2017 New Zealand VEX Robotics EDR National Championships VOLUNTEER HANDBOOK STARSTRUCK

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1 2017 New Zealand VEX Robotics EDR National Championships VOLUNTEER HANDBOOK STARSTRUCK

2 Welcome Welcome to the 2017 New Zealand Nationals Volunteer Handbook! Thank you for taking the time to sign up to become a volunteer for the 2017 Nationals. We are very grateful for all your help during this event. Here, we will provide all the information you will need for volunteering as well as outlining some of the roles we have and how they work. Volunteer Expectations Roles Arrive with a cheerful and willing attitude so we can help the participating students have a great experience. Be flexible and open to helping other volunteers if they need assistance. Dress appropriately for the robotics events. Wear comfortable clothing and closed in shoes. Field reset volunteers need to wear socks while on the competition field. Registration Report to Competition Director Greets teams and checks off their attendance. Ensures that teams arriving know that they need to be inspected. Inspector Report to Head Referee Conduct inspections of robots to verify that they meet competition requirements. All inspectors must read and understand the rules pertaining to robots before the competition. These can be found both in the current game manual, and through the checklist here. Referee Report to Head Referee The most important role of the referee is to correctly interpret and consistently enforce the rules of the game. Referees make quick decisions and project authority. Referees are confident, good-natured, consistent, and willing to prepare properly. If you have this role, you will be contacted with some resources to help you prepare. Head Queuer Report to Competition Director Helps keep the event running on time by getting teams to the competition area on schedule. Works at the pit information table to monitor the schedule. The Head Queuer is responsible for keeping close track of what teams are in the queue and guides the teams on deck, directing them to the appropriate areas to prepare for matches. Queuer Report to Header Queuer Tracks down teams as directed by the Pit Manager or Pit Assistant and queues them for the competition area. 2

3 Field Support Ensures that everyone is set up correctly and on time for the match to start, and that all starting configurations and preloads are legal. During a match, will help any teams with VEXnet issues, if need be. Field Reset Reset the game playing field after each match. Field diagrams will be available for reference. Scorer Their job is to score matches quickly and accurately. Will be trained by TM operator. Two scorers for each division score each match independently, and then compare results to confirm. One scorer then sends the score to the server. Training will be available, but check with head referee regarding any uncertainties. Please bring a fully charged mobile device with the Event Manager application installed on each day you are scoring. A charging cable may also be advantageous, depending on the battery life of your device. If this is not possible, contact Volunteer Director to make other arrangements. Live Scorer Watches each match and keeps a live tally of scores in their half of the field to provide a graph of scores throughout the match for the live stream. Uses the live scoring app on provided phones. This role requires a basic understanding of the scoring process, so reading through the Scoring section of the manual would be an advantage. Commentator Will do the play by play and will announce the games as they start. Responsible for maintaining an upbeat atmosphere at the event and announces all teams for the matches. Pit Support Wanders around the pits helping any team that may require their assistance. They must be knowledgeable about the VEX system and can help solve any problems required of them. If they notice a robot may need re-inspection, they should notify the head referee so that inspection can be organised. Make sure teams competing are doing ok and enjoying themselves, not stressing too much about things not going to plan! Volunteer Director The responsibility of the volunteer coordinator is to supervise volunteers at the event. The Volunteer Coordinator will communicate schedules and expectations to all recruited volunteers. This person should be available for lost and/or confused volunteers to report to. General Usher These volunteers are available to step in to help or provide relief for other roles where necessary. First port of call this year will probably be helping at the skills fields. 3

4 Skills Supervisor Run the driver and programming skills challenge fields. This will include using TM, supervising runs, scoring, and ensuring that fields are reset correctly before the start of each run. Need to be very familiar with the game rules and able to ensure that teams are following them. Report to the head referee for any questions on rules. Judge Usher Intended to keep the awards ceremony running smoothly and erase delays. This person is responsible for bringing the judges to the volunteers seating roughly 5 minutes before their award is announced. Also, ensure that they have their award scripts. Food & Drink Food is not permitted inside the venue at any point as per the contract with Massey University. Food will be provided during the event outside the venue for volunteers. Please contact the Volunteer Director if you have any dietary requirements. Water will be provided and volunteers can bring in water bottles during the event however they must have some form of a cap. Health & Safety Due to the New Zealand Health and Safety laws, all volunteers in the event will be required to sign the KIWIBOTS consent form. Volunteers should also be on the lookout for any risk or potential hazard as these should be reported to the Event Director or National Manager as this will help ensure KIWIBOTS provides a safe event. Volunteers who do not sign the consent form will be unable to enter the venue until they do sign this form. Parking Free onsite parking is available for volunteers in the large recreation centre gravel carpark. Volunteers must place the permit in their cars dashboard as unmarked cars may risked being clamped. Please note that parking in other locations or behind the recreation centre is prohibited and can also result in your car being clamped. If you are unsure, please contact the Volunteer Director. 4

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