diff --git a/docs/competition/teams/competition-preparation.md b/docs/competition/teams/competition-preparation.md new file mode 100644 index 00000000..00b13aeb --- /dev/null +++ b/docs/competition/teams/competition-preparation.md @@ -0,0 +1,11 @@ +--- +original: + authors: Fiona Gillan + url: https://github.com/fgillan/sr-team-coord/wiki/Competition-preparation +--- + +1. Teams should bring some laptops as we will not be providing any computers/laptops. +2. Teams should bring any tools that they require to work on their robot while at the competition as we will not be providing any tools. +3. All of the kit must be returned at the end of the competition (including the white box it comes in). If a team wishes to keep the kit for a little longer they must email info@studentrobotics.org ASAP to request a loan extension. Any team that has not been granted a loan extension before the start of the competition will have to return all of the kit before they leave on Sunday. +4. Teams should have a good read of section 2.8 and Appendix B of the rules (Safety regulations). All robots will undergo a safety inspection and will not be allowed to compete until they pass this inspection. +5. Please do let us know if your team has any special requirements with regards to disability access or other matters that need to be accommodated. diff --git a/docs/programme/README.md b/docs/programme/README.md index 5c0b8a09..09f95c80 100644 --- a/docs/programme/README.md +++ b/docs/programme/README.md @@ -10,7 +10,7 @@ to have their own sections. ## Timeline * Kickstart, usually around October/November -* Tech Days, to help teams throughout the year +* [Tech Days](./tech-days.md), to help teams throughout the year * [Competition][competition-event], usually a weekend in April [teams]: ../teams/README.md diff --git a/docs/teams/tech-days.md b/docs/programme/tech-days.md similarity index 90% rename from docs/teams/tech-days.md rename to docs/programme/tech-days.md index 7b7a4970..20bcaec7 100644 --- a/docs/teams/tech-days.md +++ b/docs/programme/tech-days.md @@ -3,7 +3,7 @@ original: authors: Fiona Gillan url: https://github.com/fgillan/sr-team-coord/wiki/Tech-Days --- -Work needs to be done to produce guidance for LTCs about how to organise a Tech Day. +Work needs to be done to produce guidance about how to organise a Tech Day. Feedback questions for Tech Days: diff --git a/docs/teams/README.md b/docs/teams/README.md index 861027ca..13a7de93 100644 --- a/docs/teams/README.md +++ b/docs/teams/README.md @@ -6,5 +6,5 @@ them. Generally a single person (the Team Coordinator) takes on the overall responsibility for teams, though during the competition year it is often -advantageous to delegate geographical areas to other volunteers to ensure prompt +advantageous to delegate to other volunteers to ensure prompt responses to enquiries and avoid overloading a single person. diff --git a/docs/teams/after-competition.md b/docs/teams/after-competition.md index dbfdb82b..d0fdd1b8 100644 --- a/docs/teams/after-competition.md +++ b/docs/teams/after-competition.md @@ -3,14 +3,6 @@ original: authors: Fiona Gillan url: https://github.com/fgillan/sr-team-coord/wiki/After-competition --- -## Kit Return - -* Coordinated by Kit Coordinator who will produce a list of unreturned kit following the competition, including those teams who have applied and been granted a Kit Extension. - -* Email LTCs with a list of their teams who still have their kit and ask them to contact the Team Leader for contact details of where to send the Kit Return Pack to. They should pass on these contact details to the Kit Coordinator who will send a Kit Return pack to the team. - -* This process may require repeated prompting from the Team Coordinator to the LTCs, and from the LTCs to the Team Leaders to ensure kit is all returned as promptly as possible. -When the Kit Extension time as elaspsed Kit Coordinator will notify Team Coordinator who will alert relevant LTC to inform the teams concerned and obtain contact information for sending the Kit Return pack. ## Miscellaneous tasks related to Teams @@ -26,6 +18,8 @@ Include information/link requesting completion of Team feedback form and advise ## Write to the organisation associated with teams who dropped out without notifying SR in advance. +This email only needs sending if teams don't respond to initial rounds of chaseup emails. + Example of email sent to non-informed dropout teams in 2017: > Dear Head Teacher, @@ -40,10 +34,4 @@ Example of email sent to non-informed dropout teams in 2017: ## Feedback -The Team Coordinator should seek feedback from the Team Leaders, LTCs and Mentors on their experiences and consider