Code of Conduct

The REC Foundation considers the positive, respectful, and ethical conduct of teams to be an essential component of the competition. Participants are expected to behave in a respectful and professional manner, and to operate as student-centered teams with limited adult assistance. This includes all students, teachers, coaches, mentors, parents, and spectators associated with a team.

For more details, please refer to the REC Foundation Code of Conduct and Student-Centered Policy. If you have concerns about compliance with the Code of Conduct, please speak to the Event Partner during the event.

Agenda

Event Schedule

• 7:00 AM - 8:30 AM: Team Check-In and Robot Inspection
• 8:30 AM - 9:00 AM: Opening Ceremony
• 9:00 AM - 12:00 PM: Qualification Matches
• 12:00 PM - 1:00 PM: Lunch Break
• 1:00 PM - 3:00 PM: Qualification Matches Continue
• 3:00 PM - 4:30 PM: Alliance Selections and Elimination Rounds
• 4:30 PM - 5:00 PM: Awards Ceremony
• 5:00 PM: Event Conclusion
  
  Skills will be held from:
•  8:00 am to 8:30 am
• 9:00 am to 12 (line cut off at 11:45)
• 12:45 to 3:00 (line cut off at 2:45)

Volunteer

Volunteer Roles & Responsibilities

Volunteers will be assigned to various roles throughout the event. Please review your specific role below:

1. Field Reset

• Role: Ensure that the competition fields are reset to the correct starting configuration after each match.
• Requirements: Be able to move quickly to reset the field for the next match. Siblings of competitors encouraged to help!

2. Scorekeeper

• Role: Record scores during matches and input them into the scoring system.
• Requirements: Familiarity with the scoring system (training provided) and accuracy in data entry.

3. Pit Administration

• Role: Assist teams with any questions, direct them to their assigned pits, and help with check-in.
• Requirements: Strong communication skills and a helpful attitude.

4. Queuing

• Role: Organize and line up teams for their matches, ensuring timely transitions.
• Requirements: Good organizational skills and the ability to manage multiple teams.

5. Judging

• Role: Evaluate teams based on their engineering notebooks, interviews, and robot design.
• Requirements: Technical knowledge of robotics, VEX judging guidelines (training online and certification needed), and impartiality.

6. Refereeing

• Role: Officiate matches by enforcing game rules and ensuring fair play.
• Requirements: In-depth knowledge of the game rules (training provided) and strong decision-making skills.

Volunteer Schedule

• 7:00 AM - 7:30 AM: Volunteer Check-In & Training
• 7:30 AM - 8:00 AM: Orientation & Role Assignments
• 8:00 AM - 9:00 AM: Team Check-In Assistance
• 9:00 AM - 12:00 PM: Morning Shift (Various Roles)
• 12:00 PM - 1:00 PM: Lunch Break (Lunch Provided)
• 1:00 PM - 4:00 PM: Afternoon Shift (Various Roles)
• 4:00 PM - 5:00 PM: Assist with Event Breakdown & Cleanup
• 5:00 PM: Volunteer Thank You & Departure

What to Bring

• Comfortable Clothing: Wear comfortable clothes and shoes as you may be standing or moving around for extended periods.
• Water Bottle: Stay hydrated throughout the day. Water stations will be available.
• Positive Attitude: Your enthusiasm and energy help create a welcoming and supportive environment for all participants!

Training & Orientation

All volunteers will receive a brief training session at the start of the event to ensure everyone is comfortable with their roles. If you’re new to volunteering at a VEX event, this will be a great opportunity to ask questions and learn the ropes.

• Orientation Time: [7:45 am]

Volunteer Perks

As a thank you for your time and effort, all volunteers will receive:

• Some complimentary Lunch & Snacks
• Having a great time!!!
  
  Venue Information

• Parking: [Park where you can]
• Volunteer Check-In Location: [Back right corner of Cafeteria]
• Restrooms: [Down the Hallway]

Contact Information

If you have any questions or need further information before the event, please contact:

• Volunteer Coordinator: [Reeve Lester]
• Email: [[email protected]]
• Phone: [(775) 386-9640]

Code of Conduct

All volunteers are expected to adhere to the VEX Robotics Code of Conduct, which promotes respect, integrity, and professionalism. Your role as a volunteer is crucial in ensuring a positive experience for everyone involved.

