South Central Washington State Science Olympiad Clinic

South Central WA Science Olympiad Clinic

Board of Directors, Tournament Director, Event Supervisors, and Team CoachesSouth Central Washington State Science Olympiad Clinic1Board of Directors Q&AGarry LeeFormer Jason Lee Middle School coachCurrent WSO Board of Directors chairSW regional boardRon WrightFormer Maple Grove Middle School coachCamas High School Coach 7th year (and Liberty Middle School this year)Camas High School B & C invitationals 6 yearsRick Grote, Ph.D.Camas High parent/coachSW region boardWSO BoD https://sites.google.com/site/wasoeventsupervisorsguide/home2Board of Directors Q&AScience Olympiad is a proven program that gets students excited about science and pursuing STEM careers.Science Olympiad Tournaments are also a wonderful opportunity for colleges to promote your institutions and support their communities. A tournament can bring hundreds of students and parents to see your campus. A well run tournament can prove invaluable in a colleges recruitment efforts.3Board of Directors Q&A4Tournament Planning and ImplementationGarry LeeFormer Jason Lee Middle School coachCurrent WSO Board of Directors chairSW regional boardRon WrightFormer Maple Grove Middle School coachCamas High School Coach 7th year (and Liberty Middle School this year)Camas High School B & C invitationals 6 yearsRick Grote, Ph.D.Camas High parent/coachSW region boardWSO BoD https://sites.google.com/site/wasoeventsupervisorsguide/home

Tournament Planning and Implementation5Pre-Tournament CommunicationCoach and Event Supervisor e-mail lists(A list of registered teams and coaches will be provided by the state organization.)Web siteDirectionsCampus maps (electronic)Event and team roomsParking (cars and buses)Sign Up and Impound InstructionsTournament Planning and Implementation6Pre-Tournament Planning Places and ThingsRoom AssignmentsEvent Sign-Up and ImpoundsRegistration table for TeamsScore RoomCheck in for Event SupervisorsSecurityEvent Equipment NeedsLunch is typically provided for all testing and admin helpPre-Awards entertainmentAwards Ceremony

Tournament Planning and Implementation7Check In Table For CoachesWhat you need to get from coachesTeam Roster & Code of ethics formPhoto release formsCoaches cell phone number for score roomWhat you need to give coachesEvent room lists with any last minute changesCoaches ID tagsTeam wrist bandsTournament EvaluationArbitration FormPhone number for score room and/or tournament directorTournament Planning and Implementation8Event Supervisor Check InGet cell phone number for Event SupervisorEvent Supervisor PacketCopies of testCopy of scoring keyCopy of Event RulesRank Order Score Report SheetEvent evaluation formCopy of arbitration formEvent Supervisor ID badgeTournament Planning and Implementation9Pre-Tournament PlanningPeopleRecruiting Event SupervisorsAdditional help scoring, proctoring, judgingTournament AdministrationRegistration table for TeamsScore room personnelSecurity, Runners, Equipment, Janitorial, and CommunicationsAwards CeremonyPre-Awards entertainmentAnnouncer/MCAward presenters

Tournament Planning and Implementation10Event SupervisorsSO is more than just making tests, it encourages students to consider STEM careers. Event supervisors are also representatives for their institutions.Fairness is critical for students perception of Science Olympiad, event supervisors must be aware of the specific rules for their events and follow them closely.The logistics of a SO tournament event are significantly different from a typical classroom test, these need to be addressed in developing, executing, and scoring tests, stations, and judging activities.https://sites.google.com/site/wasoeventsupervisorsguide/homeTournament Planning and Implementation11Why SO is not like classroom testsStudents work in pairs (sometimes 3) and can talk during the events.Rank order scoring no tiesBest tests have a range of difficulty to differentiate teams.If ties occur have tie breaker questions.Must be scored before 4:00 PMMinimize subjectivity in gradingTests are not returned to the studentsGrading errors will not be found by students.Develop QA/QC procedures to double check scoring.https://sites.google.com/site/wasoeventsupervisorsguide/guidelines-for-event-preparation/test-scoringhttps://sites.google.com/site/wasoeventsupervisorsguide/guidelines-for-event-preparation/test-preparationTournament Planning and Implementation12Event SupervisorsUsually it is very difficult for a single individual to execute any event. Most often college students are used to help proctor, judge, or score events. Be clear if the event supervisor will bring their own assistants or will they be supplied by the host institution.For many events supplies and equipment are needed. Who supplies the equipment and pays for incidentals needs to be discussed with the event supervisors.Tournament Planning and Implementation13Room AssignmentsTournament AdministrationTeam Sign InEvent Sign Up Day of TournamentScore RoomAwards CeremonyTeam Home Rooms/CafeteriaEvent RoomsTournament Planning and Implementation14Score RoomCheck in table for Event SupervisorsScore CounselingCopy of all event rulesList of schools, team room, and coaches phone#ArbitrationScore Spreadsheet (computer/printer)Tournament Planning and Implementation15Score CounselingAfter an event is graded by the event supervisors, they fill out a rank order score sheet and go over it with a score counselor.Make sure all ties are broken and each team gets a unique rank (for all non-penalties)Were there any irregularities in the events?How were they resolved, are any teams filing appeals for arbitration?Were any penalties assessed?Are the students and/or coach aware of the penalties?Collect all tests, grading keys, evaluations