updating and refining processes. In addition, the Team Coordinator should also reflect on own processes and update and refine as appropriate. The Team Coordinator should liaise with relevant members of the SR team to improve processes. - -## Update Team Archive - -Update Team Archive document with outcome of teams from this year's competition, i.e. whether dropped out (and when) or competed. - -Ideally this Archive would capture more and different types of information from each team during the SR programme which would be a relevant and useful resource for future years. This would help to generate statistics about the teams involved in SR each year which would help to identity trends and to inform future organisation of SR. +The Team Coordinator should seek feedback from the Team Leaders on their experiences and consider updating and refining processes. In addition, the Team Coordinator should also reflect on own processes and update and refine as appropriate. The Team Coordinator should liaise with relevant members of the SR team to improve processes. diff --git a/docs/teams/allocating-teams.md b/docs/teams/allocating-teams.md index 6e1ec1b8..65e8960f 100644 --- a/docs/teams/allocating-teams.md +++ b/docs/teams/allocating-teams.md @@ -3,69 +3,37 @@ original: authors: Fiona Gillan url: https://github.com/fgillan/sr-team-coord/wiki/Allocating-teams --- -## Allocating Teams -* Transfer data from the Google Form of Team Applications into spreadsheet, and populate new spreadsheet ‘SR Year Teams’ with following info, in chronological order: - * Team Leader Name - * Email address - * Phone number - * Organisation - * Organisation address - * Organisation postcode - * TLA - * Rookie - * LTC - * LTC Area - * LTC Email address +# Allocating Teams +### Required information -* Remove duplicate applications, keeping a record of the duplicate applications in case it is possible to allocate more than one team to an organisation. -* Consult Team Archive to establish whether the team is (i) a rookie, (ii) obtain previous TLA. -* If rookie team, need to allocate a new TLA, taking care to ensure that it has not been used previously. +When collecting information from teams, the following information must be collected: + * Team Leader Name + * Team Leader Email address + * Team Leader Phone number + * Organisation + * Organisation address + * Organisation postcode + * Desired kickstart location + * Whether the organisation would benefit from a second kit / team -* Plot geographical location of allocated teams using postcode. -* Plot geographical location of LTCs. -* Divide teams up aiming for geographical areas with equal numbers of teams in each LTC area. -* Enter the LTC information on to ‘SRYear Teams’ spreadsheet. +Once teams have been registered, allocate them a TLA. This TLA must be unique for all teams this competition year, be based roughly on their organisation name, and not be construed for rude language. If a team has competed before, re-use their previously allocated TLA. If a TLA was previously given to a different organisation, calculate a new one. +If this is the first year a given institution is competing, they are considered a rookie. This should also be noted with the rest of their team information. -* Produce spreadsheets for relevant people: -* ‘User account info’ including: Team Leader Name, Team Leader Email address, Organisation, TLA. Share with person in charge of user account info. -* A spreadsheet for each LTC containing the info for the teams for whom they are responsible: Team Leader Name, Email address, Phone number, Organisation, Organisation Address, Postcode, TLA, Rookie. -* ‘Kickstart Teams’ for Kickstart Coordinator: TLA, Organisation, Postcode, LTC Area, LTC, LTC Email address. +## Confirming places -* Send ‘Team Leader Intro’ email via MailChimp to successful Team Leaders including following information: - * Kickstart info - * User account info - * Inform re. TLA (using info from ‘SRYear Teams’ spreadsheet) - * Inform re. allocated LTC - * Advice re. seeking help – i.e website, forum, LTC, Mentor, Team Coordinator - * Explain re. SR being a volunteer-run organisation. +Once signup has closed, teams need to be informed they have a place in the year's competition. -## Example of email sent in 2017 +If possible, confirm places in batches before the deadline, rather than all at once after the deadline. This provides an incentive for signing up sooner, as it confirms places quicker, enabling team leaders to organise kickstart trips with more notice. -> Congratulations – your team has been allocated a place for Student Robotics 2017! (I am aware that you may have applied for more than one place as