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Florida RegionalDirectors Training Manual
Table of Contents
UCF Contacts...........................................................................................................................................................3Finance and Billing Issues.......................................................................................................................................3Teacher and Team Needs.........................................................................................................................................4
Schedule Creation............................................................................................................................................4Team Numbers.................................................................................................................................................6Other Documents:............................................................................................................................................7
Technology..............................................................................................................................................................8Setup ESUS – Event Self Scheduling System.................................................................................................8Setup SOSS – Science Olympiad Scoring System..........................................................................................8Setup Rooms for Computer Based Events.......................................................................................................9
Day of Competition...............................................................................................................................................10Items needed in Teacher Packets and at Registration Desk..........................................................................10Arbitration Team...........................................................................................................................................11Event Supervisor Information and Packet.....................................................................................................12Student Assistant Handouts...........................................................................................................................14Help Desk......................................................................................................................................................15Score Counseling:..........................................................................................................................................16Organizational Documents............................................................................................................................17
Post Competition...................................................................................................................................................18Final Items After Competition.......................................................................................................................18
Directions: Each of the documents in this book are also in the file set that was set to the directors. Please review each document to change the date, place, location or other specific details to the needs of the local site. If there are any documents missing from the manual, please email Mike McKee at [email protected].
UCF Contacts Security: Joshua Juliano – Allied Universal 407.314.7463 Police: 407-823-5555; Lt. Emmert Landscaping and Sprinklers – request through [email protected]; Barbara Brown- [email protected]; 407-823-
5223 Housekeeping – request through [email protected] Faucets – Larry Eflin – Utilities Supervisor, Energy and Sustainability – [email protected] Building Managers for Safe Form
Finance and Billing Issues
UCF takes a percentage of all charges for financing 8.15% of an expense 3% of Credit Card Payments 8.5% on income via checks or other methods
Travel should be billed as an instructor fee but this will be taxed as income. UCF can purchase all items but food can only be purchased at Publix or Target. All items must be shipped to UCF Teams must call in any additional team registrations after the original registration takes place. Send info about event to UCF CE Keep a list of all expenses sent to UCF Regionals must submit an invoice for payment to UCF CE that is more than their expected registrations. Setup Budget Setup Registration System Setup SOSS – Science Olympiad Scoring System Setup ESUS DO SAFE form Arrange for janitorial Arrange for police or security if required.
Teacher and Team Needs
Schedule Creation Create schedule for teams
o Cluster numbers so there is an equal distribution of teams in each hour/evento Example: In the Division B Schedule, each hour has 7.
Assuming there will be a maximum of 42 teams in the competition for each division. Stagger like types of events into different blocks. For example, don’t schedule all the
biology events at the same time. Self Scheduling will be done through the ESUS system on the FSO website. Access to
setup can be given by Mike. For impound events, extend the time by 1 hour if there are a large number of teams. If there are fewer teams this schedule can be vastly modified.
Determine the location for each event. Consult the rules to determine location needs. Determine locations for arbitration, coach/judge lounge, and other non-event needs. (See schedule 2 for
an example of this at the bottom of the schedule. Send schedule to post on the state website.
Team Numbers
It is strongly recommended that you have no more than 7 teams per block.
Assign team numbers. o Group team numbers so that multiple teams from the same
school receive a number in the same cluster. Example – if two teams register from Main High School, both
schools would be assigned a number from one block, for example, both are assigned C-10 and C-11, both of which are in Block 2.
Email all teams with information. Sample Email is below: (filename: Email Team Numbers.doc)
Hi «First»
Thanks for registering for the Florida Science Olympiad competition!
Your school number is: «Team_ID»
If you are new to Science Olympiad, welcome! If you have not received your coaches manual by now, you should get it soon. The manuals contain all the rules you need to prepare your students for the competition. They are complex however, and it is suggested that you get an early start on the events by preparing now.
The assigned school number is important. Please use this number for the STATE competition only. You will receive a second REGIONAL number from one of our regional directors if you will be attending a regional competition. The numbers are used to identify teams at the competition and to determine when your students are assigned a time slot for each event. The schedules for this year’s competition are currently posted on the website.
