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LOCAL SPONSOR EDUCATION SERIES
2019 Workbook
Table of Contents
How the Bee Works An Overview of the Scripps National Spelling Bee 3 CompletingYourProgram-SpecificForm 6 Navigating the Sponsor Portal 10
Helping Your Schools Enroll 13
Your Final Local Spelling Bee (available in late January) AnOverviewofFinalLocalBeeSeason PlanningYourFinalLocalBee SecuringOfficialsandConductingYourBee SharingYourBeeonSocialMedia
Bee Week in Washington, D.C. (available in February) Arranging Your Speller’s Trip to Bee Week ExplainingRSVBeeandOtherInitiatives
Welcome to the Local Sponsor Education Series Workbook!
WecreatedthisworkbooktohelpguideyouthroughthedifferentvideosincludedintheLocalSponsorEducationSeries,ournewtoolforcommunicatingimportantinformationyouneedtorunyourBeeprogram.
Eachsectionoftheworkbookincludesanin-depthlookatthetopicswecoverineachvideowithintheLocalSponsorEducationcourse,availablewhenyouloginatwww.spellingbee.com.Wehavealsoputtogethermoreinteractiveareaswhereyoucanincorporateinformationspecifictoyourlocalprogramandanotessectionattheendofeachsectionforyourconvenience.
Wehopethisworkbookandtheaccompanyingvideoserieswillbearesourcefor youthroughouttheplanningprocessforyourFinalLocalBeeandbeyond! Asalways,ifyouhaveanyquestionsorsuggestions,pleaseemailme [email protected]
Thankyouforeverythingyoudoasalocalsponsorofthe ScrippsNationalSpellingBee!
Sincerely,
Nicole DittoeManager,LocalSponsorshipScripps National Spelling Bee
Local Sponsor Education Series 3
An Overview of the Scripps National Spelling BeeBelowisahigh-leveloverviewofthefocusofournationalofficeduringeachmonthoftheyear.
How tHe Bee works
JULYJUNE AUGUST
SEPTEMBER
DECEMBER
MARCH
OCTOBER NOVEMBER
JANUARY FEBRUARY
APRIL MAY
LOCAL SPONSOR RELATIONSHIPS
LOCAL SPONSOR RELATIONSHIPS
SCHOOL ENROLLMENT
FINAL LOCAL BEE SEASON
FINAL LOCAL BEE SEASON
BEE WEEK PREPARATION
BEE WEEK PREPARATION
SCHOOL ENROLLMENT
SCHOOL ENROLLMENT
SCHOOL BEE SEASON
SCHOOL BEE SEASON
SCHOOL BEE SEASON
4 Local Sponsor Education Series
June and JulyThe Bee works with local area sponsors throughout the summer months to ensure regions across thecountryhavespellingbeeprograms.Thisisalsowhentheschoolclassroomandcompetitionmaterialsaredevelopedfordistributioninthefall.
During the summer months, you should...ReturnyoursignedsponsorshipagreementbyearlyJuly.CompleteyourProgram-SpecificForm.ConfirmFinalLocalBeedateandanyintermediaryspellingbeedates,ifapplicable.
August, September, October and NovemberWhentheschoolyearbegins,weworkwithteachersandadministratorsatschoolsacrossthecountrytoenrollschoolsintheBeeprogram.Classroom-andschool-levelstudylistsandcompetitionguidesareavailableforschoolstodownloadanduseinadministeringtheirschoolspellingbeeprograms.
During the fall months, you should... Communicatewithschoolsinyourareaaboutenrollment.SecureapronouncerandjudgesforyourFinalLocalBee. DownloadtheDistrict Pronouncer Guide foruseinanyintermediaryspellingbees.
December and JanuaryMostschool-levelspellingbeestakeplaceattheendofthefallandbeginningofthespringsemesters.YourschoolswillknowwhentoholdtheirschoolspellingbeesbasedonthedeadlineyouprovideinyourProgramSpecificForm.
