Season Standards Manual 2017 FIRST LEGO League Season HYDRO DYNAMICS. Revision October 30, Central Valley Robotics

Transcription

1 Revision October 30, 2017 Season Standards Manual 2017 FIRST LEGO League Season HYDRO DYNAMICS Central Valley Robotics

2 Contents 1. Purpose of this Document... 5 Contacting Central Valley Robotics... 5 Document Revisions Starting the Season... 7 National Registration... 7 MyCVR (Local Registration)... 7 Table of Dates and Deadlines Team Information and Form Submission... 8 Step 1: Update Your Team Information... 8 Step 2: Create the Roster... 9 Step 3: Submitting the Forms... 9 Step 4: Join the Facebook Group Step 5: Attend the Meetings Tournament Registration Payment Instructions and Restrictions Requesting Change of Tournaments Team Judging Profile Example Profile Preparing for the Tournament Coaches Tournament Checklist Layout of the Day Check-In Opening Ceremonies Final Coach Meeting The Tournament Judging Deliberations Closing Ceremonies Team Check-in Due at Check-in Received at Check-in Season Standards Manual Revision (10/30/2017) Page 2

3 9. Coach Badge Restrictions and Requirements Coach Badges Uses at Events Coach Badge Recycling Team Pit Pit Administration Layout Team Flag Practice Tables Robot Game Tables Robot Game Clarifications and Questions The Five Parts of Robot Performance The Head Referee Resources and Score Sheet Judging Sessions Core Values Robot Design Project Awards Advancement Policy 2017 Version Core Values and Deliberations After the Tournament Review Results Advancing to the Next Level Feedback to CVR Appendix 1 Award Structures Qualifiers Championship Appendix 2 Core Values Concerns and the Disqualification Investigative Process Types of Core Values Concerns and their Consequences The Disqualification Process Appendix 3 The Deliberations Process Season Standards Manual Revision (10/30/2017) Page 3

4 Step 1: Judging Sessions and Room Rankings Step 2: Enter Rankings into Spreadsheet and Sort Step 3: Discuss Top Teams and Decide Champions Award Step 4: Judges Break into Areas to Rank Area Awards Step 5: Regroup and Assign Area Awards Step 6: Discuss Judges Award Teams and Finalize Assignment Step 7: (Qualifiers Only) Determine Advancing Teams Step 8: Prepare Award Scripts and Collect All Materials Step 9: Closing Ceremonies Appendix 4 Team Flag Rules and Guidelines General Rules Recommended Guidelines Simple and Easy Team Flag Season Standards Manual Revision (10/30/2017) Page 4

5 1. Purpose of this Document The purpose of this document is to fully describe participation expectations for teams in the Central California Area. In the following pages, teams will find information on important details and deadlines for before, during, and after official tournaments that are under the jurisdiction of Central Valley Robotics (CVR). All procedures discussed in this manual are implemented equally at all CVR tournaments. This document is provided as an addition to the FIRST LEGO League Coaches Handbook. Make sure to read both the Coaches Handbook and this document to fully understand the procedures of events in Central California. The Coaches Handbook is available from our website: Contacting Central Valley Robotics We encourage teams to contact us with any questions, including Judging or Robot Game clarifications. Examples include: Topic Clarifications. Ex: Is considered on-topic for this season? Robot Game Clarifications. Ex: Does break Rule R02? Disability Notices. Ex: One of our students has a behavioral problem and we would like to inform the judges. Please do not hesitate to us at contact@cvroboics.org or use our contact form here: Document Revisions Revision October 30, 2017 Updated timelines for the season.. Revision September 6, 2017 Included links to the new Advancement Policy and Global Innovation Award information. Revision July 21, 2017 Updated Section 2, Table of Dates and Deadlines for 2017 season. Also updated dates throughout the rest of the documents. Increased Event Registration fee to $85 for the 2017 season to match event costs. Updated to reflect new branding for TeamConnect. Now called MyCVR. Changes for the Global Innovation Award and Advancement Policy will be announced after August 29 th. Carry over from 2017 Championship Season Standards Manual Revision (10/30/2017) Page 5

6 o Updated Section 12 to clean up wording, clarify requirements for project (sharing), and explain that Wi-Fi / Internet access at events is not guaranteed Season Standards Manual Revision (10/30/2017) Page 6

7 2. Starting the Season Welcome to FIRST LEGO League in Central California! The first step is to get your team registered with FIRST. All teams must first register with new National Team Registration system. National Registration As part of national registration, teams will pay the registration fee, order the Challenge Kit (formerly the Field Setup Kit or FSK). The Challenge Kit forms the mat and LEGO elements that form the competition field, and order an EV3 MINDSTORMS Kit from LEGO if needed. Registration for New Teams All FIRST LEGO League teams will need to register two coaches with FIRST as part of the registration process. It is expected that both individuals will be present with the team for all meetings and at any tournaments the team attends. However, it is not required that both take on the responsibility of coaching the team. One can be present to provide support while the other leads the team. Once the two coaches have passed a background check and screening, the team will be given a Team Number. This will allow the team to participate in the program and purchase a Team Registration, Challenge Kit, and other LEGO products. This registration process is required and only teams with valid registrations will be allowed to participate at official events. Registration for Returning Teams For teams returning from a previous season, they will keep their team number and may not need to screen any returning coaches. Coaches only need to be screened once every three years. Once a team updates their information, they will be granted access to purchase a Team Registration, Challenge Kit, and other LEGO products. Forms and the National Registration System FIRST centrally manages the collection of Consent and Release forms in the National Team Registration system. Coaches will create their roster in the online system and invite parents to fill out the forms online. Parents will need to create accounts with FIRST and complete the forms for their children. Paper alternatives will be in place for parents without access to the Internet or a computer. Those paper alternatives will be turned into MyCVR (See Below). MyCVR (Local Registration) After completing national registration, teams will need to register their team in MyCVR. MyCVR is a software application written by Central Valley Robotics that manages teams in the Central California Area. Teams MUST register in MyCVR to participate in this region. Information on how to register will be ed to teams once they have successfully completed all steps required by the National Registration Process. MyCVR can be found at Season Standards Manual Revision (10/30/2017) Page 7