you were hoping to have more than one team, however, due to demand for this year’s competition we have only been able to allocate one team per organisation.) -> -> So, what happens next? -> Our volunteers are busy planning this year’s Kickstart event where you will be introduced to the SR Programme and receive your SR kit. It will be held on 15th October, 2016 at various locations around the UK. You will be notified which Kickstart event you have been assigned to attend over the next few days. -> Throughout the SR Programme your team members will require access to SR services. Therefore, you, as Team Leader, will shortly receive an email containing your SR username and password which will enable you to create user accounts for your team members. -> -> Each team has been assigned a Three Letter Abbreviation (TLA) for ease of communication. -> -> Your TLA is: -> -> Each team has been allocated a Local Team Co-ordinator (LTC) based roughly on your geographical location. Your LTC will be your main point of contact guiding you through the SR Programme. (If you’ve competed before, you may notice that we have reorganised the way in which we provide support/communication.) -> -> Your LTC is: -> -> We are aware that you are all extremely busy people and there is often a great deal of work involved in the logistics of organising a team to enter. Therefore we will endeavour to notify you of information as soon as it is feasibly possible. However, please do bear in mind that Student Robotics is a volunteer-run organisation and, as such, the work is done in people’s spare time leading to some delays occasionally, during which we would appreciate your patience. -> -> If you have any queries from now on, please do the following: -> 1. Look on the website. -> 2. Post on the forum (once you’ve received your SR user account information) NB. Please do not post sensitive personal information on the forum as this is publically accessible. The forum is a great way to share information and get answers to your questions - if you’re wondering about something, chances are someone else is too or has done and posted on the forum – you’ll hear more about this resource at Kickstart. -> 3. Email your Local Team Coordinator. -> 4. Ask your Mentor – this is something your LTC can help with organising. (Ideally all teams would have a Mentor to help with the technical aspects of the Programme. We have a limited number of volunteers who are available to mentor teams, but if there’s not one near to you, we can help support you to find your own from local industry etc.) -> 5. If after all that your query still has not been answered email me, Fiona at teams@studentrobotics.org. +Create a spreadsheet noting which teams are attending which kickstart location, for use at kickstart events when checking whether everyone is there and at the right event. This should contain both the list of teams, and contact details for the team leader. -> We’re very excited to have your team participating in this year’s competition and look forward to hopefully seeing you and your team at Kickstart in October! +The email should contain which [kickstart](./kickstart.md) event they've been allocated. If they cannot get their desired location, ask which they'd prefer. + +### Example emails + +* [SR2020](https://github.com/srobo/team-emails/blob/master/SR2020/2019-09-25-confirm-competition-place.md) +* [SR2019](https://github.com/srobo/team-emails/blob/master/SR2019/2018-10-10-place-confirmation.md) diff --git a/docs/teams/competition-preparation.md b/docs/teams/competition-preparation.md deleted file mode 100644 index 6f468ab3..00000000 --- a/docs/teams/competition-preparation.md +++ /dev/null @@ -1,38 +0,0 @@ ---- -original: - authors: Fiona Gillan - url: https://github.com/fgillan/sr-team-coord/wiki/Competition-preparation ---- -## Tickets - -Liaise with Competition Coordinator about ticket allocation process for teams. Once system confirmed inform LTCs and Team Leaders and remind them of process periodically to ensure process is being followed. - -## Dealing with drop-outs when not enough time to re-allocate kits - -When Team Leader has notified either Mentor or LTC, LTC should respond asking for more information about circumstances of dropping out. If there is a problem that can be resolved by LTC or with involvement of Team Coordinator, then this should be done. If not, then the Team Coordinator will respond in a way that is dependent on nature of drop-out. If unavoidable or unfortunate circumstance then email Team Leader acknowledging drop-out, offering further assistance if applicable or suggesting that they come to the competition anyway for experience and