Rules and Regulations

The Rules and Regulations provide pertinent information on key aspects of the Club’s activities.

Promoting the art of photography by providing a stimulating and interactive environment.

1. Introduction

The Hermanus Photographic Society (the Club) is a camera club based in Hermanus, Western Cape, South Africa. Its purpose is to promote the art and practice of photography by providing a stimulating and interactive environment for its members. 

The Club is affiliated with the PSSA and represented on the Western Cape Photographic Forum (WCPF). 

The Club year runs from 1 January to 31 December. The Annual General Meeting (AGM) is normally held in February or March when the Committee is elected as set out in the Club Constitution. 

Club meetings are normally held on the first Wednesday of each month at the Dutch Reformed Church (NG Kerk) in Hermanus or via an electronic platform (such as Teams or Zoom). Members will be notified of meetings in good time. There is no meeting in January. 

Members are encouraged to bring guests. Please inform the President of guests’ names before or at the start of the meeting so they may be welcomed. Guests may not submit images for advancement or vote at the meetings. 

Additional meetings, workshops, and Club outings can be arranged to align with members’ interests. 

2. Protection of Personal Information 

The Club collects, stores and uses a limited number of members’ personal data and images solely for the administration of Club activities. It complies with the minimum standards required by the Protection of Personal Information Act (PoPIA). 

Members must confirm annually via an annual membership renewal form that they consent to the Club’s use of their personal data and must opt in for the Club’s use of their images for specified purposes. Members acknowledge that the status and results of their entries may be published on Club communication channels or otherwise made public. Copyright of images remains with the individual photographer.  

Members may withdraw consent in writing at any time; however, withdrawal will not apply retroactively to images already published. 

3. How Advancement works 

The Club operates an advancement system designed to recognise members’ photographic skills and encourage ongoing development. Members may submit projected digital images (PDIs) – either monochrome or colour – in the available categories (see category definitions). Entries are submitted through the Photo Vault Online platform. 

New members are graded according to photographic competence. If a new member has belonged to another club or is an experienced photographer, representatives from the Committee will decide an appropriate entry level. The Committee may request a panel of 6–12 images to assess the appropriate level. In the absence of previous records or a portfolio, a new member starts at 1-Star level. 

The Club follows the PSSA’s recommended sliding-scale advancement system (see Section 10 – Advancement and Grading System). 

All entries must be entirely the work of the photographer, including any digital enhancements or composites. Images created or modified using generative AI technology (e.g. software that creates or alters imagery using algorithmic generation from text or image prompts) are not permitted in any PSSA-affiliated event or competition; this prohibition applies regardless of whether text prompts were used. 

No watermarks, signatures, or titles may appear on submitted images. 

Each member may submit a maximum of four images for judging at each monthly meeting. Up to three images may be entered in any single or combination of categories (excluding the Set Subject). The fourth entry is reserved for the Set Subject competition. The four images submitted per meeting count towards the member’s advancement record. 

Entries are judged in accordance with the Club’s grading system. An image may not be entered more than once for judging or advancement, nor may it be reprocessed and resubmitted in the same or another category. 

A sequence of images that do not differ materially may be considered the same image. The Committee must be consulted for a ruling on material differences; the President has a casting vote where required. 

Portions of an image may be used within a new composite provided the Committee considers the resulting image to be materially different from the original submission. 

If an image is submitted under a title previously used by the same author, it will be disqualified. Members should maintain their own record of image titles. A complete record of submissions is also available on Photo Vault Online. 

4. Submitting Images 

Members must understand the category definitions before submitting images. In general, the Club applies PSSA definitions, but other competitions or salons may apply different rules. 

PDIs must be correctly sized and submitted via Photo Vault Online by the monthly deadline (24:00/midnight on the Wednesday prior to the meeting concerned). 

Image specifications: 

• Maximum dimensions: 1920 pixels (width) × 1080 pixels (height) on the longer axis. 
• File format: JPEG. 
• File size: less than 2 MB. 
• Colour profile: sRGB is recommended to ensure consistent colour reproduction. Borders are optional but must comply with the size constraints above. 
• No title, watermark or author identification may be visible on the image. 

5. Image Categories 

Images may be entered in any of the following categories. Definitions are based on, and should be read in conjunction with, the official PSSA category descriptions, found on its website. 

Either a monochrome or a colour image can be entered in each category. Club competitions do not distinguish between monochrome and colour sections unless explicitly announced. 