8 Table of Dates and Deadlines You can find a list of all key Dates and Deadlines for the 2017 Season Date Mid July August 29 September 9 September 25 Details Challenge Kits start shipping Season Information Posted on Global Challenge Release at Regional Kickoff Regional Scrimmage Registration Opens October 5 Regional Tournament Registration Opens (see Section 4) Team paperwork due (see Section 3) November 10 Team Names due in MyCVR (see Section 3) Coach Badges printed for all Qualifiers (see Section 9) Event Registration Closes, Payments due to Qualifiers (see Section 4) November 18 Official Qualifiers MyCVR Judging Profiles due the Wednesday prior to event December 2, 9, 16 Official Qualifiers MyCVR Judging Profiles due the Wednesday prior to event December 22 Championship registration closes for advancing teams February 2 Payments due for Championship Championship MyCVR Judging Profiles due Championship Coach Badges printed (see Section 9) February 24 Central California Championship 3. Team Information and Form Submission Once your team is registered in MyCVR, it s time to get all the required paperwork to Central Valley Robotics. Step 1: Update Your Team Information Once you get your team registered in MyCVR, make sure you keep your Team Name and contact information up to date. Any mailings (such as trophies or certificates) will be mailed to that address, and the Team Name will appear in official event materials from CVR. All award winners are posted online, and the Team Name will live on forever in those archives. Additionally, Team Names are shown on signs and score displays at events. CVR reserves the right to reject or alter any names that might be offensive or violate branding standards (see below). Teams will be notified of any rejections or alterations to their team name via . All team names will be downloaded from MyCVR on November 10. Teams must have their team name in the system by that date. Season Standards Manual Revision (10/30/2017) Page 8

9 FIRST and LEGO Branding Standards FIRST and LEGO own trademarks to their brands and require them to be used in specific ways. The list below details proper usage of some FIRST LEGO League word marks. FIRST must always be in capital letters and italicized with the registered trademark symbol at the end. FIRST does not have a plural form or possessive form. Do not place any periods between letters in FIRST. Examples of incorrect usage: First, FIRST, F.I.R.S.T, FIRST s, and FIRSTs. LEGO must always be in capital letters with the registered trademark symbol at the end. LEGO does not have a plural form or possessive form; to use LEGO plural form, use LEGO elements. Examples of incorrect usage: Lego, Legos, LEGOs and LEGO s. FIRST LEGO League must be used exactly as shown, including the registered trademark symbols. This includes FIRST in all capital letters and italicized. LEGO must be in all capitals. And League must have the first letter capitalized. Examples of incorrect usage: First Lego League, Lego League. Do not refer to this program as LEGO robotics. The acronyms are no longer part of the branding and should not be used. The acronyms were: Jr.FLL, FLL, FTC, and FRC. Full details of the branding standards as well as logo usage rules can be found here: Step 2: Create the Roster Coaches or Site Coordinators will need to add all members of the team into MyCVR. CVR needs this information to ensure compliance with the FIRST LEGO League Participation Rules and to ensure that all forms get processed in a timely manner. You will need to have the full name and birth date for all team members, including coaches and mentors. MyCVR allows coaches to import members from the national registration system (with completed paperwork), however not all information can be pulled from the national registration system and will need to be re-entered in MyCVR. Note that the two coaches that were registered and screened as part of the National Registration process MUST also be present on the team roster as a Coach or Co-Coach. Step 3: Submitting the Forms Once the roster is complete, teams will need to submit the required forms for processing. Forms must be received and approved before a team can register for a CVR Tournament. Full details on the submission process can be found with on our website: Here are some tips to ensure that all forms get accepted: Ensure that a Consent and Release form is submitted for all participants through the Student Team Information Member System (STIMS) system. Any paper version(s) of the form will be submitted through MyCVR. Season Standards Manual Revision (10/30/2017) Page 9

10 FIRST requires the following information on each Consent and Release form: (paper version only. Forms will be rejected otherwise) o Participant name o Physical Address or (both is preferred) o If the participant is a minor, FIRST requires that the Parent/Guardian name be provided in addition to the participant Date of Birth. o It must be signed. The website details what forms are required for each role. Be sure to submit every form required for each member. Team rosters are not fixed once all forms are approved by CVR. Teams will still be able to add and remove members after approval, but it will require re-approval. (And prevent any event registrations until approved.) To ensure all coaches get a Coach Badge, please see the restrictions and requirements listed in Section 9 of this document. Step 4: Join the Facebook Group CVR manages a Facebook group for Coaches to seek help on all parts of the program. The group is setup so that both CVR staff and fellow coaches can answer questions posted to the group. The Facebook group can be accessed here: Step 5: Attend the Meetings CVR hosts several meetings throughout the year to support teams in the area Season Kickoff (September 9 th ) This event is hosted shortly after the Global Challenge Release and kicks off the season here in Central California. At the kickoff, coaches can attend sessions on Judging, Robot Game, and much more. Check the CVR website for more details. Coach Seminars (Sept-Dec) These short meetings allow teams to come and ask questions of CVR staff to get clarifications about rules, policies, and discuss any changes. CVR will also choose to announce changes and clarifications at these meetings. 4. Tournament Registration For the 2017 Season, all qualifying tournaments will be scheduled for the months of November and December. The list of qualifiers can be found here: Once a team has submitted all required forms, the team will be eligible to register for a CVR Tournament. Teams will use MyCVR to register for events on a first come, first serve basis. To ensure that a team gets its desired date, we encourage all teams to get their forms in early and Season Standards Manual Revision (10/30/2017) Page 10