During the winter months, you should...DownloadinformationaboutyourRegisteredSchoolChampions,ifapplicable. FinalizeplansforyourFinalLocalBee.LookoutforyourFinalLocalBeeKitviamailinlateJanuaryorearlyFebruary.
February and MarchDuringFinalLocalBeeseason,localareaspellingbeesacrossthecountrydeterminethespellerswhowillrepresentlocalsponsorsduringBeeWeek.
During Final Local Bee Season, you should... ProvideyourpronouncerwiththeFinal Local Bee List onceyoureceiveit.Printplacardsandcertificatesforyourbeeparticipants.Reachouttolocalmediaorganizationsaboutyourevent.
Local Sponsor Education Series 5
April and MayOnceFinalLocalBeeseasonends,ourplanningforBeeWeekkicksintohighgear.Spellersregister withournationalofficethroughspellingbee.com,andweusetheinformationtheyprovideto preparefortheweek.Finally,thenationalfinalsbegins,andweendtheweekofMemorialDaywith anewnationalspellingbeechampion!
During the spring months, you should... Workwithyourchampion’sfamilytobookhotelaccommodationsforBeeWeek.EnsureyourchampionhasregisteredforBeeWeekwithourofficeatspellingbee.com.SpreadthewordabouttheScrippsNationalSpellingBeeonlineandthroughlocalnews.
Notes
6 Local Sponsor Education Series
Whenchoosingadate,youwillwanttoconsiderthefollowingpotentialschedulingconflicts:• Schoolbreaks,includingwinterandspringvacation,forschooldistrictsinyourarea• Potentialweatherdistrubancesbasedonyourarea’sclimate• Nationalandreligiousholidays• Standardizedtestingdates• Lengthofyourspellingbeebasedonthenumberofstudentsparticipating
ThesefactorscanhelpdetermineifyouneedtohaveyoureventlaterduringtheFinalLocalBeewindow(if,forinstance,yougenerallyhavesnowyoricyconditionsthroughoutthemonthofFebruary)orifyoureventshouldtakeplaceonaweekenddayversusaweekday(ifyouhavealargenumberofstudentscompeting,whichcouldcauseyourcompetitiontolasttoolateintotheeveningforaweekday).
Completing Your Program Specific FormYourProgramSpecificFormiswhattheBeeusestokeepschoolsinyourareainformedaboutyourlocalareaspellingbeeprogram.Themoreinformationyouincludeinyourform,themoreschoolswillknowaboutyourprogram!
Let’swalkthroughthesectionsofyourProgramSpecificFormtogether.
Key ContactsYourmaincontactinformationwillappearatthetopofthepage.Tochangeanyofthisinformation,youcanclickMy Spelling Bee Program,thenEdit My Profile.
Inthissection,youshouldletusknowifwecanshareyourkeycontact’sinformationwithschoolcoordinatorswhogetintouchwithus.Thereisalsoaboxforincludinganadditionalcontact’sinformation.
Final Local BeeFirst,youwillneedtochooseadateforyourFinalLocalBeefromthedropdownlistofBee-sanctioneddates:
How tHe Bee works
MARCHFEBRUARY
Local Sponsor Education Series 7
Inthissection,youshouldalsofillinotherinformationaboutyourFinalLocalBee,includingthenameoftheevent,thelocationandtimeofyoureventandanyotherdetailsyouwouldlikeustosharewiththeschoolsinyourarea.
Theseadditionaldetailsmightinclude:• instructionsforparkingatyourevent• alinktoyourorganization’swebsitewithadditionalinformationaboutthespellingbee• thetimeandlocationofyourevent’sregistration• whoisallowedtoattendyourevent• ifyouwillincludevocabularywithinyourspellingbee
Qualifying for the Final Local BeeItisveryimportantthatyourschoolcoordinatorshavethecorrectinformationregardinghowtheirschoolspellingbeechampionswilladvancetoyourFinalLocalBee.