explain procedure for Kit Return. If inconsiderate cause for drop-out explain ramifications of dropping out at this late stage and impact on applying for a place in the following year’s competition. - -Example email sent to potential dropout Team Leader: - -> Your Local Team Coordinator has passed on that you are unfortunately thinking of withdrawing from competing in the competition. Could you give me an idea of what circumstances have prevented you from competing and whether these were anything we could address? -> -> It seems such a shame to put your team's hard work to waste by not competing. There is 'tinker time' at the competition to work on your robot further and attending and competing is the culmination of the whole SR process. -> -> Also by having a kit for all this time, and not competing, you have deprived another team of the opportunity to compete, and we have had to turn away teams this year due to high demand. Securing a team slot and being allocated a kit result in the expectation that you will compete in the competition - slots are limited by the number of kits we have available and the competition is the culmination of the SR year so we want all our teams to be there competing and having fun. -> -> Furthermore, in terms of entering next year, which we would wholeheartedly encourage, dropping out at this stage would influence the allocation process next year, thereby impacting on your chances of competing. Attending and experiencing the competition in whatever state the robot is in with be invaluable for future years - it really is the taking part that counts. -> -> Please do reconsider your decision to withdraw and I look forward to hearing from you. - -## Information about the competition - -Liaise with Competition Coordinator about information that they would like relayed to the Team Leaders prior to the competition and send email via MailChimp Team Leaders mailist. To include information such as the following: - -1. Teams should bring some laptops as we will not be providing any computers/laptops. -2. Teams should bring any tools that they require to work on their robot while at the competition as we will not be providing any tools. -3. All of the kit must be returned at the end of the competition (including the white box it comes in). If a team wishes to keep the kit for a little longer they must email info@studentrobotics.org ASAP to request a loan extension. Any team that has not been granted a loan extension before the start of the competition will have to return all of the kit before they leave on Sunday. -4. Teams should have a good read of section 2.8 and Appendix B of the rules (Safety regulations). All robots will undergo a safety inspection and will not be allowed to compete until they pass this inspection. -5. Please do let us know if your team has any special requirements with regards to disability access or other matters that need to be accommodated. - -## Deal with queries that arise - -This involves monitoring emails, responding to LTC queries and directing people to the relevant person to resolve their query. diff --git a/docs/teams/dropouts-and-reallocating-teams.md b/docs/teams/dropouts-and-reallocating-teams.md index 554e7147..c5c8611e 100644 --- a/docs/teams/dropouts-and-reallocating-teams.md +++ b/docs/teams/dropouts-and-reallocating-teams.md @@ -5,21 +5,20 @@ original: --- ## Dropouts -* A Team Leader would email their LTC informing them of their intention to withdraw from the competition. -* The LTC emails the Team Coordinator (and Kickstart Coordinator if prior to Kickstart). -* Efforts should be made to identify any issues that are preventing the team from continuing and solutions found if possible. If they would still like to dropout after discussion, then follow procedure below. -* LTC spreadsheet should be updated. -* Team Coordinator to update SRYear Teams spreadsheet and other relevant spreadsheets. -* Team Coordinator needs to re-allocate space to either new team or if no new teams remain, to allocate a second team to an organisation, if requested (taking into consideration successful participation of a second team in previous years’ competitions, by consulting ‘Team Archive’) +A team may decide they no longer wish to or are unable to compete in the competition. Efforts should be made to identify any issues that are preventing the team from continuing and solutions found if possible. If they would still like to dropout after discussion, then follow procedure below. + +* Teams spreadsheet should be updated to reflect their status +* If the team has a kit, pass on their information to the Kit Team, to negotiate its return + +When deciding whether to