Talk with
Jim. Some of this is not fully updated for 2008.
MONDAY, THE WEEK OF THE TOURNAMENT
1. WE WILL START AT 4PM. I
EXPECT TO GO TO 11PM.
2. Get the Tournament Supplies Sheet
and setup the necessary boxes (go shopping with Jim or on own to do this).
TOURNAMENT SUPPLIES SHEET--PRINT THIS!
3. Bring supplies to the Debate
and IE Tabrooms
4. Setup the Printer Helpers to
print Packet Materials and Ballots. Click here for
Printing Info
1. WE WILL START AT 4:30PM AND
I EXPECT TO GO TO 11PM—MAYBE A BIT LATER.
2. Get copies of each school’s
entry from Jim.
3. Input Entry Info into the
Excel Fees Spreadsheet. When you are finished with this—tell Jim and give him
the Spreadsheet.
4. Work with the IE Ballot
Staplers and tab room to get the ballots stapled
5. Work with the Student and
Judge Certification Checkers to get an accurate list of who needs to be
certified.
1.
Get the Student Certification List from Jim
2.
Doublecheck it
against the entries
3.
Anyone who is entered but has not been certified
should be circled/highlighted
4.
Circle/highlight kids who need to be certified in a
list for each school that will be easy for the Registration person to identify
quickly. THIS IS THE STUDENT CERTIFICATION SIGN-IN SHEET.
THURSDAY 3PM
Get the Packets
Get the Payment Sheets
Get the Receipt Sheets
Get the Student Certification Sheets that students
need to read. See Jim for this.
Get the “Whitman Judging Information Sheets” ask
JIM
Print 30 copies of the add/drop/change forms: 102adddrop.doc
GET THESE TO THE RIGHT PEOPLE AT HUNTER FOYER
Make sure you have cash for handling change with registration and for
the Olin Guide who will need 7 ones and $3 in quarters, dimes, and nickels.
1. Assist JIM as needed to move
to Hunter Foyer.
2. Ask Jim to print the Posting
Sheets; he needs to give those to the posters
THURSDAY WORK WITH JIM AND THE HEAD REGISTRATION PERSON
COMPLETE THIS BY 4PM AT THE VERY LATEST
1. MAKE SURE THE TABLES ARE
SETUP THE WAY JIM WANTS THEM
2. MAKE ONE LINE FOR EACH OF
THE PAYMENT SHEETS (WITH SCHOOLS BEGINNING WITH SAY “A-B” and “C-E” etc.); YOU
MUST HAVE 12+ LINES or things just get too backed up.
3. MAKE SURE REGISTRATION SIGNS
ARE POSTED stating what letters/schools should go to which line.
4. Be sure that we have
map-schedules available for people.
5. SETUP THE STUDENT
CERTIFICATION LINES with Jim. Have the student certification sheets and a sign
page for each line. MAKE SURE A SIGN IS
POSTED FOR THIS.
6. I WANT A LINE FOR ADDS AND DROPS. Set this up with Jim. WE NEED A DEBATER TO
HANDLE THIS WITH A COMPUTER—READY TO INPUT ADDS AND
DROPS TO SEND TO THE TAB ROOMS.
7. CONFIRM WITH JIM THAT YOUR
SETUP IS CORRECT.
THURSDAY 4 TO 4:45PM
Do
whatever Jim says needs to be done which will be tons of random things.
THURSDAY AT 4:45PM
AT 4:45PM, THE BALLOTS WILL COME OUT—HELP JIM WITH
THIS.
· BE SURE TO SEE JIM; HE IS IN CHARGE OF POSTING AND
BALLOT DISTRIBUTION
·
Get copies of
all postings for the round and tape them to your table
·
(if you don't tape them, people will take them). USE BLUE
TAPE!!!
·
Put ballots
out—SPREAD THEM OUT!
· Policy
ballots should be spread out over 3 tables; AND THEY NEED TO STAY IN A CONSISTENT SPOT
· LD ballots
should be spread out over 2 tables; AND THEY NEED TO STAY IN A CONSISTENT SPOT
·
IE ballots should be spread out over 3
tables AND THEY NEED TO
STAY IN A CONSISTENT SPOT
·
DO NOT put
ballots out on the same table at which you collect ballots from judges. Doing so
will cause too much congestion.
·
Begin
distributing the ballots WHEN JIM SAYS TO DO SO. If Jim is not there and it is
time to distribute per the schedule, you may post and distribute.
·
If someone
picks up someone else's ballot--you MUST change the name on your copy of the
posting. THIS IS VITAL so that we can track judges if something goes wrong. THIS
ALSO lets us identify which judges are not picking up their ballots so we can
charge them.
· 5 MINUTES AFTER A ROUND IS SUPPOSED TO BEGIN, HAND
OUT BALLOTS TO STANDBY JUDGES EXCEPT CHAMP DIVISION LD AND POLICY MUST BE
HANDLED BY JIM.
·
Again, change
the name on your copy of the posting to reflect new judge's name.