Starting this year, all teams who are in designated counties must attend the regional competition prior to attending the state competition on March XX at UCF. The list of designed counties is on our website at www.floridascienceolympiad.org . We will also be following up with another email with more information about the regionals. In addition, we have several opportunities for professional development that are available. If you have a group of up to 35 students or teachers, we can host a 6 hour workshop for $1000.
We are looking forward to hosting you at one of our competitions across the state!
Thanks!
Division B
Division C
Block
B-01 C-01
B-02 C-02
B-03 C-03
B-04 C-04 Block 1B-05 C-05B-06 C-06
B-07 C-07
B-08 C-08
B-09 C-09
B-10 C-10
B-11 C-11 Block 2B-12 C-12
B-13 C-13B-14 C-14
B-15 C-15
B-16 C-16
B-17 C-17
B-18 C-18 Block 3B-19 C-19
B-20 C-20
B-21 C-21
B-22 C-22
B-23 C-23B-24 C-24
B-25 C-25 Block 4B-26 C-26
B-27 C-27
B-28 C-28
B-29 C-29
B-30 C-30
B-31 C-31
B-32 C-32 Block 5B-33 C-33
B-34 C-34
B-35 C-35
B-36 C-36
B-37 C-37
B-38 C-38
B-39 C-39 Block 6B-40 C-40
B-41 C-41B-42 C-42
Other Documents: Before competition Directions to competition site Items to be turned in on morning of competition:
o Checklist for Coaches (filename Coaches Checklist on day of FSO.docx)o Code of Conduct Form (filename condcode.doc)o Final Registration Form (filename finalreg.doc)o Website and Press Release Form (filename press release.doc)o Emergency Contact Sheet (filename Emergency Contact Sheet.docx)
Email of directions to teacher (filename email final letter with packet.doc) Helpful items onsite
o Garbage bagso Tentso Glue guns, supplieso Twitter Link
On website:o Scheduleo Map of event locations on campus
Complete Directors form on www.soinc.org Complete Insurance form Make sure W9 is up to date and send a request invoice for expected number of teams going to regionals for
payment purposes Order Medals and Trophies from State Begin to arrange for event supervisors Turn off Sprinklers (UCF Landscaping) Access to water faucet for some events (UCF utilities supervisor) Reserve Memory Mall (UCF Student Union) Arrange for Janitorial (UCF Facilities) Reserve rooms Set a date Setup ESUS online Setup SOSS online (filename: Science Olympiad Scoring System.docx)
Technology
Setup ESUS – Event Self Scheduling System Determine the events that will be self scheduled In the website, http://www.floridascienceolympiad.org/ESUS.html setup the system:
o Enter eventso Enter the team nameso Enter userid's and passwords
Distribute team names and passwords for ESUS Login Set a deadline at least 1 week prior to the competition for all events to be self scheduled. After this date
must occur on the morning of the competition.
Setup SOSS – Science Olympiad Scoring System Online access to SOSS (Access to xyz.soss.floridascienceolympiad.org)
o See directions for setting up SOSS (filename: Science Olympiad Scoring System.docx)o Ensure names in SOSS match those that registered – do not create new names or shorten the
nameso Make sure you select the number of teams to rank according to FSO Scoring Policy below
Method 1a: For small regionals with less than 20 teams per division, Teams with raw scores that place in the top ten will be ranked 1-10. These are
Level 1 Teams All others beyond 10th place receiving 10 points. These are Level 2 Teams Participation points = last place of those teams that show, but no greater than 10
points NS = 11 points DQ = 12 points or more
Method 1b: For regionals with 11-20 teams per division Teams with raw scores that place in the top ten will be ranked 1-10. These are
Level 1 Teams. All others beyond 10th place receiving 10 points. These are Level 2 Teams Participation points = last place of those teams that show, but no greater than 10
points NS = 11 points DQ = 12 points or more
Method 2: For large regionals and state with more than 20 teams per division Teams with raw scores that place in the top ten will be ranked 1-20. These are
Level 1 Teams. All others beyond 20th place receiving 20 points. These are Level 2 Teams. Participation points = last place of those teams that show, but no greater than 20
points NS = 21 points DQ = 22 points or more:
All ties at all places are broken for Teams in Level 1 only. Level 2 teams can have ties. Ties broken according to the rules NS = No Show = L1(max)+1 If a team is disqualified for unsportsmanlike conduct, they receive L1(max)+2 There might be a gap between TRP 1 and 10 if the event is small. If only 10 teams
compete but 7 show up for an event, then last place = 7, but NS = 11. Get Excel Spreadsheets from www.soinc.org and send them to the event supervisors in advance of the
tournament. Notify event supervisors that they should bring their mobile devices or laptops for entering of scores.