11 register as soon as registration opens. CVR may reserve some spots at later events for rookie teams or teams that complete national registration late in the season. The official registration period for the 2017 Season will open on September 28 th at 6 PM and remain open for approximately three weeks. Event Partners can register teams a few days prior to public registration. Due to the high load on the web server during registration, it is not possible to show event capacities in real-time. To mitigate this issue, the registration process will require each team to pick their top three choices for a qualifier. This request is then entered in a queue that is processed one at a time. If the first choice for an event is filled by the time the request is processed, then the second choice is used. If the second choice is no longer available, the third choice is used. In the highly unlikely event that all three choices filled, the registration is rejected and the team must resubmit their event registration. Payment Instructions and Restrictions Event registration fees must be paid before attending the event. Events will only be able to accept Check or Money Orders from teams. Cash, Purchaser Orders, Credit Cards, etc. will not be accepted. Teams will receive formal payment instructions on their Registration Receipt from MyCVR. All fees for Qualifying Events will be due by November 10 th. All fees for the Championship are due by February 2 nd. Event Registration Fees are non-refundable once the payment has been processed. Requesting Change of Tournaments Once teams register for a qualifier, they will not be able to change to another qualifier, unless a team has extenuating circumstances. Registration is final once MyCVR assigns a team to an event. Requests to cancel or change a registration will be handled on a case-by-case basis at CVR s discretion. Season Standards Manual Revision (10/30/2017) Page 11

12 5. Team Judging Profile The MyCVR Judging Profile is one of the most important documents for the Judges. A well-written profile helps judges remember a team, and the pictures are key in helping judges remember judging sessions. Judges see up to 12 teams on a given event day, so it is critical that teams make themselves stand out to the judges. Here is what one judge said about the profiles: The team profile, especially with a picture, is very helpful "first look" at the team and a big help in keeping the teams straight when deciding ranking and awards. Some teams didn't write much and we were missing one; as a former coach I can understand thinking it is just one more thing to get done but it should be emphasized how important it is for the judges seeing many teams. It can help reinforce what the judges see during the session. Feedback from a 2014 Judge While optional, judges now expect teams to complete the MyCVR Judging Profile. To access the Judging Profile, click the Judging Profile menu item while logged into MyCVR to access the MyCVR Judging Profile. Teams should complete all sections of the profile and upload the two requested pictures. The student team members are expected to come up with the content for the Profile, however CVR and Judges understand that not all students are able to use a computer and fully articulate their ideas into a website. In this case, the students may handwrite the profile and a Coach may enter it into MyCVR. While this is a student run program, Coaches can transcribe the profile on behalf the students. The profiles are printed by CVR and packed with the materials for judges. This means team should not print their own copy of the profile for the judges. The deadline for the Judging Profile is typically three to four days prior to a team s registered event. Formal deadlines will be sent out in blasts to all coaches during the season. The next page contains an example profile to use as a reference. This profile is from our 2014 Champions Award winning team at the 2014 Central California Championship. The content reflects this team and serves only as an example. Some teams only provide content to print on one page, while some fill up the entire two pages of content. Season Standards Manual Revision (10/30/2017) Page 12

13 Example Profile Judging Profile for Team 1325 the Fab Five, from the 2014 Central California Championship (Note: Full names have been removed. Official Profiles will include full names for all members) Season Standards Manual Revision (10/30/2017) Page 13

14 6. Preparing for the Tournament As the tournament approaches, it is critical that coaches prepare their team for the day. All team members should know in what room their pit is located, how the day is laid out, along with many more details. Here is a checklist list of action items to help you prepare: Coaches Tournament Checklist Bring to the tournament: c Robot, batteries, accessories and extra parts. c Collect anything required at check-in. More information is available in Section 8 of this manual. c A safe container to carry the robot in protecting your robot from being jostled around. c Presentation with props/supplies. This includes any video equipment you need. We do not supply equipment for team presentations. c If you wish to program at the event, bring a laptop computer. c In the event you need more than one electrical outlet, bring an electrical/power strip. c Money for concessions and merchandise. c Students may want to bring a book or homework for downtime. c Label everything with your team number (masking tape or with a Sharpie). Do not label the LEGO pieces that form your robot. c All the loose field setup pieces to work with on the practice table. You need to bring all other pieces that are NOT dual locked to the mat. Mark all your pieces with your Team Number! c Your Team Flag. See Section 18 for more information. Before the tournament: c Know the location of the event and directions on how to get to the venue. c Know the general layout of the event. Teams should become familiar with the event map posted on the Tournament's Page on c Review the Core Values, Gracious Professionalism, and Coopertition. This is listed on the Team Agreement. (Available Online, c Review all rules for the challenge missions and Project presentation. c Check the Challenge Updates at c Make sure all kids have rides to and from the venue. c Inform parents and guests give them a copy of the agenda and schedule. c Invite your friends, teachers and others. All tournaments are open to the public. Season Standards Manual Revision (10/30/2017) Page 14

15 7. Layout of the Day A standard tournament day is broken up into four to five parts. They are briefly described here, and some are fully described later in this document. These sections usually correspond to time blocks listed on the Tournament's Agenda. Check-In The day always starts with check-in, a period where teams finalize their enrollment at the tournament. This period usually lasts an hour and occurs before the event officially starts. You will turn in any required forms as specified in Section 8 of this manual. Following Check-in, teams will head to their pit to unload and head to Opening Ceremonies (if applicable). Opening Ceremonies All tournaments will hold an Opening Ceremony. This ceremony will formally kickoff the tournament and any last minute changes will be announced during the ceremonies. Final Coach Meeting The Final Coach Meeting immediately follows the Opening Ceremonies and is run by the Head Referee and Judge Advisor. The Judge Advisor will cover expectations at the event and any lastminute announcements for teams. The Head Referee will explain the queuing and Robot Game process at the event, as well as announce any new official Robot Game Updates. (Note: for Championship, this meeting is held prior to event day.) The Tournament Following the Final Coach Meeting, the tournament begins. Teams will follow the official schedule and head to their scheduled events. The tournament is composed of two types of events: Robot Game Matches and the Judging Sessions. Teams will attend three different Judging Sessions and three Robot Game Matches. Judging Deliberations Judges start to deliberate before the Robot Performance Rounds finish. However, once the Tournament officially ends (no more Robot Game Matches or Judging Sessions), the judges will finalize which teams they want to recognize. This is usually a waiting time for teams; however, judges may wish to call a team back to ask additional questions. Closing Ceremonies This is the awards ceremony for the tournament. Any final remarks from sponsors or other speakers are made and awards are handed out to teams to be recognized for their hard work. Any teams advancing to the next level of competition are also announced here. Season Standards Manual Revision (10/30/2017) Page 15