The Set Subject category is announced separately and may have additional requirements – for example, a monochrome portrait or a nature image with a specific theme. The Set Subject is usually aligned with the Learning and Development plan. 

Category	Definition
Visual Art	Creative, experimental, imaginative, or impressionistic images that involve a deliberate departure from realistic representation.
Photojournalism	Storytelling images that document real events, people, or situations of news, human-interest, or social-value significance — including sport, travel, street, and documentary photography. Images must not be staged or posed, and no manipulation other than minor global adjustments is permitted (see PSSA definitions for detail).
Open	Any photographic subject.
Nature	All aspects of the natural world, including living organisms and natural phenomena. No manipulation is allowed other than minor global adjustments (see PSSA definitions for detail).
Scapes	Landscapes, seascapes, cityscapes and macroscapes that capture the character and atmosphere of a natural or human-made setting.
Portrait	Images of people or animals that express the subject’s mood, personality, or character. The subject must clearly dominate the composition and viewer’s attention.
Still Life	An image featuring an arrangement of inanimate objects, whether purposefully set up or naturally found, indoors or outdoors.
Set Subject	A specific topic announced in advance; the subject changes monthly.

6. Judging 

Judging is performed by experienced Club members or invited guest judges arranged by the Judging Coordinator or Committee. 
Judges will not receive member details or grading levels during scoring.  

Images are scored out of 15. Where multiple judges are present, the average of the judges’ scores will be used. A member acting as judge will not score or comment on their own images. 

Awards are determined using a sliding scale which varies according to the member’s grade level (see Table 3 in Section 10). 
Photographer names are announced only after images have been scored and feedback provided. The name of a member who receives a Bronze or a No Award will not be announced. 

7. Image Disqualifications 

An image may be disqualified for any of the following reasons: 

• Duplicate entry. 
• Previously entered image, or the same or a substantially similar image. 
• Manipulated image entered in a non-manipulated category (Photojournalism or Nature). 
• Image entered in the incorrect category. 
• Writing on the image (including watermarks, signatures, or titles). 
• Image not being the member’s own work. 

After all entries have been downloaded, the Advancement Coordinator(s) will review submissions to identify images that may warrant disqualification. The decision to disqualify will be made jointly by the President, the Advancement Coordinator, and the Judging Coordinator. 

A disqualified image will receive a No Award. The member will be informed prior to the meeting of the disqualification and the reasons. Depending on the reason(s) for disqualification, the image could be resubmitted at a future event.  

Judges may not disqualify images. They may, however, highlight potential issues in their feedback and may reduce a score accordingly. 

8. Competitions 

At each monthly meeting, the best images are selected based on the highest scores in the relevant categories. In the event of a tie, the judge(s) will decide the outcome. If required, the meeting Chair will have the final vote. 

Monthly awards include:

• Best Junior Image (1– to 3-Star) 
• Best Senior Image (4-Star and higher) 
• Best Set Subject 
• Image of the Month — selected from any of the monthly award winners 

The Best Junior and Best Senior images are submitted to the PSSA for inclusion in the monthly PSSA club competition. 
Annual Club competitions are open to all members regardless of grading. 

Photographer of the Year awards are given to the top-performing Senior (4-Star and higher) and Junior (1– to 3-Star) photographers based solely on Club performance during the year (salon or PSSA successes are not included). Awards go to the members with the highest points accumulated during the Club year.

The Committee may make special awards for exceptional service or superior photographic achievement; some awards are made in conjunction with the PSSA. 

Should any matter arise not covered by these Rules and Regulations, the Committee will decide the outcome. 

9. Advancement and Grading System 

Members progress through levels from beginner to master in alignment with the PSSA’s Club Advancement Guidelines. 

Advancement from one level to the next requires members to meet both club points and award thresholds as specified in the Advancement Tables (see Section 10). 

Promotion takes effect at the next Club meeting. The Advancement Coordinator will inform a member who is promoted.  

10. Tables (Awards, Club Points and Advancement Requirements) 

Awards are allocated according to grade level using the Club’s sliding scale.  

Table 1: Allocating awards

Award	1-Star	2-Star	3-Star	4-Star	5-Star and higher
None	<4	<5	<6	<7	<8
Bronze	4-5	5-6	6-7	7-8	8-9
Silver	6-7	7-8	8-9	9-10	10-11
Gold	8-10	9-11	10-12	11-12	12
Merit	11-15	12-15	13-15	13-15	13-15