Inthissection,youshouldbeginbydeterminingthedatebywhichschoolcoordinatorsmustadministertheirschoolspellingbeeandselecttheirschoolspellingbeechampion.Mostoftheseschool-levelspellingbeestakeplaceinDecemberandJanuary,butwefindithelpfultobeginwiththeFinalLocalBeedatethatyoudeclaredaboveandworkbackwardbasedontheamountoftimeyouwillneedtoplanforyourevent.
First,determinehowmanylevelsofcompetition,ifany,willoccurbetweenschoolspellingbeesandyourFinalLocalBee.Ifstudentswillcompeteinadistrict spelling bee beforeyourFinalLocalBee,thereisonelevelofcompetitionbetweenyourschool-levelandFinalLocal-levelspellingbees.
Ifstudentswillcompeteinadistrict spelling bee andthenaregional spelling bee,therearetwolevelsofcompetitionbetweenyourschool-levelandFinalLocal-levelspellingbees.
Onceyouhavedeterminedthenumberoflevelsyourlocalareaspellingbeeprogramwillcontain,usethechartonthenextpagetoworkbackwardfromyourFinalLocalBeeDatetoyourSchoolSpellingBeeDeadline.
Registering Your School Champion(s)IfyouelecttohavetheBeecollectyourSchoolChampionRegistrations,youwillneedtofilloutthefieldstoletusknow:• whenschoolcoordinatorsmustregistertheirchampion(s)by,• howmanychampionswillregisterperschool,• ifyouwantinformationforalternates,• ifschoolcoordinatorsshoulduploadaphotoofthechampion(s),• whatinformationyouwouldlikeschoolcoordinatorstopassalongtotheirchampion(s)parents’,• anduptothreeadditionalquestionsyouwouldlikeustoask.
IfyoudonotwanttheBeetocollectyourSchoolChampionRegistrations,pleaseincludeinstructionsforhowyourschoolcoordinatorswillregistertheirschoolchampion(s).
8 Local Sponsor Education Series
START HERE
Final Local Bee
FINALLOCALBEEDATE
WILL THERE BE AN INTERMEDIARYLEVELOF
COMPETITION?
YES NONext Level of Competition
WILL THERE BE ANOTHER INTERMEDIARYLEVELOF
COMPETITION?
YES NO
Next Level of Competition
WILL THERE BE ANOTHER INTERMEDIARYLEVELOF
COMPETITION?
YES NO
Next Level of Competition
WILL THERE BE ANOTHER INTERMEDIARYLEVELOF
COMPETITION?
YES NO
School Spelling Bee
SCHOOL SPELLING BEE DEADLINE
TIMENEEDEDTOPLANFORFLB
_________________-LEVEL BEE DATE
TIMENEEDEDTOPLANFORNEXTLEVELOFCOMPETITION
_________________-LEVEL BEE DATE
TIMENEEDEDTOPLANFORNEXTLEVELOFCOMPETITION
_________________-LEVEL BEE DATE
TIMENEEDEDTOPLANFORNEXTLEVELOFCOMPETITION
Local Sponsor Education Series 9
Deadlines and Important DatesInthissection,youcancreatealistofdatesanddeadlinesyourschoolcoordinatorsneedtoknowtosuccessfullymanagetheirschool-levelspellingbeeprograms.Thislistmightinclude:• thedeadlineforschoolspellingbeestotakeplace,• thedateofyourFinalLocalBeeandanyintermediarycompetition(s),• thedeadlineforschoolcoordinatorstoregistertheirschoolchampion(s),• datesanddeadlinespertainingtoschoolenrollmentor• remindersforschoolcoordinatorstodownloadschoolcompetitionmaterialsanddistribute
studyliststostudents. Thisclear,conciseformatwillhelpschoolcoordinatorsplanaheadandseehowtheirschoolspellingbeefitswithinyourprogram.
RestrictionsTheScrippsNationalSpellingBee’seligibilityrequirementsincludeourage/grademaximum.Wedonotsetanage/grademinimumforthenationalfinals.
