As an Event Partner we have switched to digital notebook submissions for the last few years with nearly every submission coming in as a PDF regardless of the native digital format it was originally created in. As we know there are a range of native digital formats to create an engineering notebook; Google Slides, MS Office Online, Canva, Prezi and others which allow a range of multimedia elements to be included. Animated GIF's, video, audio to name a few.
A PDF scanned handwritten engineering notebook obviously does not contain these moving images, audio and obviously only has the ability to show images.
This Q&A: https://www.robotevents.com/judging/2024-2025/QA/763 puts forward a "common sense" argument for judging and the judging process. I'll put forward one example for the argument to PDF export from a technical perspective I've dealt with as long time EP; Having a 100 page+ Google slide live document can cause issues across a variety devices (rendering times, resolution issues between devices, the lack of ease of zooming into sections of the book etc), on the other hand, a 100+page PDF can be opened on any device without issue. Judges might want to look at books on iPads, Android tablets, laptops of varying OS (Chromebooks, Windows, Mac) and therefore using the PDF format as standard makes sense.
My question therefore:
Is it reasonable as an EP/Judge Advisor to download the RobotEvents DEN spreadsheet on the date judging begins and provide the judges with PDF's of all submissions ?
The end result creating equity regardless of original submission style (handwritten scanned or digital native). Yes more work for myself or judge advisor but I see it as very little effort to ensure my judges have the best experience possible in all aspects of the process so they keep coming back. Looking at big engineering notebooks in the "cleanest" file format possible is part of that significant competition day experience.
Linked with my above question is the following statement (I've bolded the focus point) from the judges guide: https://kb.roboticseducation.org/hc/en-us/articles/4972627664919-Guide-to-Judging-Remote-Judging
"Teams will upload links to their Engineering Notebook via RobotEvents.com. It is not permissible for teams to be asked to submit notebooks using a method other than the RobotEvents link, or as specific file type, nor are additional requirements to be imposed on notebooks that do not appear in this guide.
Once a Digital Engineering Notebook (DEN) link is uploaded via RobotEvents, teams may still update their DEN on an ongoing basis, even on event day. Notebook content is expected to change over time, which is part of the Engineering Design Process."
If judges access the native digital books in their "raw" form, rather than the "captured" PDF flat file for the judging process of that tournament, the judges run the risk of opening a Google Slide book as an example, starting to go through it and the team, live editing it starts adding in extra bits, moving the images/slides and so on all whilst judges are trying to do their role.
Not enjoyable for judges and equally, stressful for teams as they see an anonymous viewer who they realise will be a judge looking at their book. Unnecessarily increasing the teams distraction for what should be a celebration of their months of work.
By capturing the DEN as a PDF at the beginning of a tournament, teams would be free to continue editing their book, working on it without interfering with judges.