·
FOR CHAMP LD
AND POLICY, Jim needs to handle this so that we avoid giving struck judges
ballots.
·
If you are
having a hard time giving the ballots out--start shouting out the judges’ names
on the ballots; go around the building and look for coaches without ballots.
COMMON QUESTIONS:
Judge says: “I have judged that team already.” Generally this should not happen. Give this judge a
different ballot. NOTE: A JUDGE CAN SEE a team in elims
that he or she judged in preliminary rounds.
Judge or students say “The room is being used by
other debaters.” 1) Try to get Jim
to solve this; 2) Put them into the coat room in Cordiner
or a space in Reid in a corner but NOT the second floor AFTER you MAKE SURE all
the contestants and judge are there or there is a sign on the “old” room
clearly stating where to go (the sign should be made by you and should state it
applies only for this round).
Student says “I have a bye and was told to wait at
the ballot table.” Say thanks and
tell them to hang out near the ballot table for 15 more minutes; if they hear
nothing within that time, then they do not debate during that round. Jim will
assign them a round if it is possible/needed.
Lost and Found? Right here at Ballot Distribution—you and Jim—take
care of that.
Always, always be nice. Be kind and friendly.
These kids and coaches need that.
·
Keep a list of
judges who did not pick up their ballot. THIS IS CRITICAL SINCE WE NOW CHARGE
JUDGES FOR MISSING BALLOTS OR WHO ARE LATE.
·
Give the list
to Jim immediately after all the ballots have been distributed.
DURING THE TOURNAMENT
1. Please watch students in
Reid to make sure that they are keeping things clean.
2. Help clean Reid—get the
Ballot Collectors and clean Reid between ballot distribution/collection times.
3. Inform Jim if there are
problems.
4. Assist with items as Jim
directs and as is needed by participants.
5.
Assist with ballot
collection and distribution; Take ballots as necessary.
THURSDAY NIGHT AS THE LAST ROUND
BALLOTS COME IN
Get students
to do the ballot stuffing.
Get students
to clean and straighten out Reid.
Make sure Reid is cleaned up.
Thursday night, all classrooms and residence hall rooms should be cleaned.
FRIDAY MORNING
1. SETUP THE 1 REGISTRATION
CHECK-IN LINE with Jim
2. SETUP THE STUDENT
CERTIFICATION LINE with Jim—This is for IE only
students that registered on Friday.
3. Be sure that we have
map-schedules available for people.
FRIDAY
EVENING—get students to do the ballot stuffing. Again, doublecheck it. Get rooms cleaned up especially in
Reid.
1. MOVE MOST OF THE TABLES OUT
OF THE WAY in Cordiner Foyer
2. Lay out the elim ballots so they are spread out and do not create a big
traffic jam
3. Make sure the packets are
laid out behind the ballots and that coaches can grab them and easily exit BUT
ALSO SET IT UP TO ENCOURAGE JUDGES TO PICK UP THEIR BALLOTS
4. Have
Whitman people at the EXIT doors ON THE SIDES OF CORDINER AUDITORIUM NEAR THE
FRONT reminding judges to check the ballot table AND AT THE DOORS EXITING
CORDINER FOYER—YOU NEED 5 PEOPLE TO DO THIS!
1. Make sure the trophies get
taken to Olin 130
2. Make sure the
computers/printers/un-picked up packets get to Olin 155—OLIN 155 BECOMES OUR
NEW TAB ROOM
3. Bring manilla
envelopes for a second set of packets for schools
1. Make sure the trophies get
setup properly in the front of Olin 130
2. Make a second set of school
packets so we can put remaining elim ballots into
these packets.
3. Setup a ballot table in the
Olin Foyer
4. Cleanup the pizza boxes
5. BE MONITORING THE OLIN FOYER
FOR COLLEGE STUDENTS TRYING TO GET HIGH SCHOOLERS TO THEIR DORM ROOMS TO GET
DRUNK, ETC.
Confront them nicely and tell them to leave and call Security and tell Jim if
this is happening.
Assign students to cleanup. Parli
students/those not judging policy finals handle cleaning after the last LD
round is over.
Get all of the stuff together with Jim and bring it
over to Hunter.
SUNDAY--THE DAY AFTER THE TOURNAMENT
1. Meet JIM at his office to
work from 1 to 6 p.m.
2. Record items/results
3. Put things away
4. Help with various and sundry
items
MONDAY AND THE WEEK RIGHT AFTER THE TOURNAMENT
You
will need to make an effort to retrieve lost and found items and to send them.
When
you get an email from someone, you need to do this:
--make
sure they give you their mailing address
--contact
all division secretaries (science, olin, maxey); reid
(summer singer); residence life (
--they
must pay for mailing their items. Any item requiring more than $10 must be
pre-paid.
--if
they want an item rushed—remind them that it will be costly especially if it is
a heavy/large item (I have seen items cost $70 to ship that are rushed)
--handle
these items IMMEDIATELY. Confirm to jim
and to the person involved as soon as you have the item. Second confirmation
when you have actually mailed the item.