re-allocate a team, it's important to consider whether the team would have a disadvantage after having been in the competition for less time. If a team drops out long after kickstart, prefer allocating second kits to teams over inviting new teams. + +If unavoidable or unfortunate circumstance then email Team Leader acknowledging drop-out, offering further assistance if applicable or suggesting that they come to the competition anyway for experience and explain procedure for Kit Return. ## To re-allocate a team -* Consult Potential Team Leaders MailChimp list, sorted into chronological entries to establish waiting list. -* Email offer of place (or second team place), asking to confirm contact information to first on the waiting list. -* Once replied to confirm would still like to participate, update SRYear Teams spreadsheet, assign TLA after checking whether the Organisation has competed before. -* Assign an LTC (nb. It is difficult to assign an LTC based on geographical location in the re-allocation process, therefore number of teams assigned to each LTC takes priority) -* Update relevant LTC spreadsheet and email LTC informing them of new team allocation. They should then allocate the new team a mentor. -* Update User account info spreadsheet and email relevant person informing them of new team allocation. -* If before Kickstart: Update Kickstart Teams spreadsheet and email Kickstart Coordinator of new team allocation. -* If after Kickstart: email Kit Coordinator about new team allocation. -* Reply to confirmation email from Team Leader with ‘Team Leader Intro’ email edited to ensure up-to-date info re. Kickstart/obtaining kit. +If a team drops out and a space becomes available before kickstart, the Potential Team Leaders MailChimp list should be used to find those willing to enter a team at the last minute. If a team enquired, but was too late in applying, they should take priority. + +* Email offer of place (or second team place), asking to confirm contact information +* Once replied to confirm would still like to participate, [allocate the team](./allocating-teams.md) +* If before Kickstart: Find out which [kickstart](./kickstart.md) they wish to attend +* If shortly after Kickstart: email Kit Team about new team allocation, and request a kit be dispatched to them diff --git a/docs/teams/email.md b/docs/teams/email.md new file mode 100644 index 00000000..db685d81 --- /dev/null +++ b/docs/teams/email.md @@ -0,0 +1,18 @@ +# Emailing Teams + +The primary communication method between Student Robotics and team leaders is in the form of emails. An archive of emails sent to team leaders exists in the [`team-emails`](https://github.com/srobo/team-emails) repository. + +Each year, a new mailing list is created to send emails to teams for a specific year. The Potential Team Leaders mailing contains all team leaders, and is used when announcing the start of a competition year. + +## How to send an email: + +Emails should be written in markdown, and committed to the [`team-emails`](https://github.com/srobo/team-emails) repository. The location of the file should represent which competition year the email is regarding, and when you expect it to be sent (this doesn't need to be accurate). + +1. Write your email +2. Clone the repository. If you don't have push access to the repository, you'll need to fork it and clone your fork +3. Create a new branch for your email +4. Save your email in the relevant location (eg `SR2020/SR2020/2019-08-31-announce-SR2020.md`) +5. Add in the required `to` and `subject` metadata for the email +6. Open a PR with your new branch against `master` ([example](https://github.com/srobo/team-emails/pull/24)), noting why it's being sent, and recommending reviews +7. Await review, amend email if necessary. +8. Once the email has been approved, someone with the access to the mailing lists will send it, and then merge the PR diff --git a/docs/teams/initial-tasks-for-team-coordinator.md b/docs/teams/initial-tasks-for-team-coordinator.md index 77de7cdd..5f61c232 100644 --- a/docs/teams/initial-tasks-for-team-coordinator.md +++ b/docs/teams/initial-tasks-for-team-coordinator.md @@ -3,29 +3,22 @@ original: authors: Fiona Gillan url: https://github.com/fgillan/sr-team-coord/wiki/Initial-tasks-for-Team-Coordinator --- -# Initial tasks for Team Coordinator - -* Decide on deadline for application forms for team leaders to enter a team (this should probably be about a month before the planned date for the Kickstart), useful to include date of Kickstart. - -* Recruit Local Team Coordinators in a variety of geographical locations, aiming for not more than 10 teams per LTC. -* Produce Google Form Team