16 8. Team Check-in The very first item on the team's tournament agenda is check-in. Teams must finalize their registration for the tournament by turning in any paperwork or payments (for food, etc. Tournament Registration Fees are due prior to event day) during check-in. Only one Coach needs to be present for Check-in. The list of items due at check-in is below. Due at Check-in Any qualifier specific order forms. Some qualifier may offer a prepaid lunch option or snacks. These forms may be due at check-in Other items and forms may be required at check-in. Teams need to check out the Tournament Webpage for their tournament to see if any other items are due at check-in. Received at Check-in After successfully turning in the above items, teams will receive the following list of items from check-in. Event Map Pit Map Event Schedule Coach Badge(s) (See Section 9) Medals (Championship only) 9. Coach Badge The Team Coach Badge is given to coaches at Check-in on the day of the tournament. Coaches are expected to wear the badge at all times during the event. This badge helps volunteers identify those individuals supervising teams on tournament day. Restrictions and Requirements There is a maximum of four (4) badges per team, and each badge is customized with a team number and coach name. The following steps must be completed to get a Coach Badge: Each individual must be listed on the MyCVR roster as a Coach or Co-Coach, and they must have submitted all required forms and documentation. The two Lead Coach / Mentors listed in TIMS (that have passed the Youth Protection Program screening process) must be two of the coaches that receive a badge. The Coach Badges cannot be tampered with or changed on the event day. Those wearing tampered badges will be asked to leave the coach-only areas. Badges will be finalized on November 10 th and no new coach badges will be printed for teams after this date. Badges for Championship will be finalized on February 2 nd. Season Standards Manual Revision (10/30/2017) Page 16

17 Coach Badges Uses at Events There are two specific uses for the Coach Badge: Robot Game Queuing Only adults wearing a Coach Badge will be allowed to queue with the team for each match. All other adults need to stay in the spectators area. Judging Rooms Only adults wearing a Coach Badge will be allowed to enter the Judging Sessions. All other adults will need to wait outside. Coach Badge Recycling To help Central Valley Robotics save on costs, coaches can choose to donate their Coach Badge back to CVR to use at future events. CVR only needs the plastic sleeve. Coaches are more than welcome to keep the badge (with sleeve) as a souvenir of the event. An announcement will be made in the Pits or during Closing Ceremonies announcing the location of the donation box for badges. 10. Team Pit The pit is the team's home base during the tournament. This is where teams can work on their robots, prepare for judging sessions, or just relax. The pits may also have practice tables. Tournament Officials may need to find your team during the tournament. Therefore, it is best to always be at your assigned pit location whenever your team is not at a scheduled match or judging session. If space is an issue, leave a note indicating where your team is located. The Pit Areas are open to the public. You should always have an individual watch your team belongings when the team is away competing. FIRST, Clovis Unified School District, Central Valley Robotics, Event Venues, and our Tournament Partners are NOT responsible for any lost or stolen items. Pit Administration The main point of contact in the pit is a group of volunteers known as Pit Administration (or Pit Admin for short). This group oversees check-in, pit safety, queuing, practice tables, and answer questions from teams and the public. These volunteers are led by a Pit Administrator. Pit Admin is the first place to go with questions. The Pit Admin staff can relay questions to the rest of the event staff over radios, and help escalate any questions as needed. Pit Admin also handles all sign-up sheets for the Official Practice Tables. The Pit and Event Staff have final authority on any safety, practice table, or queuing issues on the event site. Please report any medical incidents (no matter how small) to Pit Admin immediately. Season Standards Manual Revision (10/30/2017) Page 17

18 Layout Each team will be assigned a pit location and a table to use. This table will be approximately: 3' by 6'. This table will have at least one power outlet on or near it for use by the team. The Tournament Page on our Website will include the Pit Map for use by teams to locate their practice tables. Note that in some cases, teams will need to share a larger table. (IE: a cafeteria table at an elementary school) Teams are encouraged to make their pit stand out with decorations, team banners, etc. However, please be respectful of any adjacent tables where other teams may be situated. Please also keep team number and name in view for runners to find your team, if needed. Any aisles around team pit locations will need to be kept clear of obstacles. Teams must respect all requests from Tournament Officials to move obstructing items from aisles. If your team is not at your pit location and an item needs to be moved, Tournament Officials may move items for you but they are not liable for any damages to the items. Team Flag While not required, CVR recommends that every team prepares their own team flag to help promote their team on event day. From Judges to Referees to Queuing, all event staff use this flag to identify teams as they travel around the event venue. Teams should carry the flag high so that it is visible from a distance. Full details and rules regarding the team flags can be found in Section 18 Appendix 4. Season Standards Manual Revision (10/30/2017) Page 18

19 Practice Tables Practice tables may be available for teams to test new code and make final tweaks to their robot. Central Valley Robotics will provide two practice tables at each event, but that may not be sufficient for the number of teams attending the event. Therefore, we ask teams to let the tournament borrow their field mat and dual-locked models for the duration of the day (more below). For this section, a Game Field is the mat and models in which the robot competes, and may include a wooden game table as well. Definition of a Practice Table The official definition of a practice table at CVR events is as follows: Any game table brought onto the event venue that is not in Robot Design or the Robot Game room is a Practice Table for the day. Furthermore, there are two types of a practice tables. Official Practice Table An Official Practice Table is a Game Field that follows the official setup standards as listed below (See Setup of the Tables). It will also have a signup sheet with slots in minute increments that teams must follow. All tables brought into the pit areas will be considered Official Practice Tables. Open Practice Table An Open Practice Table is a Game Field located anywhere outside of the Pits, Robot Game, and Judging areas. These tables may meet or exceed the setup standards listed below (See Setup of the Tables). Restrictions on Practice Tables Due to safety and traffic concerns, the following restrictions are in effect: Teams cannot setup any other Game Fields anywhere in the Pits. (This includes laying a Game Field out on the floor.) This also includes any areas directly outside the Pits. Teams will not be allowed to setup practice tables or fields in any part of the event venue that might impede or restrict traffic. Teams must comply with event staff requests to move or dismantle practice tables. Sharing the Tables All Official Practice Tables will include a sign-up sheet. Teams can optionally sign up for Practice Slots before their event using MyCVR. Only a limited number of spots will be available prior to the event. The remaining slots will open after Opening Ceremonies (see Pit Admin). Open Practice Tables are available for anyone to share, and we expect teams to share the tables (regardless of who owns that table). Remember that Gracious Professionalism is a key attribute of every FIRST LEGO League team. Teams that hoard tables excessively may impact their ability to win awards at tournaments. Season Standards Manual Revision (10/30/2017) Page 19

