11

Observer Guidelines and ToolsTournament Best Practices

NCUSFA Tournament Observer Training

September 8, 2012

22

Agenda

Why Observers?Obtaining ObserversObserver Duties

Venue Referees Entries Results

Observer PracticesObserver Tools

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Agenda

Observer PracticesTournament OperationObserver DutiesResultsCorrective ActionObserver ToolsObserver ChecklistUSFA Documents

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What is an Observer?

Division Observer is the de facto chair of the Bout Committee (BC).

The Bout Committee’s responsibility is to ensure that the tournament, and the events within it are held according to the rules of the USFA. The BC is responsible for any protests of applications of the rules during the event.

Do not confuse the Bout Committee with the Tournament Committee (TC)!

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Who can be an Observer?

Each Division Observer must be a member of USA Fencing.

Each Division Observer must be a member of the North Carolina Division of USA Fencing.

The $5 non-competitive USA Fencing membership is sufficient for the Division Observer Program.

Each Division Observer must declare a representative club.

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Observers are Prohibited from:

Being a member of the Host Club or being the Tournament Organizer

Running the TournamentRefereeing the TournamentHaving final say in sanctioning

an eventFencing in the event

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Engaging an Observer

Tournament Organizer is responsible for engaging a Division Observer for their sanctioned events

Tournament Organizer is responsible for Division Observer expenses, including travel and housing

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Observer Responsibilities

Venue Safe Floor Strip Size Scoring Equipment Runoff

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Observer Responsibilities

Venue-Safe Floor Appropriate Traction

Dry Dust-Free

Strips Clear of Obstacle If strips are unsafe, then the

Organizer should correct the issue immediately (wipe up spills, dust mop)

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Observer Responsibilities

Venue-Strip Size Optimally 14 meters, 1.5 to 2

meters wide Worst case:

Four meters between En Garde lines Two-Meter Warning Track Two feet of runoff

1111

Observer Responsibilities

Venue-Scoring Equipment Scoring Machines should be all of

the same timing (ie., 2005 Chipset)

Floor Reels should be secured to floor

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Observer Responsibilities

Venue-Runoff Two Feet, at least Free of Obstruction (Equipment,

Furniture, Spectators) Good traction

1313

Observer Responsibilities

Referees Quantity Dedicated Quality

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Observer Responsibilities

Referees-Quantity Tournament Organizer is

responsible for securing an adequate number of referees

There should be an ample amount of referees to let the event flow smoothly (1.25 Rule)

Flighting is okay in order to meet referee needs, but must be announced at registration

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Observer Responsibilities

Referees-DedicatedReferees should be dedicated to the

event that the officiate Not a fencer in the event Not an observer

Tournament Organizers can referee an event

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Observer Responsibilities

Referees-Quality Referees should be rated or

experienced at the level of the event

Example: A1 Event without an official with a national rating is not appropriate

More experienced referees should be used later in the competition, as much as possible

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Observer Responsibilities

Entries Participation Requirements Duplicate Memberships Age-Appropriate

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Observer Responsibilities

Participation Requirements Competitive USA Fencing

Membership Required USFA Card At the Door Memberships FIE Licenses

Organizer should have forms available

Separate checks payable to USFA, or Credit Card on Form

No Membership, no Fence!

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Observer Responsibilities

Participation Requirements (continued)

Full fencing uniform Mask requirements

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Observer Responsibilities

Entries-Duplicate Memberships If member has joined, but is not

on Membership List Take Duplicate membership form

and note it on the form Submit duplicate to Secretary

with tournament report Secretary will track any lagging

memberships

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Observer Responsibilities

Entries-Age-AppropriateAthletes’ ages must be appropriate

to the event they have enteredMinimum age for Open events is 13

yearsConsult with the athlete handbook

to ensure the appropriate birthdate ranges for age-restricted events (Youth, Cadet, Junior, Veterans)

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Observer Responsibilities

Tournament Operation Formats Seeding Promotion Criteria

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Observer Responsibilities

Tournament Operation-Formats Announce event formats before

the posting of pools - only formats listed in the USA Fencing Operations Manual can be used

The Observer has the responsibility of ensuring that this announced format is followed

Any deviation from the announced format is grounds for desanctioning of an event

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Observer Responsibilities

Tournament Operation-SeedingEvents can be seeded by ratings,

or based on national points for the event fenced

Points take precedent, then equal ratings

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Observer Responsibilities

Tournament Operation-Promotion CriteriaAnnounce criteria for promotion

before the start of poolsTournament organizer must

follow the announced criteria, regardless of number of fencers or time constraints

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Observer Responsibilities

Results Hard Copies Verify AskFRED results Certify Results to Division

Secretary

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Observer Responsibilities

Results-Hard CopiesThe Observer should obtain hard

copies for the results for the event

Electronic copies of results obtained at the site are acceptable

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Observer Responsibilities

Results-Verify AskFRED resultsTournament Organizer is

responsible for posting results within 24 hours of last event

Division Observer is responsible for certifying results within 48 hours versus hard copies obtained onsite

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Observer Responsibilities

Results-Certify Results to Division SecretarySend certification of results

within 48 hours of last event using Division Observer Form

Certification forms are on the Division website

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Corrective Action

Onsite Corrective ActionReasonable Amount of TimeImmediate ActionRemember: Sanctioning

Decisions are up to the Executive Committee of the Division!

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Corrective Action

Onsite Corrective Action In the case of infraction, notify

Tournament Organizer of issue immediately, and ask politely for correction

Whenever possible, offer criteria that need to be met to be within compliance

Offer a reasonable amount of time for correction

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Corrective Action

Reasonable Amount of Time The event should go on relatively

quickly after corrective action Take into account the needs of

the fencer

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Corrective Action

Remember: Sanctioning Decisions are up to the Executive Committee of the Division!

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Observer Checklist

Prior to the Event Check Entries on AskFRED.net Download latest Membership List

from USfencing.org Note any Classification

discrepancies Note any Non-Members in

Preregistration List Note any Birth Year

discrepancies for limited events

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Observer Checklist

The Day of the EventWalk around venue, noting:

Floor Condition Strip Size Scoring Equipment

Take new Membership Forms Note duplicates Collect Membership Dues

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Observer Checklist

Correct any Ratings/Membership Issues within Preregistration List

Ensure Tournament Format is Announced before Event

Referees Dedicated to the Event they

Officiate Appropriate Number Appropriate Ratings

Receive Hard Copy of Results for Each Event

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Observer Checklist

The Day After the EventCheck Results versus

AskFRED.netSubmit certification email to

the Division SecretaryMail membership forms to the

National Office and copies to the Division Secretary