Applications for capturing following info: +# Initial tasks for Team Coordinator - * Team Leader Name - * To confirm that Team Leader is over 18. - * Team Leader Email address - * Phone number - * Organisation - * Address - * Number of team members +* Decide on deadline for applications for team leaders to enter a team (this should probably be about a month before the planned date for the Kickstart), useful to include date of Kickstart. * Google Form Application Form needs to be put on website, via PR, to collect the following information for potential team leaders to register their interest in entering a team in the competition. + * [Example PR from SR2020](https://github.com/srobo/website/pull/160) -* Google Form also emailed to ‘Potential Team Leader’ list in MailChimp, to enter info on application form. This should be around the start of the autumn term and well before the application deadline. +* Application form emailed to ‘Potential Team Leader’ list in MailChimp. This should be around the start of the autumn term and well before the application deadline. + * [Example email from SR2020](https://github.com/srobo/team-emails/blob/master/SR2020/2019-08-31-announce-SR2020.md) * ‘Prompt for applications’ email sent via MailChimp one week before deadline. * ‘Last reminder to enter’ email sent via MailChimp 3 days before deadline. ## Once deadline reached -* Need to change website (email PR) to reflect now ‘registering interest’ if a space becomes available or for future competitions. So when click on COMPETE button on website, registers interest for next year. +* Need to change website (email PR) to reflect now ‘registering interest’ if a space becomes available or for future competitions. So when click on COMPETE button on website, registers interest for next year. * To say at top: have to be over 18 then relevant info – name, email address, organization, confirm that they’re over 18, which feeds into Potential Team Leaders MailChimp list. + +[Example PR from SR2020](https://github.com/srobo/website/pull/189) diff --git a/docs/teams/kickstart.md b/docs/teams/kickstart.md index 8319f26c..fe28b8ba 100644 --- a/docs/teams/kickstart.md +++ b/docs/teams/kickstart.md @@ -1,9 +1,25 @@ ---- -original: - authors: Fiona Gillan - url: https://github.com/fgillan/sr-team-coord/wiki/Kickstart ---- # Kickstart -* Once the Kickstart Coordinator (in conjunction with the Local Kickstart Coordinators) has organised the locations of the Kickstart events this information should be relayed by the LTCs to their teams asking them to reply to the LTC about whether they will be attending a Kickstart event and if so which one. -* The LTC should pass on this information to the Kickstart Coordinator so that plans can be made. +## Allocating teams to kickstart events + +If a venue has a fixed capacity, and more teams than this have requested it, some teams need to be redirected to other events. + +When deciding this, a few factors need to be considered: + +* How far is the team from any other kickstart events +* Has the team competed before +* If the team has competed before, how many competitors have they historically had +* How soon did they sign up after the competition was announced + +If a team cannot get their desired event location, allow them to choose an alternative, rather than allocating them one. + +## Shipping kits to those who cannot attend + +After kickstart, remaining kits should be enumerated to work out which teams signed up, but did not attend an event to collect their kit. + +1. Email the teams requesting they sign a Kit Disclaimer form, and explicitly confirm their address + * [Example email from SR2020](https://github.com/srobo/team-emails/blob/master/SR2020/2019-11-04-kit-shipping.md) +2. Validate the returned disclaimer form is valid, and is for this competition year +3. Update the address in the teams list if applicable +4. Pass on the TLA, address and team leader name to the Kit Team to dispatch the kit +5. Once the kit has been dispatched, send the team leader the tracking code, if available diff --git a/docs/teams/kit.md b/docs/teams/kit.md deleted file mode 100644 index ba9e8f5a..00000000 --- a/docs/teams/kit.md +++ /dev/null @@ -1,15 +0,0 @@ ---- -original: - authors: Fiona Gillan - url: https://github.com/fgillan/sr-team-coord/wiki/Kit ---- -# Kit - -The LTC should inform the Kit Coordinator of the teams not attending a Kickstart -event in order to arrange for shipping of their kit including the following -information: - -* Name of Recipient -* Email address of recipient -* Phone number of recipient -* Address of recipient including Organisation name, Number, Street, Town/City, County, Postcode, Country