Setup Rooms for Computer Based Events
Determine which events require rooms with computers. Reserve rooms early Obtain userids and passwords if needed for access to the computer and provide to event supervisor.
Day of Competition
Items needed in Teacher Packets and at Registration Desk Signs (filename Coaches Check In Sign.docx) Checklist (1 per each school) (filename Checklist on day of FSO.doc) Label each envelope with (filename Mailing Label for Coach Name, Division, School – Access.docx)
o Coach Nameo Team Numbero School/Team Name
Mailing Label Envelope Contents (filename Mailing Label Envelope Contents – Coaches 5160 Label.docx)
o Is a checklist of all materials that should be in the envelope Schedule (16) Map of event locations on campus (16) Arbitration Forms (2) (filename arbitration form.doc) Wrist Bands (15) Evaluation Form Student (15) (recommended as online form) (filename Tournament Feedback Form.doc) Evaluation Form Teacher (1) (recommended as online form) (filename Tournament Feedback Form.doc) Certificate of Excellence for Students (15) (filename Certificate of Excellence Student.doc) Certificate of Appreciation for Teachers (1) (filename Certificate of Appreciation Teacher.doc) Promotional Materials for College or University (optional)
o Summer Campso Coaches Conference
Food Vendor Map Form for teams to sign that they received the wristbands and packet (filename Signature Verification
Form.docx.) Garbage Bags (filename Garbage Signs.docx) Advertise Twitter (@scienceolympiad) and Instagram (floridascienceolympiad) to Students and Coaches Turn off sprinklers (UCF Landscaping) Access to water faucet for some events (UCF utilities supervisor) Reserve Memory Mall (UCF Student Union)
For printing purposes – In one word document place the following:o Multiply this number by the number of B and by the number of C
Schedules – 16 pages Maps – 16 pages
o Certificates of Excellent for Students – 15 pages
Make extra copies of:o Mapso Scheduleso Arbitration forms
Arbitration Team
Programo Map of Schoolo Scheduleo Donors Listo Flyers for summer camps, other promotions on campus
Evaluation Form – Teacher (Tournament Feedback Form) (filename: Tournament Feedback Form.doc) Evaluation Form – Student (SAME as above.) (filename: Tournament Feedback Form.doc) Certificate of Appreciation Copy of rules for each member Copy machine Signs (filename: Arbitration Sign.docx) Display board and stand
Event Supervisor Information and Packet Prior to competition:
o Prepare PowerPoint with information to train event supervisors. (filename Judges Training Session.pptx and pdf.)
How to prepare event Responsibilities of an event supervisor Arrange meeting 3-4 weeks prior to competition
Final Email to event supervisor with information about competition (filename Judges Final Email, 3 Days Prior to Event.docx)
Notify Supervisors to bring laptops, mobile devices for SOSS (see below) Packet:
o Mailing Label Envelope Contacts (filename Mailing Label Envelope Contacts – Judges 5160 Label.docx)
o General scoring procedures and policies (filename Judges Event Procedures and Policies.docx)o Envelope with (filename Mailing label – 2011 Events, Division.docx)
Name of event Division
o Copy of Ruleso Scheduleo Map of locations o Evaluation for event supervisors (Optional and online recommended) (filename: Event
Supervisor Evaluation.doc)o Excel spreadsheets from www.soinc.org for building events.o Science Olympiad Scoring System Directions (filename: Science Olympiad Scoring
System.docx)o Event Supervisor Directions for SOSS (filename: Science Olympiad Scoring System.docx)
Include website, username, and password.o Event Supervisor Checklist (filename Scoring Procedures for ES.doc)o Web Release Form (filename Press Release.doc)o Volunteer Services Agreement (filename Volunteer Services Agreement.docx)o Contact List for help, with phone numbers (filename Help Desk and Contacts.doc)
Signs for Boxes (filename: Check In Signs.docx) Display board and signs for room entrance Room signs with Name of Event (filename Rooms signs.docx)
o Tape for sign or Fun Tacko Plastic sleeve for signo Sponsors printed on signs
Certificate of Appreciation (filename: Certificate of Appreciation Judges.doc) Spirit Award Winners Document (filename: Spirit Award Winners.doc, Spirit Award Nomination.doc) Nametags Lunch for Event Supervisors Meal Coupon for Event Supervisors and volunteers (filename Meal Coupon.docx) Polo shirts or other giveaway’s for judges
