and data editing has been completed. Note: The $0.15 per QSO fee is based on this.

The next section is for noting money. Note the amount and method of payment here. This helps us, as well as our Comptroller's department, compare what you sent with the actual amount noted. Our Comptroller's department opens the mail before DXCC sees it and separates the money from the application. They stamp it and confirm the money that was sent. DXCC does not handle the money.

Some countries do not allow money to be sent with paperwork. If this is the case please note something like "Money sent separately" or some other indication to let us know that your cards and money will arrive separately.

The next section is extremely important. This tells us the method of return shipment you prefer for your materials. If nothing is checked we AUTOMATICALLY used registered first class mail for US or registered small packet air for foreign mailings, at your expense. Since we recommend this method we want to make sure it goes back in the best traceable way. Please check off your preferred method. If you choose to use a prepaid special courier you must include a return bill completely filled out with all account numbers. DO NOT include an envelope. We have sufficient stock of FedEx and all the other packaging envelopes.

The next section is the membership information. Place your membership expiration date here.

The last section you are required to complete is the rules affirmation statement. This affirms to us that you have abided by all the rules of the DXCC program as well as the governmental regulations of your appropriate entity. DXCC reserves the right to return, unprocessed, any application not signed and dated by the applicant. If you are a manager or are otherwise handling an application for someone other than yourself, your signature is OK in this section.

The bottom section is to be filled in only by approved ARRL DXCC card checkers. This is only for applications checked in the field.

The reverse of the application is for listing your cards. This section is optional, however it is a good idea to make note of what you are sending.

Use of a sheet other that what DXCC provides is OK as long as it matches the format, from left to right, EXACTLY as it is on the original DXCC form.

If you are having your cards field checked completing the listing is required. Card checkers verify the information on the card(s) against this paperwork. They then forward this to DXCC. This is what DXCC uses to do data entry. Completion of all fields is required. The complete callsign, complete date DD/MM/YY (year only is invalid), band and mode are required. Also, the full name of the DXCC entity as it appears on the DXCC list, is required. Incomplete applications may be returned unprocessed.

By completing the form and arranging all contacts by band first, then by mode, DXCC will be able to process your application, regardless of size, in good time. Any problems can cause delays where we may need to contact you for additional information. So, please review this FAQ before completing the application and it should go without any problems. If you have any questions regarding submitting cards, first check the DXCC rules either in the DXCC List booklet or on the website. If you cannot resolve your question then contact us.

Hints and Tips:

* Make copies of the application and record sheets prior to sending in your cards.

* If you complete the reverse side, make sure, especially for field checked applications, you write in the all the information as it shows on the card. (IE: if you write: SV/KB1DCQ and write in Dodecanese unless the field checker makes a note of it, this could be rejected. SV would be Greece but SV5 would make it Dodecanese without question. Make sure the notations made match the entity in question.

* Keep your DXCC paperwork from previous submissions handy. DON'T LOSE YOUR PRINTOUTS

* If you add a receipt confirmation card make sure you leave it on the outside of the application. If it is inside we will not get to it until we open the application for data entry.

* Remove cards from individual envelopes and albums. Set up by band then mode. It is not necessary to rubber band each separately. Just keep them all together in one group.Cards in envelopes or albums will be returned unprocessed. You must remove them before shipping to DXCC.

* Use individual sticky-type notes on each multiple card to tell us what to process (or not to process). We do not compare cards to attached sheets. If there is no note on a card, everything will be entered.

* Check all fees before you seal the package. Avoid sending nothing if you are not sure.

* Please do not ask us to send you a bill.

* For foreign stations we cannot accept foreign currency or personal checks. Use credit card or international money order. AVOID CASH AT ALL COSTS. If you absolutely need to send cash place it inside between the cards, not on top. During the data entry we will come across it and proper credit will be given.

Someone wrote: "I submitted in November 1998 but I am not listed in the monthly list on the Web. Why not?"

In order to be shown in the monthly list you MUST reach the next endorsement level. If you had 315 and you submitted 4 cards to bring you to 319 you will not be shown in the monthly list. He must have reached 320 to be listed.This will ONLY affect the monthly list. He will still receive the yearbook and be shown on the Annual List. Please see the text of DXCC rule 5 for more information.

 


DXCC FAQ #6: Some tidbits by Bill Moore NC1L, Century Clubs Manager

First, please make note that submissions for the 1999 DXCC yearbook are due in on or by September 30, 1999. We must have them in our hands by this date, not just be postmarked the 30th.

If you have not submitted since October 1, 1998 and also if you are not currently on the DXCC Honor Roll, you will need to make a submission to qualify you for the free copy. If you are current on the Honor Roll and have not submitted anything then you will receive one automatically. (See page 2 in prior edition for complete qualification information).

The due date for the 1999 yearbook should be around April 1, 2000.  Again, many questions are being asked about 30 meters (10 MHz). There is no DXCC award for this band, however, these contacts CAN be used for Mixed, CW and RTTY awards.