diff --git a/docs/teams/managing-ltcs.md b/docs/teams/managing-ltcs.md deleted file mode 100644 index 7909ce82..00000000 --- a/docs/teams/managing-ltcs.md +++ /dev/null @@ -1,52 +0,0 @@ ---- -original: - authors: Fiona Gillan - url: https://github.com/fgillan/sr-team-coord/wiki/Managing-LTCs ---- -# Managing LTCs - -* Need to allocate teams to a Local Team Coordinator (LTC) through whom communications go to Team Leaders (about Kickstart, Kit etc.) and support them in their role. - -## Example of email sent to new LTCs in 2017 - -> Thank you so much for volunteering to be a Local Team Coordinator – welcome to the team! -> -> The Ops Manual describes the role in more detail and I would be grateful if you would familiarise yourself with this document especially pages 17 and 18. However, in essence you are responsible for guiding a group of teams through the SR2017 Programme. This particularly includes supporting them to find Mentors either from SR volunteers or from local industry, universities etc. -> -> I have divided the teams up geographically based roughly on where you live, for whom you will be responsible throughout the SR2017 Programme. -> The LTCs and their areas are: -> -> These are your teams: -> -> So what happens next? -> I will forward you a copy of the email I have sent to the Team Leaders informing them that they have been allocated a place in this year’s competition, so you know what information they’ve been given. -> -> As applications have now closed for this year’s competition we will be altering the website to register team leader’s interest for next year when they click on the COMPETE button. -> -> I’ve emailed the Kickstart Coordinator the locations of the teams and which you’re responsible for. The Kickstart Coordinator will then get in touch with you to disseminate the information to your teams. -> -> Your next steps: -> Get in touch with your team leaders to perhaps introduce yourself via email. -> Await information regarding Kickstart and usernames for Team Leaders. -> Start recruiting mentors for your teams and maybe meet up at Kickstart for your first social (I appreciate that the geographical areas for which you are responsible are pretty large and therefore meeting up in person may not be possible very often!) -> -> If you have any queries, please do let me know and hopefully as a team we can successfully support the teams to have a wonderful SR2107! - -* Need to monitor LTCs' progress regarding: - * Mentor-team matching - * Checking their teams’ progress (to minimise drop-outs) - * Check teams’ use of user accounts to monitor activity - * Tech Day organisation - -* Advice to LTCs re. obtaining info/support: - - * From a team's point of view, we should be trying to enforce the following flow for getting assistance: - - 1. Ask mentor - 2. Look/ask on forum (interchangeable with 1) - 3. If the forum is not working (no reply or unsatisfied with the outcome) contact their LTC - - * Therefore if an LTC receives an email requesting help with some kit, they should politely guide the team to the forum or their mentor first - they may even find that their question has already been asked and answered. - * If the team then indicates that they do not wish to make their problem public then the LTC can forward on their query to the relevant person. - * For kit related queries this is kit-support@studentrobotics.org. - * For anything else they should do the default of emailing teams@studentrobotics.org. diff --git a/docs/teams/mentoring.md b/docs/teams/mentoring.md index fcada24e..2211c368 100644 --- a/docs/teams/mentoring.md +++ b/docs/teams/mentoring.md @@ -3,18 +3,19 @@ original: authors: Fiona Gillan url: https://github.com/fgillan/sr-team-coord/wiki/Mentoring --- + # Mentoring -* Contact the Volunteer Coordinator asking for potential Mentors. -* A Google Form can be used to obtain the following information: - * Confirm over 18 - * Name - * Email address - * Location - * How far willing to travel to mentor - * Roughly how often could commit to visiting a team - * What skills do you possess making you suitable mentor - * Previous SR experience +When collecting information on volunteers wanting to be mentors, we needs to collect: + +* Confirmation that the volunteer is over 18 +* Name +* Email address +* Location +* How far willing to travel to mentor +* Roughly how often could commit to visiting a team +* What skills do you possess making you suitable mentor +* Previous SR experience ## Example of email sent to potential Mentors asking for volunteers in 2017 @@ -37,32 +38,15 @@ original: > There are currently five Local Team Coordinators who cover a rough geographic area of the