Ballot Administration

Training for Leads and Teams

Content Outline

Starting Round

Releasing Postings 

 

  • PRELIMINARY rounds: BM will release postings ideally 30 minutes before the round start time, (unless the round is delayed, then release at the direction of BA Lead or RC. 
    • Toggle to Release Postings next to the round(s). 

 

  • NM sends text & notification to Group: Tournament Competitors and to Group: All Parents/Chaperones that postings are available. Refer to the Notifications Script templates to send the appropriate message.

 

Set the Time

 

 

  • Note: Speech postings will not have speaking times until the start time is set.
  • BAL  should communicate with Comms to ensure rooms are ready and let department leads know the start time once set. 
    • Give a 15 minute window in the start time to allow folks to proceed to rooms and be ready (this may be different depending on your facility size). 
    • Be mindful of the round with Extemporaneous that the first speaker’s draw time will occur 5 minutes prior to the first speaker time.
    • NM sends text & notification to Group: Judges with Unsubmitted Ballots by Round to advise them when ballots will be due (typically 30 minutes after the conclusion of the round). Specify the time in the notification. Use Notification template.
  • NM will send text & notification to competitors with the start time and whether rooms are open or opening shortly. Use appropriate Notification templates.

 

Open the Rooms

  • BM will open rooms under direction of the BAL 
  • NM sends text & notification to Judges with Unsubmitted Ballots by Round to advise them to proceed to their rooms and to please arrive 10 minutes in advance of the round.
  • NM will send notifications to competitors that rooms are open using the Notification template.
  • BAL sends a text thread to Tournament Leadership to notify them that balloting is complete and the start time has been set.

 

Delay of Round

  • NM will send notifications to participants about delays if directed by the BAL  or RC.

 

Elimination Rounds

 

  • Before elimination rounds, ballots to parents should not be released early, unless the BA Lead  instructs this along with a special notification.

 

  • Open Group 1 (CJ’s only) at 45 min prior to the round, when they begin to show up.
  • NM sends notification to CJ’s By Round that ballot selection is open.
  • After break announcements, immediately open to Group 2 and Group 3 per BA Lead or RC, and release postings.
  • NM sends notification to parents that ballot selection is open and sends the notifications about postings.
  • Continue to monitor that CJ’s are also getting ballots.
  • Note: For elimination rounds, the NM will send a notification before the round begins, letting judges know the time sensitive nature of the round and when the ballot return time is.

Note: Break sheets should be saved for later rounds.  BA Staff should assure family members are not judging rounds where their student broke.