However,youhavetheoptiontospecifyaminimumgradelevelforparticipationinyourprogram.YoumayalsodeterminewhetherpreviouswinnersofyourFinalLocalBeeareeligibletocompeteinyourprogram.
LogosFinally,youhavetheoptionofuploadinguptotwologosthatwilldisplayalongsideyourprogram’sinformationforyourschoolcoordinators.
Youmaywishtouploadyourorganization’slogo,aco-sponsor’slogoorevenyourspellingbeelogo,ifyouhaveaspecificeventlogo.
Notes
10 Local Sponsor Education Series
Navigating the Sponsor PortalWecreatedtheSponsorPortalasawayforyoutoaccesseverythingyouneedtorunyourlocalareaspellingbeeprograminoneconvenientlocation.ThefollowingsectionswillwalkthrougheverythingyoucanfindintheSponsorPortal.
My Spelling Bee ProgramProgram-Specific InformationThisinformationwillhelpyourschoolcoordinatorsplantheirschoolspellingbeesandstayintheknowaboutthedifferentelementsofyourlocalareaprogram.Besuretosubmittheprogramspecificformthroughthetwo-stepsubmissionprocessonceyouhavefilledineverythingpertainingtoyourspellingbee,whichwecoveredonpages6-9.
Edit My ProfileThissectionwillallowyoutoeditimportantsponsorinformation,suchasyourkeycontactinformation,billingdata,shippingdataandthedateofyourFinalLocalBee.
Certificate/Placard MakerShouldyouwishtouseourcertificate/placardmakerwhenpreparingforyourFinalLocalBee,we’veincludedtheseelementswithinMy Spelling Bee Program.
Theplacardmakerwillcreatethecompetitionplacardsforyourevent,allowingyoutoincludealogo,numberingandschoolinformationtakendirectlyfromyourlistofenrolledschools.
Theparticipationcertificatewillcreateaparticipationcertificatewiththesponsornamethatyouinclude,whichyoucanthendownloadandprintforyourspellingbeeparticipants.
Sponsor Payment ReceiptsWhensponsorpaymentsareduefollowingschoolenrollmentseason,youwillbeabletoaccessareceiptforyoursponsorshipfee.
Registered School ChampionsIfyouchoosetohavetheBeecollectSchoolChampionRegistrationsthroughoursystem,youwillbeabletoaccessallofthedatacollectedaboutyourarea’sschoolchampionshere.
Sponsorship AgreementForyourreference,yoursponsorshipagreementisavailableasaPDFforyoutodownloadand/orprint.
How tHe Bee works
Local Sponsor Education Series 11
CommunicationsSchool Enrollment CommunicationsWereachouttoalltheschoolsinyourareathathavepreviouslyenrolledintheScrippsNationalSpellingBeeprogramtoletthemknowwhenenrollmentisopenforthenewschoolyear.Youmayalso wish to use the Communication Template toencourageyourschoolstoenrollandprepareforyourlocalareaspellingbeeprogram.
Resources for Your Final Local BeeWehaveincludedavarietyofresourcestohelpyougetthewordoutaboutyourFinalLocalBeeandconductyourcompetition.Inparticular,youmaybeinterestedin:• anewsreleasetemplatetocustomizeandsharewithlocalmediaoutlets,• ascriptforconductingyourFinalLocalBee,• instructionsforusingyourFinal Local Bee List • aselectionofvideos,courtesyoftheBee,foruseduringyourFinalLocalBeeand• arecordkeepingtemplateforyourjudgestousewhenadministeringyourcompetition.
WeencourageyoutotakealookatthematerialsincludedunderCommunications andtailorthem
toyourspellingbeeprogram.
ReportsThevariousreportsavailableintheSponsor Portal pertaintotheschoolsinyourlocalareaspellingbeeprogram.Weprovideavarietyofoptionsforhowthisdataisdisplayedanddownloaded.
The School Enrollment List givesyoutwolistsofschools:thosewhohavealreadyenrolledinyourprogramandthosewhoarelistedaspendingpaymentinoursystem.YoucansorttheselistsbySchoolType,SchoolName,CityandState,andyoucanalsosearchthelistsforkeywords.