20 Teams that donate their Challenge Kit and/or Table give up rights to claim the table during the event day. The team will be expected to share the table with other teams and follow the same practice table signup rules as all other teams. At the discretion of the Event Coordinator, teams may be able to sign up for some extra practice slots before practice table signups open to all teams (This occurs the morning of the event, after the online signups through MyCVR). Setup of the Tables Dual Locked Models Only Official Practice Tables will have only the field mat and the dual-locked models. These are the models that use the Velcro-like material to affix to the mat. Any free-floating models will need to be brought by the team to the table. Practice tables will be setup to the best of CVR's ability; however, we cannot guarantee that they will perfectly follow the specifications of the Challenge. Programming It is common for teams to need to make programming changes between matches. Robots in the Pit cannot interfere with other Robots over wireless communications. As such, the following rules are in effect throughout the entire event venue: 1. RCX style robots (Yellow Brick) using the infra-red tower must be set to short distance IR AND should be kept in a robot garage. This garage should be a box designed to shield the robot during program downloads. Stray infrared signals can bounce around the room and alter programs on other RCX units. 2. NXT and EV3 based robots must be downloaded via a USB connection. No Bluetooth downloading is permitted anywhere at the event venue. We recommend that teams disable Bluetooth while at an official competition. 11. Robot Game Tables One of the core components of the Challenge is the Robot Game. This is where your team's robot will compete against the clock to score as many points as possible in the 2 and 1/2 minute match. Each team has at least three tries at the table to get the most points possible. The highest score from the day is the one that counts. The next highest score settles any ties. The tables are setup in adjacent pairs as seen in the figure at the right. Each team will run head to head against another team during your match. Some tournaments will have more than one pair of tables and may alternate tables for each match. Be sure to check out the Tournament s page on our website for more information about the number of table pairs at the event. Season Standards Manual Revision (10/30/2017) Page 20

21 Robot Game Clarifications and Questions Teams should CVR with any Robot Game questions. See Section 1 for CVR contact information. The Five Parts of Robot Performance The remainder of this section is separated into the five sections of any robot performance match. Queuing Teams should arrive at the dedicated queue area about 1-2 matches before their scheduled match. (This equates to about 7-10 minutes depending on the event schedule.) Most events will have a dedicated queuing check-in table or volunteer for the Robot Game area. Team must check-in prior to heading to their table queuing line. For events with multiple table pairs, the queuing area may be roped off into separate lines for each table pair. Only Coaches and Team Members will be allowed into the queuing area. Parents and other guests must view from the designated spectator area. Teams will wait in the queuing area until the Referee calls them to the table. Coach Badges must be worn in the queuing area. Only adults wearing the Coach Badge will be allowed in the queuing area. Approaching the Table Teams can bring the following to the table: One robot in compliance with all the Robot Game Rules (optional) A box to store items outside of base (optional) A TV tray to set the box on Do NOT bring the following: Another robot or any other electrics for mission activity, including a computer. Programming must be done in the pits. Any mission models. You must use the ones provided at the table. Only two team members may be at the table at any given time, including before and after the match. The rest of the team must stand behind a designated line (about 3-5 feet from the table). Coaches may not approach the table before, during, or after a match unless to help the team move bulky/large equipment before/after a match (IE: the TV tray or a large box). Before the Match The team should get their robot and all materials set up on the table and get ready to go. Teams will have at least one minute to get their robot ready, but may have more time depending on the schedule of the event. Any additional setup actions as required by the Robot Game are also completed during this time. Season Standards Manual Revision (10/30/2017) Page 21

22 Tables are set up by the Field Reset Crew at the tournament. While they try to set it up to the best of their ability, they are still human and may make mistakes. It is crucial that the team verifies the setup of the field. In the event they feel there is a discrepancy, then they must notify the Referee BEFORE the match starts. Teams are not allowed to touch the field outside of base, except as described in the rules. Once the match starts, the field cannot be changed even if it was setup wrong. The match starts at the end of the countdown sequence. At events run by Central Valley Robotics, the countdown is LEGO! Per the Challenge rules, the official start of the match is defined as the moment the first syllable of LEGO is spoken. Please try to keep any official mission models on the table in view of the Referee. This will help prevent your team from accidently carrying them off with you and make sure the Referee scores them properly. During the Match The match lasts for 2.5 minutes. During this time, only two team members are allowed at the table, with the rest of the team standing back a few feet from the table (usually designated by a line of tape on the floor). Members at the table are called Technicians in the official rules. Other team members will be allowed at the table in the event of a catastrophic robot failure. Team members at the table may swap out with team members standing back from the table. Members may also hold equipment when not at the table to assist with an upcoming mission. Teams will run their robot on the field for the duration of the 2.5-minute match. The robot may return as many times as necessary to Base and team members may only interact with the robot in Base. Interacting with the robot or models outside of Base is not allowed and maybe subject to penalties as described in the Challenge Rules. The match ends right when the buzzer sounds and the Referee will score the field based upon the state of the field when the buzzer started sounding. Teams should stop their robot as soon as the buzzer sounds. Any modifications to the field after the buzzer sounds are ignored. After the Match Once the buzzer sounds, only two team members will remain behind with the referee. The rest of the team (including coaches) must head to the Team Waiting Area to wait for the remaining team members at the table. The team should take as much of their supplies as possible with them (IE: box of materials, TV tray, etc.). Anything on the table should be left alone until the Referee clears the table for reset. Please do not to take any Mission Models with you! The team should not touch the robot or the field unless instructed by the Referee, except for stopping the robot as indicated in rules. Once the Referee finishes scoring the table, he/she will go over the score sheet with the team. Once the team members initial the score sheet, the score is considered final and the referee will clear the field for reset. The team members at the table will collect their remaining robot materials and rejoin their team. Season Standards Manual Revision (10/30/2017) Page 22

