Tabulation

Generate Ballots (Tab Lead)

The first round of speech can be prepared before competition begins unless directed to wait by the TD/RC or Tab Support. For subsequent preliminary rounds, prepare the next round during the speech round that precedes it. 

To prepare a round:

• Select the round to be paneled from the left sidebar.
• Select Generate Ballots. 
  • This action will:
    • panel and schedule all rooms in that round
    • generate ballots
    • assign limited prep topics

Review Schedule and Topics (Tab Lead & Team Members)

• Check the schedule by selecting Scheduler.
  • The schedule will provide the competitor’s initials followed by the number of speeches that student has in that pattern [e.g., AM(3)]. Hover over the competitor’s initials to view his or her full name.
  • Click on each set of initials with any number greater than 1 in parentheses to view that student’s schedule.
  • Confirm that each competitor:
    • Has no direct conflicts (more than one speech in the same speaking slot)
    • Has at least 2 empty speaking slots before an Extemporaneous speech (or 1 empty slot prior to first speaker in the room)
    • Ideally, has no back-to-back speeches. A single back-to-back with rooms relatively close together is not a problem. However, if there is a great distance between rooms, or if there are 3 or more speeches back-to-back, it is best to improve that competitor’s schedule if possible. 
  • Contact your Tab Support POC if a change in the schedule needs to be made.
  • If needed and directed by the TD/RC or Tab Support, the scheduler can be run again by selecting Re-Schedule Round.
• Check limited prep topic cards by selecting Reports.
  • Select [Event] Cards to view the topics assigned.
  • Read carefully through the cards to confirm that:
    • Cards have loaded correctly with 2 topic options per competitor
    • There are no misspellings or significant (i.e., affects readability or comprehension) grammatical errors
    • There are no repeat topics within the same room
  • Report any problems with topic cards to your Tab Support POC immediately.

Review & Release Ballots (Tab Lead)

• Once the schedule and limited prep topics have been reviewed and no problems have been found (or remain) select Ballots to review.
• Confirm the correct number of judges (i.e., 3) is needed.
• Release Ballots to Staff 1–1.5 hours before the round is scheduled to begin to allow the Ballot Admin Team to control ballot release.

Prepare Deliverables for In-Person Tournaments (Tab Lead & Team Members)

• Once the schedule and limited prep topics have been reviewed and no problems have been found (or remain), prepare deliverables by selecting Reports.
• Print the following reports:
  • Door Postings for each event (1 per room)
  • Wall Postings for each event (quantity TBD by TD/RC or Communications Lead)
  • Limited Prep Topic Cards (1 per room printed on Avery 5390)
• Prepare reports for Communications team:
  • Wall Postings
    • Create sets of Wall Postings by stacking 1 of each event’s Wall Postings in alphabetical order.
    • Cross-hatch each full set of Wall Postings.
  • Combine Door Postings with Limited Prep Cards (except Extemp Cards).
    • Door postings should be organized by building and/or floor (if applicable) and placed in numerical order of rooms.
    • For Door Postings of Apologetics and Impromptu, paperclip together in this order for each room:
      • Door Posting
      • Topic cards for that room (with outside perforated borders removed)

• • Place organized Door Postings (with attached Limited Prep deliverables as applicable) into manilla envelopes by building, floor, or whatever the Communications Lead has requested, labeling folders accordingly. Using post-its to label can be helpful for recycling folders. 
  • Place the prepared manilla envelopes and Wall Posting sets (face down) aside for the Communications Lead no later than 30 minutes prior to the scheduled start of the round.
  • If needed, remind the Communications Lead to return manilla envelopes and paper clips for the next round.
• Prepare Extemp folder for Extemp Prep Lead.
  • The folder should include:
    • Extemp topic cards for all rooms (with outside perforated borders removed)
    • 3 Extemp Wall Postings (For large tournaments with additional Extemp Prep Team Members, the Extemp Prep Lead may request additional Wall Postings.)
  • Place the prepared Extemp folder aside for the Extemp Prep Lead no later than 30 minutes prior to the scheduled start of the round.

Prepare Speaker Times Report for In-Person Tournaments (Tab Lead & Team Members)

• Once the round start time has been set by the Ballot Admin team, the Tab Lead should print the Speaker Times report immediately.
• Under Report, select Speaker Times Report.
• Confirm that the report reflects the correct scheduled start time and print the same number as was requested for that round’s Wall Postings (including Wall Postings in the Extemp Prep folder if applicable).
• The Extemp page does not need to be printed in rounds in which Extemp does not take place.
• Deliver all printed Speaker Times reports (for Communications and Extemp Prep if applicable) to the Communications Lead.

What should I look for when preparing a speech round?

• Be sure you are generating ballots for the correct round.
• Check the scheduler for no direct conflicts, sufficient time for Extemp prep, and no far or excessive back-to-backs.
• Review limited prep topics for potential errors or repeat topics within a room.
• Be sure to release ballots to the Ballot Admin team on time (at least 1 hour prior to the scheduled start of the round).
• Prepare the proper reports and limited prep deliverables and have ready for the Communications Lead (and Extemp Prep Lead if applicable) no later than 30 minutes before the scheduled start of the round.
• Print Speaker Times as soon as the round’s start time is set.