The School CSV Export generatesanExcelCSVfilethatincludestheschoolinformationfieldsthatyouselect,fromkeycontactinformationtoenrollmentstatus.
The Detail Enrollment Report includesbothenrolledandpendingschoolswithschoolnameandmaincontactinformation.
YoucanaccessinformationaboutRegistered School Champions following the registration deadlineyousetforschools.
Finally,theSchool Email List givesyoualisteofemailaddressesforthekeycontactsatyourschools,whichyoucansimplycopyandpastetoeasilysendemailmessagestoalltheschoolsinyourarea.
GuidesTheBeecreatestwodifferentlistsofwordsforlocalareacompetition:theDistrict Pronouncer Guide andtheFinal Local Bee List.
12 Local Sponsor Education Series
Ifyourlocalareaprogramincludesanintermediaryspellingbeebetweentheschool-levelspellingbeesandtheFinalLocalBee,youshouldusetheDistrict Pronouncer Guide toadministerthisspellingbee.ItwillbeavailabletodownloadintheGuides sectiononOctober31.YouwillautomaticallyreceivecopiesoftheFinal Local Bee List viaFedExbeforethedateofyourFinalLocalBee.ItwillbeincludedalongsideyourFinal Local Bee Kit withprizesfromtheBee’ssponsorsandinformationforyourFinalLocalBeechampionaboutregisteringforBeeWeek.
School MaterialsWehaveincludedcopiesofalltheschoolmaterialsthatschoolcoordinatorshaveaccesstooncetheyenrollintheScrippsNationalSpellingBeeprogram.
These materials are included for your reference only, and we ask you do not reproduce or distribute these materials at any time.
Sponsor BeehiveThe Sponsor Beehiveisourmonthlye-newsletterforlocalareasponsors.YouwillautomaticallyreceiveeachissuefromAugusttoMayeachyearwithspellingbeenewsandinformationtohelpyouadministerasuccessfullocalspellingbeeprogram.YoucanaccessanarchiveofpastissuesherewithintheSponsorPortal.
Teacher’s BeehiveWehaveasimilare-newsletterforteachersthatissentoutonabiweeklybasis.IfyouwouldliketobeincludedinthedistributionlistfortheTeacher’s Beehive,youmayenteryourcontactinformationthrough the Sponsor Portal.Youcanalsoaccessanarchiveofpastissueshere.
Bee Week InformationAspartofyourorganization’ssponsorshipofyourlocalarea,youareresponsibleforprovidingyourFinalLocalBeechampion’shotelaccommodation.Youmayalsowishtoprovidefinancialand/orplanningassistanceforyourchampion’straveltoNationalHarbor,Maryland,andforadditionalexpensesduringBeeWeek.
AswegetclosertoBeeWeek,wewillprovidemoreinformationabouthowyoushouldbookyourchampion’shotelaccommodationandotherdetailsyoushouldsharewithyourchampionandtheirfamily.
Notes
Local Sponsor Education Series 13
Helping Your Schools EnrollTheBee’seligibilityrequirementsstatethatallnationalfinalistsmustattendschoolsthatareenrolledintheScrippsNationalSpellingBeeprogram.ThisrulemeansthatanystudentwishingtotakepartinyourFinalLocalBeemustattendaschoolinyourterritorythatisenrolledwithus.
Whenschoolsenrollatspellingbee.com,theypayanenrollmentfeeandreceiveaccesstotheTeacherPortal,ourpassword-protectedteachers-onlyareaofspellingbee.comwithstudylistsandcompetitionmaterialsforteacherstousewhenconductingaschoolspellingbeeprogram.
Ourenrollmentperiodisbrokenupintothreesections:
How tHe Bee works
Pre-enrollmentApril 17 to August 21, 2018
Schools that pre-enroll reserve their space in the Bee program for $160perschoolbutdonothaveaccessto2019materialsuntilAugust22.Eachschoolreceives25freeWordClubPremiumaccountsforstudentstouseforstudying.