23 The Head Referee Teams with any comments or questions regarding their match should consult with the Head Referee(s) for the tournament. Only student team members may talk with the Head Referee. The Head Referee's job is to ensure consistency and fairness throughout the competition. Any decisions made by the Head Referee are considered final. Requesting a Score Verification As mentioned above, the score sheet is considered final once the team members sign the score sheet. In Section 13 of this document, we outline the situations where contesting a score (after leaving the table) can be considered a Core Values Concern. However, there are situations where the score sheet does not get properly entered into the scoring computer. If a team feels that their score sheet was not entered properly, a student team member can approach the Head Referee and request that the score be verified. (Team members, coaches, and parents cannot approach the Scorekeeper) The Head Referee will then decide if a score verification is necessary. All score sheet verifications will occur at the discretion of the Head Referee. Resources and Score Sheet The Robot Game documents and other resources can be downloaded from Judging Sessions There are three judging components to the FIRST LEGO League Challenge: Project, Core Values, and Robot Design. Each session is weighted equally (one-third each) when judges consider teams for the Champions Award. (Robot Game is a component of Robot Design.) Teams are expected to complete the Team Profile online through MyCVR. Judges will use this information to assist in deliberations. (See Section 5 for more information.) Teams must attend all three judging sessions to be eligible for any awards at the tournament. Each team will have a time slot in which to report to their assigned judging block (please follow the signs to your team s room as designated on the Tournament Schedule). Please arrive 5-10 minutes before your scheduled time. The Queuing Staff will help teams get to their scheduled events on time. Teams travel through judging sessions using the Judging Block schedule. This means that teams will attend all three judging sessions in one 45-minute window (with no robot game matches during this time). There will be 3-4 judging blocks at each tournament, so a portion of the teams will be in judging at any given time. In the event of a conflict between the Robot Game match schedule and the judging schedule, teams will attend their judging sessions. The Head Referee will schedule additional matches as needed. Season Standards Manual Revision (10/30/2017) Page 23

24 Each section is briefly detailed below. Teams are not allowed to enter the room prior to the start of their judging session. (No surveying the room in advance.) Teams may be disqualified from that session for entering the room prior to the allowed time. Only Coaches wearing the Coach Badge are permitted to be in the judging rooms. All other adults/mentors must wait outside. Additionally, coaches must sit in the provided chairs during the entirety of the session. Coaches may video record from the provided chairs, as long as the act of video recording is not distracting to the Judges or Team Members. Core Values The Core Values judging session evaluates the unity and teamwork skills of each team. When the team enters the room, the judges will present a teamwork challenge. The team will then be observed for five minutes and evaluated on how well the team works together. The team does not necessarily need to complete the challenge in five minutes; they just need to attempt it. Some sample items that the judges will look for: Does the team collect ideas as a group to solve the problem, or does one person take charge and only follows their idea? Does the team work jointly on the problem, or split of into separate groups to problem solve on their own? Does one member do all the work, or does every member contribute to the problem-solving process? After the five minutes have passed, the judges will interview each team for the remainder of the session. They will ask the team about their season and their experiences working as a team. They also will look at how effective a team is at getting other teams and individuals excited about science and technology while gaining awareness and understanding about the world and themselves. Finally, the judges will evaluate the teams understanding of Gracious Professionalism and the Core Values. Rubrics and Resources The rubrics for the Core Values session can be downloaded from Core Values Poster The Challenge Guide details a tool called the Core Values Poster for the Core Values Judging Session. Central Valley Robotics does not use the Core Values Poster, and we recommend teams do not prepare a poster for judging sessions in our area. Robot Design The Robot Design judging session evaluates the team's Robot characteristics and performance. Each team must bring their robot(s), any and all manipulators, and a printed copy of code to this session. Season Standards Manual Revision (10/30/2017) Page 24

25 If a team has multiple robots, all robots must be presented during the session. To assist the judges in deliberations, also upload a picture of your robot to the Judging Profile on MyCVR. (See Section 5 for more information) When the team enters the room, the judges will introduce themselves and start the process of interviewing the team. Each Robot Design judging session will be slightly different as judges begin interviewing each team. It is important to note that judges have a set of criteria to evaluate, but each set of judges might use a different process to get there. Additionally, the uniqueness of each team and robot also causes different experiences for each judging session. The judges will interview each team asking how the robot was built, where the design originated, what are the unique characteristics of the robot, etc. Robot Design Executive Summary The Challenge Guide details a tool called the Robot Design Executive Summary for the Robot Design Judging Session. Central Valley Robotics does not use the Robot Design Executive Summary, and we recommend teams do not prepare a summary for judging sessions in our area. Project The Project judging session evaluates the team's Project research and presentation. Teams will present their research, solution, and how they shared with the community to the Project judges at the tournament. More information about the project is available on Each team will be allotted 5 minutes to setup and present their research project. The timer starts when the team enters the room. There will be a 5-minute Q&A session following your team s presentation, for a total of 10 minutes in the Project judging room. Please do everything you can to make your presentation, portable, mobile, and easy to setup and take down, as the time constraints in the judging rooms are very tight. For the Project judging session, Coaches may assist with setup of bulky or large objects prior to sitting in their required chairs. Once the judges have dismissed the team, Coaches may assist with cleanup of bulky or large objects. (Note: this is not a full exemption from any Coach Involvement concerns. Excessive setup assistance may result in investigative action from event officials.) There may be a power cord to provide power for any electronic equipment. See the Event Page on our website for more information. No other equipment will be provided (i.e. projector, screen, computers, etc.). Additionally, there is no guarantee that event sites will provide internet access for team use. If a team s project relies on internet access, we encourage them to have a backup plan if internet access is not available. At some events, judging sessions will take place in classrooms. Teams are not allowed to use any materials in the room that are owned by the venue or school site. There are three key components to the Project. To be eligible for Project Awards, Advancement, or Champions Awards, teams must demonstrate the following three components: Season Standards Manual Revision (10/30/2017) Page 25

