Communications (Comms)

Primary Communication Channel

• The Comms Team will communicate through a group text thread (or similar messaging app).
• Before the tournament begins:
  • Confirm that you can send and receive texts within the group.
  • Notify your Comms Lead immediately if you are not receiving messages.
• The Comms Team text thread will be your main communication line during the tournament.
• Use it to report:
  • Any urgent or time-sensitive issues
  • Missing judges or competitors
  • Facility needs (e.g., cleanup requests, restroom supplies, spills).
  • Any issue outside of room status tracking
• Keep the text thread open and monitored throughout the tournament. Respond promptly when your Comms Lead communicates.
• Do not make independent decisions — always wait for Comms Lead instruction.

Room Status Updates

Using the NCFCA Dashboard

About 10 minutes before the start of a speech or debate round, begin walking through each assigned room to confirm setup and note whether judges or competitors are present.

• For Speech Rounds: As the start time approaches, you may toggle a room to In Progress once all three judges have arrived and are seated.
• For Debate Rounds: Do not mark a room In Progress until the round has actually begun.

Tracking Room status using the  NCFCA Comms Dashboard: https://ncfca-staff.ncfca.org/

• Accessing the Tournament Dashboard
  • Log in to your NCFCA Dashboard.
  • On the left side, select your tournament.
  • Click on the Communications button on the right side of the screen

Tracking Rooms During Rounds

• When rooms are released, you will see judge and competitor names listed under the Communications button on the NCFCA Dashboard.
• You can sort by round, room status, and event type to view current rooms.

Using the Dashboard to Track Rooms

• The room status button cycles through three options:
  • Not Started - room has not begun.
  • In Progress - round is currently happening.
  • Finished - round is complete.
• The feature is still under development but should be ready before the season begins.
• Sorting Rooms by Status or Schedule
  • You can sort rooms by their status (Not Started, In Progress, Finished).
  • You can also sort by schedule to see which rooms belong to a specific round (e.g., Team Policy Round 1).
  • This helps you quickly see which rooms are done and which are still running.
• Comms Team Members should toggle a speech room in progress 5 minutes before the round starts if all 3 judges are present.
• Comms Team Members should toggle a debate room in progress if the judges and competitors have arrived and the room door has shut. And the room has begun.
• Remember to toggle rooms finished as the round ends.

Judge Checks and Procedures

Reporting Missing Judges

• Report all missing judges through the Comms Team Text Thread.
• Use this exact format:

MIA Davis Blg200
(Meaning: Missing In Action, Judge Davis, Building Room 200.)

• Speech:
  • Report missing judges 5 minutes before the first speaking time.
  • Rounds must start at the scheduled time and cannot start earlier.
  • The room cannot start unless all three judges are present.
• Debate:
  • Report missing judges 5 minutes after the start time.
• The Comms Lead will “like” your message to confirm receipt (this avoids thread clutter).
• If a judge leaves in the middle of a round due to illness or emergency:
  • Immediately contact your Comms Lead for direction.

Judge Technology

• If a judge experiences technical problems:
  • Notify your Comms Lead if it goes beyond basic troubleshooting.
  • The Comms Lead will dispatch a Judge Tech team member.

Missing Competitors

• Use the text thread to locate students:
  • Example: “Have you seen John Doe?”
• Do not share sensitive details or assumptions.
• The Comms Lead will notify the Child Safety Coordinator
• The Comms Team is not responsible for locating the student or contacting their parent. The RC and Comms Lead will handle follow-up with the student and parent as needed.

Emergency Protocol

• In a true emergency, call 911 first, then contact your Comms Lead.

Debate Evidence Review

• After a debate round, a judge may request to review evidence.
• The judge may examine up to two pieces of evidence from either competitor or team to verify accuracy or clarity. In Team Policy, the judge may also request to see the text of the plan.
• Competitors will provide the requested evidence, then wait quietly outside the room during the review. 
• The Comms Team Member may assist if requested by the competitors and help enforce the five-minute review limit to keep the tournament on schedule.
• If the review exceeds five minutes or any issues occur, notify the Comms Lead immediately. When the review is complete, the judge should return all evidence to the providing team(s) before leaving the room.

Handling Sensitive Information

What to Report Privately

• Send all sensitive information directly to your Comms Lead, not in the group thread.
• Examples include:
  • Potential compliance issues.
  • Situations that could cause embarrassment or require discretion.
  • Non-emergency incidents needing leadership awareness.

• Always protect participant privacy and tournament professionalism.

Finals Rounds for Debate

Observer Assignments

• The Comms Lead will assign one Comms Team Member to observe:
  • Lincoln-Douglas Finals
  • Team Policy Finals

During the Finals Round

• Monitor and maintain a quiet, distraction-free environment.
• Limit movement in and out of the room.
• Text the Comms Lead immediately if any issues arise.

Reporting Round Progress

• Text your Comms Lead:
  • The actual start time of the finals round.
  • When the debate is on the last speech.
• At the round’s conclusion:
  • Notify Comms Lead that the round has finished.

After the Round

• Keep debate competitors in the room for 15 minutes post-round in case of an evidence check.
• This allows Compliance to respond quickly to any judge requests.