1Early enrollmentAugust 22 to October 16, 2018
Schoolsthatregisterduringtheearlyenrollmentperiodreceiveimmediateaccesstoallspellingbeematerialsandpaythediscountedpriceof$160perschool.
2Regular enrollmentOctober 17, 2018 to January 30, 2019
Schoolsthatregisterduringtheregularenrollmentperiodreceiveimmediateaccesstoallspellingbeematerialsandpaytheregularpriceof$235perschool.
3IfyouwouldliketocloseenrollmentinyourareabeforethefinalenrollmentdeadlineofJanuary31,2019,simplyletusknowatspellingbee.com/contact.
14 Local Sponsor Education Series
Weencourageyoutogetintouchwiththeschoolsinyourareawhohavepreviouslyenrolledusingthe Communication Template in the CommunicationssectionoftheSponsorPortal.Remindingschoolspellingbeecoordinatorsaboutyourlocalprogramandthedatesanddeadlinesassociatedwithitwillencouragethemtoenrollearlyandgetaheadstartontheirschoolspellingbeeprogram!
Hereareafewotherwaysyoucansharethenewsaboutschoolenrollmentandyourlocalareaspellingbeeprogram:• Reachingouttorepresentativesatschooldistrictsinyourarea• Sharingenrollmentinformationonyourorganization’swebsiteandsocialmediachannels• SpeakingwithlocalTVandradionewsorganizationsaboutenrollmentandyourprogram
Weappreciateeachandeveryeffortyoumaketogetschoolsenrolledinthespellingbee!
Calculating Your School CreditsAsrecognitionoftheworkyoudowithschoolsinyourarea,wearepleasedtoprovideyouwithfinancialcreditsforeachschoolthatenrollsinyourlocalprogram.
OnFebruary1,2019,wewillcalculateyourTotalCreditEarnedusingthefollowingvalues:
$18 for each school enrolled in your areaor
$10 for each home school family enrolled in your area
Forexample,let’slookatanareawith100schoolsand20homeschoolfamiliesandcalculateitsTotalCreditEarned.
(100 schools x $18) + (20 home school families x $10) = $2,000
Inthisexample,the$2,000TotalCreditEarnedisgreaterthantheSponsorFeeof$1,925.Wewouldsendthissponsoracheckforanythingthesponsorhasearnedincreditsabove$1,925.
$2,000 - $1,925 = $75 owed to Sponsor
IftheTotalCreditEarnedislessthanthe$1,925SponsorFee,thesponsorwillreceiveaninvoicefortheamountowedtotheBee,andpaymentinfullwouldbeduebyMarch31,2019.Forinstance,anareawith50schoolsand10homeschoolfamilieswouldhaveaTotalCreditEarnedoflessthan$1,925.
(50 schools x $18) + (10 home school families x $10) = $1,000
Therefore,thatareasponsorwouldreceiveaninvoicefortheremainderoftheSponsorFee.
$1,925 - $1,000 = $925 owed to the Bee
Local Sponsor Education Series 15
Now,let’stakealookatyourestimatedTotalCreditEarned.
Estimated Number of Enrolled Schools x $18 per school = $
Estimated Number of Home School Families x $10 per family = $
Estimated Total Credit Earned = $
Sponsor Fee $1,925 - Estimated Total Credit Earned $ = $
Notes
OUR PURPOSE IS TO HELP STUDENTS
IMPROVE THEIR SPELLING,
INCREASE THEIR VOCABULARIES,
LEARN CONCEPTS AND
DEVELOP CORRECT ENGLISH USAGE
THAT WILL HELP THEM ALL THEIR LIVES.
WWW.SPELLINGBEE.COM
SCRIPPS NATIONAL SPELLING BEE ALL RIGHTS RESERVED.
Our purpose is to help students improve their spelling,
increase their vocabularies, learn concepts and develop
correct English usage that will help them all their lives.