26 1. Research and Identify a problem 2. Create an innovative solution to the problem. 3. Share your research and solution outside of the team. Teams must share before the event day. Rubrics and Resources The rubrics for the Project session and other resources can be downloaded from Global Innovation Award Nomination For the 2017 Season, Central Valley Robotics will be implementing a regional variation to the Global Innovation Award process used in prior seasons. This process includes a nomination at the qualifying level and a separate judging process at the Championship. This allows all teams in the region to compete for the Global Innovation Award Regional Nomination and compete for chance to win the Global Innovation Award. Learn more on our website here: Awards We recognize teams with highest achievement with trophies. The judging volunteers at the tournament deliberate almost all of the Core Awards. Common exceptions are the Robot Performance Award and Volunteer Award. The award structure is dependent on the number of teams that attend the tournament. The Award Structures for events in Central California are listed in Appendix 1 in Section 15. Advancement Policy 2017 Version FIRST LEGO League defines an advancement policy used at all official events around the world. The full policy can be found on our website here: Core Values and Deliberations As stated in the Coach Agreement, all team members, coaches, and parents are expected to uphold the Core Values at all times on event day. Additionally, FIRST LEGO League is built on the fundamental idea that the kids do all the work. Should the need arise at events, FIRST has defined a specific workflow when dealing with Core Values Concerns. For more information about how CVR handles Core Values Concerns, please see the process outlined in Appendix 2 in Section 16. Awards at FIRST LEGO League events are determined through a deliberative process that is based around group discussions with every judge at an event. The process is unique in that it generates no numerical scores for each category. To learn more, please see the process outlined in Appendix 3 in Section 17. Season Standards Manual Revision (10/30/2017) Page 26

27 14. After the Tournament Once the tournament is complete, it is time to relax and celebrate! Review Results CVR will post all award winners and final Robot Game rankings to our website as an official record of the results for each event. The judging rubrics are usually available online within a week following the conclusion of the tournament. See your MyCVR account for more information. What can CVR release for each event? FIRST limits the information that CVR can release to teams. CVR is not allowed to release any information regarding judging deliberations or overall team rankings. All Official Events must adhere to this policy. Please contact FIRST for questions on this policy. Advancing to the Next Level Teams that qualify for the next level of competition should keep meeting and prepare for the next level of competition. Coaches will be notified during Closing Ceremonies regarding how to register for their next tournament. Instructions can also be found on the back of the Advancing to Championship Certificate received during Closing Ceremonies. Feedback to CVR CVR values input from teams to help make the next season even better. Be sure to complete the surveys sent out to all teams. This includes the event specific surveys as well as the overall season survey. The survey links will be available through MyCVR and ed out to all primary contacts for every team. Season Standards Manual Revision (10/30/2017) Page 27

28 15. Appendix 1 Award Structures Qualifiers (* Note: FIRST LEGO League Standards require that approximately 30% of teams receive an award at an event. Therefore, CVR reserves the right to alter the number of trophies given out at an event depending on the number of teams that check-in at an event.) Core Awards Award Name Award Description Places Given* Champion s Award The Champion s Award is a culmination of a team s 1 st place performance in the three Challenge areas: Robot Design, 2 nd Place Project, and Core Values. This award will be determined by the judges and awarded to the team that was the overall best team at the event. This award recognizes a team that embodies the FIRST LEGO League experience, by fully embracing our Core Values while achieving excellence and innovation in both the Robot Game and Project. Robot Performance Award Robot Design Award Project Award This award recognizes a team that scores the most points during the Robot Game. Teams have a chance to compete in at least three 2.5-minute matches and their highest score counts. This award recognizes a team that excels across the Mechanical Design, Programming and Strategy & Innovation categories. This team uses outstanding programming principles and solid engineering practices to develop a robot that is mechanically sound, durable, efficient and highly capable of performing challenge missions. This award recognizes a team that excels across the Research, Innovative Solution and Presentation categories. This team utilized diverse resources for their Project to help them gain a comprehensive understanding of the problem they identified, develop a creative, well-researched solution and effectively communicate their findings to judges and the community. Core Values Award This award recognizes a team that excels across the Inspiration, Teamwork and Gracious Professionalism categories. This team displays extraordinary enthusiasm 1 st place 2 nd Place 1 st place 1 st place 1 st place Season Standards Manual Revision (10/30/2017) Page 28

29 Other Awards and spirit, knows they can accomplish more together than they could as individuals, and shows each other and other teams respect at all times. Award Name Award Description Trophies Given* Judges Award During the course of competition, the judges may 2 encounter teams whose unique efforts, performance or dynamics merit recognition. Some teams have a story that sets them apart in a noteworthy way. Sometimes a team is so close to winning an award that the judges choose to give special recognition to the team. Judges Awards allow the freedom to recognize remarkable teams that stand out for reasons other than the Core Award categories. Volunteer Award The FIRST programs would not exist without its volunteers. This award honors an extraordinary volunteer whose dedication to the FIRST LEGO League Program has improved the experiences of team members and other volunteers at this event. 1 Championship Core Awards Award Name Award Description Places Given* Champion s Award (Same as Qualifier Award Description) 1 st place 2 nd Place 3 rd Place Robot Performance Award Mechanical Design Award Programming Award Robot Design Awards This award recognizes a team that scores the most points 1 st place during the Robot Game. Teams have a chance to compete 2 nd Place in at least three 2.5-minute matches and their highest 3 rd Place score counts. This award recognizes a team that designs and develops a 1 st place mechanically sound robot that is durable, efficient and highly capable of performing challenge missions. This award recognizes a team that utilizes outstanding 1 st place programming principles, including clear, concise and reusable code that allows their robot to perform challenge missions autonomously and consistently. Season Standards Manual Revision (10/30/2017) Page 29