There is no endorsement for 30 meters for 5 band DXCC.

This, and other band award information is covered in more detail in FAQ #1.

Questions are being asked about a DXCC 2000 Kickoff Award or Millenium Award. Word is spreading on this and I want to clarify that we are NOT currently issuing applications or even finalized rules at this time. The announcement in QRZ DX was premature. Complete details will be published in QST at the proper time.

The next edition of the DXCC list is due in October. It is in the final stages and should be sent to the printer soon. It will be available for $3.00 and the list will include Palestine (E4). This will bring the number of current DXCC entities to 332 and the Honor Roll number to 323. If this drops you from the current Honor Roll, and you have worked Palestine, you do not need to submit it in 1999 if you already have a submission. You can wait until after January 1, 2000 but have it in by March 31, 2000 to get on the next Honor Roll list. (This will also save you the second submission fee of $20 if you've already had a submission in 1999).

Some tidbits:

If you move anywhere within the 48 contiguous states you can continue to feed your current DXCC. It is not necessary to start over. Also, your old US callsign(s) will count for you. (Remember, Alaska and Hawaii are separate DXCC entities). Also, a contact from the US is required as one of the entities on the current list. Don't assume that you automatically have it.

If you change your callsign you cannot apply for another new DXCC under that callsign. All credit from your previous callsigns will be combined into one. However, you can request a replacement certificate with your new callsign on it for $10.

To save yourself a long distance callsign check the rules on the DXCC web site before contacting DXCC. Most questions can be answered by just taking a few moments to look up what information you need.

PLEASE remember that when you are preparing your submissions to check it against your last submission report and your own records. Doing this will save yourself some extra QSO fees and also save DXCC extra processing time.

If you do not put a post-it note on a multiple QSO card, we will enter ALL QSOs. DXCC does not compare cards with the attached printed list to see what you want.

DO NOT THROW OUT YOUR PRINTOUTS WHEN YOU FINISH WITH THEM. KEEP THEM IN A SAFE PLACE AT LEAST UNTIL YOUR NEXT SUBMISSION.

The DXCC application and other forms can be downloaded from the DXCC web site. If you cannot get them from the web an SASE to ARRL is required.

If a problem arises on your printout look it all over carefully. After this, contact DXCC with all the information. Do not wait until your next submission to attempt a correction since what ever caused the problem the first time may occur again.

Some upcoming conventions that DXCC will be at for card checking are:

Huntsville - August 21-22

New Orleans - August 27 - 30

Virginia Beach - September 18 - 19

Ft Wayne - November

W9DXCC - September

If you are not sure if DXCC will be present at your convention, check with the organizers. See QST for more details.

If DXCC staff is present there is no restriction on non-field checkable cards. 160 meter cards are not checked in the field at all.

 


DXCC FAQ #7: Status Update December '99 by Bill Moore NC1L, Century Clubs Manager

DXCC status update as of December 10, 1999.

DXCC has finished processing the September work which includes running the
1999 Annual List. There are still a lot of applications in the outgoing mail
backup, so if you have not received your cards yet, all the remaining
applications should be out the door by Friday December 17.

The 1999 Annual list is now being prepared. Results will be shown in the
1999 yearbook, which hits the streets in late March 2000. If you have
submitted an application between October 1, 1998 and September 30, 1999 you
will receive the free copy as long as you are an ARRL member. Also, if you
have not submitted between these dates, but are CURRENT on the DXCC Honor
Roll, you also qualify for the free copy. (The Honor Roll number for this
period is 322 current entities). Foreign non-ARRL members do not receive the
free copy even if a submission was received within this period. However,
copies are available for $5.00 each. If, according to DXCC rule 5 you were
not shown in a Monthly List for your submission, this will not affect your
status for the yearbook. If you have a previous copy of the yearbook, see
page 2 for complete details on qualifying for it.

Palestine (E4) was officially added to the DXCC software on Friday December
10. DXCC also began processing October applications on this date. Each year
DXCC experiences added delays in processing due to the September 30
deadline. This causes DXCC processing of September applications to continue
into early December. This is normal for us every year. However, due to
staffing shortages this affected DXCC turnaround a little more. I'd like to
extend our thanks to all for you patience and understanding during this
period. We will not hold any application any longer than is absolutely
necessary to get it processed through the system.

The current backlog in DXCC is 9 weeks. A new employee will begin in DXCC on
Monday December 13, so we hope that after a brief training and orientation
period, the turnaround time will start to go down early next year.

And finally, from all of us here at the DXCC Desk we wish you and your
families a very Happy, Healthy and Safe Holiday season and a Prosperous (and
propagation filled) New Year and Millennium. We look forward to working with
you in 2000 with the current DXCC program as well as with the new additions
announced in December QST. If you missed the QST announcement you can find
it, and other information on the program on the web at:
http://www.arrl.org/awards/dxcc/


DXCC: Frequently Asked Questions by Bill Moore NC1L, Century Clubs Manager