Thank you again for your commitment to making this VEX Robotics Competition a success. We couldn’t do it without you, and we look forward to an incredible event together!

Emergency/Bad Weather Policy

Here's a template for an Emergency/Bad Weather Policy section that you can include in your VEX Robotics Competition (VRC) event information:

Emergency/Bad Weather Policy

Event Safety and Contingency Planning

The safety of all participants, volunteers, and spectators is our top priority. We have established the following procedures to ensure a safe and coordinated response in the event of an emergency or inclement weather on the day of the VEX Robotics Competition.

Bad Weather Policy

In the event of severe weather conditions, such as snowstorms, thunderstorms, or other hazardous weather, we may need to delay, reschedule, or cancel the event. Our policy is as follows:

• Notification: If bad weather is forecasted, we will monitor the situation closely and communicate any changes to the event schedule via email, text message, and social media by [Notification Time] on the day before the event.

• Delays: If weather conditions are expected to improve, the event may be delayed. We will provide updated start times and schedules as soon as possible.

• Rescheduling: If the event cannot proceed as planned due to weather, we will attempt to reschedule it to a later date. Registered teams will be notified of the new date and any necessary changes to registration details.

• Cancellation: In the rare case that the event must be canceled and rescheduling is not possible, all registered teams will receive a full refund of their registration fees. We will communicate this decision as early as possible to minimize inconvenience.

Refund and Payment Policies

If the Event Partner cancels the event: A full refund will be sent to all along with an email giving the general information about what happens next

If a Coach/Mentor completes registration for the event then chooses to withdraw or not attend:
 

We understand that plans can change, and sometimes it becomes necessary for a coach or mentor to withdraw their team from the event after registration. Please review the following policies regarding such situations:

Withdrawal Before the Event

• Notification: If a coach or mentor decides to withdraw their team from the event, they must notify the event organizers as soon as possible by emailing [[email protected]] with the team name, registration number, and reason for withdrawal.

• Refund Eligibility:

  • Before [Full Refund Deadline]: Teams withdrawing before [9/26/24]  are eligible for a full refund of the registration fee.
  • Between [Full Refund Deadline] and [Partial Refund Deadline]: Teams withdrawing between [9/26/24] and [10/12/24]  are eligible for a partial refund of 50% of the registration fee.
  • After [Partial Refund Deadline]: Teams withdrawing after [10/13/24] are not eligible for a refund, as resources and arrangements have already been allocated based on confirmed registrations.

No-Show Policy

• Failure to Attend: If a team fails to attend the event without prior notification, no refund will be issued. This policy is in place to ensure fairness to other participants and to account for the costs already incurred by the event organizers.

Special Circumstances

• Emergency Situations: If a coach or mentor needs to withdraw due to an emergency or unforeseen circumstance, please contact the event organizers immediately. While our standard refund policy applies, we will work with you to find a fair solution, including potential participation in a rescheduled event or other accommodations.

• Replacement Coach/Mentor: If the originally registered coach or mentor cannot attend but the team still wishes to participate, a replacement coach/mentor can be designated. Please inform the event organizers of the change by emailing [Contact Information] with the new coach/mentor’s details as soon as possible.

Rescheduling and Cancellations

• Event Rescheduling: If the event is rescheduled due to bad weather or other reasons, teams may choose to participate on the new date or request a full refund within [Number] days of the rescheduling announcement.
• Event Cancellation: If the event is canceled by the organizers, all registered teams will receive a full refund.

Judging Format

 Digital Engineering Notebook Submissions / In Person Team Interviews: Team interviews will be conducted in-person at the event. Engineering notebooks will be submitted digitally for evaluation  via a link found within the "My Account" panel of the team contact on RobotEvents. A submission deadline that may be scheduled ahead of the event date.

Waitlist

0 teams are on the waitlist for this event.