30 Strategy & Innovation Award Research Award Innovative Solution Award Presentation Award Inspiration Award Teamwork Award Gracious Professionalism Award This award recognizes a team that uses solid engineering practices and a well-developed strategy to design and build an innovative, high performing robot. Project Awards This award recognizes a team that utilizes diverse resources to formulate an in-depth and comprehensive understanding of the problem they have identified. This award recognizes a team s solution that is exceptionally well considered and creative, with good potential to solve the problem researched. This award recognizes a team that effectively communicates the problem they have identified and their proposed solution to both the judges and other potential supporters. Core Values Awards This award celebrates a team that is empowered by their FIRST LEGO League experience and displays extraordinary enthusiasm and spirit. This award recognizes a team that is able to accomplish more together than they could as individuals through shared goals, strong communication, effective problem solving and excellent time management. This award recognizes a team whose members respect each other and other teams at all times. They recognize that both friendly competition and mutual gain are possible, on and off the playing field. 1 st place 1 st Place 1 st Place 1 st Place 1 st Place 1 st Place 1 st Place Other Awards Award Name Award Description Trophies Given* Judges Award (Same as Qualifier Award 3 Description) "Make It Loud" Award This is an optional award that 1 recognizes an individual or organization that has contributed the most in increasing the awareness of FIRST LEGO League in the Central California Area. Volunteer Award (Same as Qualifier Award Description) 2 Season Standards Manual Revision (10/30/2017) Page 30

31 16. Appendix 2 Core Values Concerns and the Disqualification Investigative Process As mentioned in Section 13, teams are expected to uphold the Core Values during the entire season, especially at a tournament. This section details the types of issues and the consequences, as well as the investigative process used by CVR when issues arise at a tournament. Types of Core Values Concerns and their Consequences The list below is broken into two categories: Orange and Red level behaviors. Orange Level Concerns These behaviors are considered minor violations of the Core Values and when observed, are delivered to the Judge Advisor for the event for further investigation. For valid and proven claims, Judges will use records of orange level behaviors when deciding between teams for awards. Examples of Orange Level Concerns Team or Adult Behaviors o Hostile or aggressive behavior o Disrespect toward others o Poor sportsmanship o Bullying o Inappropriate language or topics of conversation Adult Intervention o Adult handling of the robot, computer, or other materials o Adult using a computer. (Further investigation required to determine if the coach was programming a robot.) o Team members cannot answer questions or demonstrate understanding of their work. (Unclear situations or Judges intuitions remain Orange without additional evidence.) o Adult speaking in judging sessions. (Occasionally there is an obvious and appropriate reason). o Adult attempting to appeal Robot Game scores Red Level Concerns These behaviors are considered major violations of the Core Values and when observed, are immediately reported the Judge Advisor for further investigation. The Judge Advisor will contact CVR as part of the investigation. For valid and proven reports, the Director of Central Valley Robotics will authorize the offending teams to be disqualified from the event (including all awards) Season Standards Manual Revision (10/30/2017) Page 31

32 and all Robot Game scores may be zeroed at the discretion of the Head Referee and/or Director of Central Valley Robotics. These situations are very rare in this program. This policy exists in the event an unfortunate situation does occur. Central Valley Robotics staff will be involved in all reports of Red Level Concerns. Examples of Red Level Concerns Team or Adult Behaviors o Criminal behavior (stealing, vandalism, physical fights, etc.) o Clear evidence of serious bullying or abusive behavior o Clear evidence an adult did the work for the team o Adult intervention does not stop after a direct warning o Clear evidence of cheating or intentionally negatively impacting another team s experience The Disqualification Process In rare circumstances, behaviors or choices by a team or its members may lead to a partial or full disqualification. CVR does not take this process lightly and defined a process that is used to help ensure fairness and transparency. CVR trains our event staff to do their best to try to investigate all reports to help ensure fairness for all teams. Types of Disqualifications There are two main types of disqualifications: Core Values (discussed above) and Challenge Rules. A challenge rules violation occurs when the required aspects of the challenge are not met, some examples are: Robot Materials Rule violation: too many motors or other limited items. Project Incomplete: failure to demonstrate all three aspects of the project (Problem, Solution, and Sharing with the community) during the Project judging session. Note: teams need to share with the community prior to sharing with the judges at an event. Project Off-topic: a team s project does not properly address the challenge topic. The Investigative Process CVR treats all reports the same and attempts to investigate all reports received. The Program operates on the benefit of the doubt and CVR attempts to avoid making assumptions or conclusions that are detrimental to a team unless we have clear and accurate proof. If the Head Referee or Judge Advisor receives a report from a Team Member or Event Staff, they will proceed to investigate the claim to the best of their ability. For example, in the event we receive a report of a coach programming the robot, we must first investigate to ensure that the coach was actually programming on the computer or was just simply checking their . We must attempt to answer the following questions: to what extent did the Season Standards Manual Revision (10/30/2017) Page 32

33 coach use the software? Were they showing a student where to find a block, or were they adding the block themselves? Here are some other situations: If we see a coach handling the robot: is the coach overstepping their bounds or were they asked by the kids to investigate a problem they themselves could not solve? If a project judge reports that a team did not meet the project requirements: did they attempt to touch all the required parts (identify problem, find solution, and share)? CVR must be able to say with certainty that the team did not meet a requirement prior to the event day. (Note: judges cannot truly count anything the team pledges to do in the future. All three components should be completed prior to event day) If a project judge reports that a team is off-topic: is there no way that we can make their project fit the topic? Did some part of the presentation get misinterpreted? The Judge Advisor or Head Referee will proceed to interview staff members or judges to ensure that they have an accurate picture of the event that occurred and make the fairest call possible. Some examples: In the event that a team used illegal parts during a match on the official playing fields, the Head Referee will decide if the team should have the match and any previous matches zeroed, as well as determine what will happen regarding future matches. Regardless of the Head Referee s decision, the incident will be reported to the judges during deliberations and therefore may affect award consideration or advancement. In the event of a coach handling/programming the robot, the Judge Advisor will determine if the violation falls under either Orange or Red Level and take appropriate actions to notify the judges during deliberations. The Incident Report CVR has an incident report that will be used to record a Core Values or Challenge Rules incident at official CVR events. The Event Staff will make every attempt to deliver this report to the team prior to closing ceremonies and deliver a copy to CVR for official records. The Incident Report represents the final decision on the investigation and cannot be appealed onsite. Following the event, teams may contact CVR for further discussion on the contents of the Incident Report. A copy of the Incident Report is shown on the following page. Season Standards Manual Revision (10/30/2017) Page 33

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