For printing purposes – In one word document place the following:o Place all these in 1 document in this ordero Copy of Rules, alternated with the following:
Scoring Procedures Schedule Map of locations
Blank Scoring Sheet (filename: Use current Excel Spreadsheet from Nationals) Sign In Sheets for Teams (filename: Event Student Signin Sheet.docx) Event Supervisor Checklist (filename Checklist for Judges.doc) Web Release Form (filename Press Release.doc) Contact List for help, with phone numbers (filename Help Desk and Contacts.doc) Room signs with Name of Event (filename Rooms signs.docx)
Student Assistant Handouts
Student assistant checklist (filename Checklist for Florida Science Olympiad Student Assistants.doc) Phone Number Contact Sheet Help Desk and Contacts.doc List of judges, events and location List of teachers, emails, cell phone numbers and schools Schedule Map of event sites Certificate of appreciation Name tags
Help Desk Two students or others to run this station. Schedules (50) Maps (50) Arbitration Forms (50) Phone Number Contact Sheet (filename Help Desk and Contact.docx) (1)
o Have number of various leaders, including security. First Aid Kit Promotional materials for campus activities (optional)
Score Counseling: Door Signs with final instructions to judges (filename Sign to Judges for Score Counseling.docx) Door Check In to confirm that the event supervisors have filled out all items correctly (filename Door
Check In.docx) Checklist for Score Counselor (filename Checklist for Judges.doc)
o Event supervisors complete left sideo Score Counselors double check and complete right sideo When finished, Score Counselors will also fill out the Winners card.
Sign for Evaluations (filename Judges Check In Signs.docx) Winners card (filename Score Card Winners.doc) Excel Spreadsheet for Scoring (Obtain from State) Score Entering Checklist (filename Score Entering Checklist.docx) SOSS Directions (filename: Science Olympiad Scoring System.docx) Get at least 10 volunteers
o 6 to check event supervisor materialso 2 to enter scores into computero 1 to oversee, organize and last minute problemso 1 to check event supervisors at door to ensure their materials are organized
10 x 13” Manilla Envelopes to return student worko Mailing label with school return addresso Have event supervisors sort the work as it is returned
Printer Computers Desks Phone 6 Tables with Chairs for Score Counseling Golf Cart (optional) Training Documents (In Training Documents Binder)
o Scoring Sheeto Event Sheets from 2012
Rocks and Minerals Bottle Rockets
Previous year’s examples of student work, score summary sheet, and winners card for training purposes. Directional Signage to for Score Counseling (filename: Score Counseling Direction Signs) Flowchart for Score Counseling Process (filename: Score Counseling Procedures.vsdx)
Organizational Documents Signs for Doors (filename Room Signs.docx – multiple files for signs, some can be mail merged) Signs for Score Counseling Room (filename Sign to Judges for Score Counseling.doc, Judges Check IN
Signs.doc) Last minute announcements of updates, changes:
o For Teachers (filename Coaches Instructions on day of event.doc)o For Students (filename Students Instructions on day of event.doc)o For Judges (filename Judges Last Minute Information event day.doc)
Determine who will say code of conduct for:o Studento Teachero Judge
Pledge to the Flag (filename Pledge to flag.doc) Code of Conduct Readings (filename Code of Conduct Readings.doc) Insurance Forms from State SAFE Form (Any required approval to host an event at your location) Reservations for rooms, auditorium, gym Sound system Podium Order Medals and Trophies from State Press Release (filename FSO 2008.doc) Sign for “Arbitration RESULTS” (filename Arbitration Results Sign.docx)
Post Competition
Final Items After Competition Immediately after awards ceremony, log into SOSS and change the results visibility dropdown to YES
Communicate with teachers to let them know that all further correspondence will come from state. Encourage them to send feedback if they didn’t turn in evaluations Send teachers all packets of student work Send final invoice to State for reimbursement of $50 per team Set date for next year Celebrate!