country. They will be responsible for you as a Mentor and will hopefully be able to arrange social events throughout the year where you can meet other Mentors. > > Think this is something you would like to be involved in? We would ideally allocate a Mentor to each of the 54 teams so we need as many of you to volunteer as possible…so get involved and help guide a team to success in this year’s competition! -> -> If you would like to be considered for this role we require the following information: -> -> Name? -> -> Location (where you live/work if this is different)? -> -> How far are you willing to travel? -> -> Roughly how often could you commit to visiting a school? -> -> What skills do you possess which would make you a suitable mentor? -> -> Have you had any previous experience with SR kits/teams e.g. as a volunteer or a participant? -> -> Please confirm that you are over 18. -* Once replies obtained, make ‘Mentor Sign-Up’ spreadsheet with this info and share with LTCs so that they can review and match Mentors with their teams. +* Once replies obtained, make ‘Mentor Sign-Up’ spreadsheet with this info and match Mentors with their teams. -* LTCs should: - * contact their team leaders to ask them about when, where and how often they meet to be able to match with a potential mentor (might want to produce a Google Form to streamline the information captured) - * plot potential mentors on a map and plot the location of your teams - * once received the details of the Team meeting times/locations etc. match up geographically close potential mentors to teams - * enter the potential TLA by the mentor on the Mentor Sign-Up spreadsheet to identify any clashes. - * contact potential Mentor to inform them of their matched team to confirm availability etc. with Team Leader contact info, HIGHLIGHT that mentor should only be interacting with the Team Leader as the responsible adult (i.e over 18) for the team. DIRECT them to Page 27 of Ops Manual for further info re. being a Mentor. - * provide the Mentor with guidance about what the role entails (our [general guidance](../volunteering/mentor-guidance.md) helps with this) - * contact Team Leader to inform them of mentor, giving Mentor contact info. - * check up on progress of Mentoring relationship through email updates. +* contact their team leaders to ask them about when, where and how often they meet to be able to match with a potential mentor (might want to produce a Google Form to streamline the information captured) +* plot potential mentors on a map and plot the location of your teams +* once received the details of the Team meeting times/locations etc. match up geographically close potential mentors to teams +* enter the potential TLA by the mentor on the Mentor Sign-Up spreadsheet to identify any clashes. +* contact potential Mentor to inform them of their matched team to confirm availability etc. with Team Leader contact info, HIGHLIGHT that mentor should only be interacting with the Team Leader as the responsible adult (i.e over 18) for the team. DIRECT them to Page 27 of Ops Manual for further info re. being a Mentor. +* provide the Mentor with guidance about what the role entails (our [general guidance](../volunteering/mentor-guidance.md) helps with this) +* contact Team Leader to inform them of mentor, giving Mentor contact info. +* check up on progress of Mentoring relationship through email updates. diff --git a/docs/teams/tickets-and-mcfs.md b/docs/teams/tickets-and-mcfs.md new file mode 100644 index 00000000..a76e0e81 --- /dev/null +++ b/docs/teams/tickets-and-mcfs.md @@ -0,0 +1,15 @@ +# Tickets and Media Consent Forms + +## Media Consent Forms + +Because the competition is often livestreamed, and heavily photographed, Teams are required to sign [media consent forms](https://github.com/srobo/media-consent) before they can enter the venue. + +Only those 16 or over can sign the consent form for themselves. If a competitor or guest is younger than 16, a parent / guardian must sign the form on their behalf. + +Teams should be [emailed](https://github.com/srobo/team-emails/blob/master/SR2019/2019-03-11-competition-information.md) about the existence of media consent long before the competition, and prompted to return their signed forms to `teams@` well before the competition. + +## Tickets + +Once a media consent form has been signed, the signer is issued with a ticket, thereby proving they have given media consent. Tickets are non-transferable, and are single use. Tickets must be brought to the competition, where they will be [scanned](https://github.com/srobo/tickets) to gain entry. + +Tickets can either be brought physically, or presented on a screen.