Tournament Planning and Implementation16Unified ScheduleTournament Planning and ImplementationB EVENTS8:30910111212AnatomyXYCrime BustersXYDisease DetectivesXYDynamic PlanetXYExperimental DesignXYFood ScienceXYForestryXYHeredityYXMeteorologyXYMetric MasteryYXReach for the StarsYXRoad ScholarXYRocks & MineralsYXShock ValueYXWater QualityYXWrite It, Do ItYXB Division Sign-Up Events - time slots can be added at the discretion of the tournamentBoomileverSign UpSign UpSign UpSign UpHelicoptersSign UpSign UpSign UpSign UpKeep the Heat*all testSign UpSign UpSign UpSign UpMission PossibleSign UpSign UpSign UpSign UpMousetrap VehicleSign UpSign UpSign UpSign UpRotor Egg DropSign UpSign UpSign UpSign UpSounds of Music*all testSign UpSign UpSign UpSign Up17Unified ScheduleAll test MUST end at 10 minutes before the hour so students can move to their next events.Zero Hour Testing 8:30-8:50Some events have a testing and building components, so that all teams are tested at the same time a special time slot was instituted to accommodate these events.Why X-Y Schedule?Most lab events are limited in space so we limit the number of teams to 10 (20-30 students)In order to accommodate 20 teams we run the tournament in two groups.All teams from one school MUST be on same schedule.If South Central has 10 teams or less go with just a X rotation(with 11 or 12 teams see if lab space is sufficient for a single rotation)Tournament Planning and Implementation18Sign-UpsSome events require teams to be judged one at a time (typically building events).Teams will sign up for specific time slots.In the past this has been done the day of the tournament, but with zero hour testing this has become problematic.Suggestion: Have coaches e-mail hour blocks where all students doing a sign-up event are free and the tournament director assigns time slots within that hour.Hand out copies of sign-up schedules at the coaches table, also have someone available to make last minute changes.Tournament Planning and Implementation19ImpoundsSome building events require that devices and/or equipment be impounded before the event starts.Impound devices at least one hour before first team is judged. (Most tournaments impound in the morning before any events start.)Impound devices where the event will be judged.Judges should handle devices as little as possible!ANYONE associated with the team may impound the device.If rules require impounds, you MUST impound.Event Supervisors can ask for impounding even if it is not required, but ALL teams must be notified in advance of the change.Tournament Planning and Implementation20Open and Closed Eventshttps://sites.google.com/site/wasoeventsupervisorsguide/guidelines-for-tournaments/open-and-closed-eventsFor regulation tournaments only building events are considered OPEN (for public viewing).Building events can be closed in any tournament where there are questions of fairness or lack of space for public viewing.Tournament Planning and Implementation21Specific Event Room RequirementsLarge gym for awards ceremony (and some building events)Laboratory events (water, sinks, electricity)Building EventsPaper and Pencil testsTournament Planning and Implementation22Specific Event Room RequirementsBuilding EventsBoomileverKeep the HeatOne sink and electricalLecture/Demo roomMission PossibleOpen room with tablesAt least one table per two teamsMousetrap VehicleLong open roomTile/wood floor bestSounds of MusicStage area works bestHelicopterHigh room (25-30 best)No or few obstructions on ceilingsTurn and ceiling ventilation offCan be done in large gymRotor Egg DropNeeds a balcony (5m+)Protect floor from eggsTournament Planning and Implementation23Specific Event Room RequirementsLaboratory EventsCrime BustersFood ScienceWater QualityExperimental Design (physics type lab)Tournament Planning and Implementation24Specific Event Room RequirementsOthers:Write-It-Do-ItRequired two rooms, one for writing one for buildingPossible special needsShock Value (electricity and/or tables)HeredityMetric MasteryReach for the Stars (computer and LCD projector)Tournament Planning and Implementation25Specific Event Room RequirementsLarge GymWill need PA system and an announcerAwards Ceremony 5-6PMFigure at least 60 people per team20 students/coaches40 parents/relativesTable for Medals and trophiesOne person to hand out 1st-4th place awardsTournament Planning and Implementation26Awards CeremonyConsider some pre-awards activities from 4-5. Best for middle schoolers to be active and burn off some energy.Yes, acknowledge major players who put tournament together. A few short speeches of welcome are ok, but keep them SHORT!Event awards1st-3rd in each event get medals, 4th gets ribbonTeam Awards1st-3rd get trophiesYou will be allocated a certain number of teams to proceed to the state tournament. Acknowledge all teams going on to state.

Tournament Planning and Implementation27Q&ATournament Planning and Implementation28Tournament Planning and Execution for TeamsGarry LeeFormer Jason Lee Middle School coachCurrent WSO Board of Directors chairSW regional boardRon WrightFormer Maple Grove Middle School coachCamas High School Coach 7th year (and Liberty Middle School this year)Camas High School B & C invitationals 3 yearsRick Grote, Ph.D.Camas High parent/coachSW region boardWSO BoD https://sites.google.com/site/wasoeventsupervisorsguide/homeTournament Execution for Teams29Understanding Unified ScheduleTournament Execution for TeamsB EVENTS8:30910111212AnatomyXYCrime BustersXYDisease DetectivesXYDynamic PlanetXYExperimental DesignXYFood ScienceXYForestryXYHeredityYXMeteorologyXYMetric MasteryYXReach for the StarsYXRoad ScholarXYRocks & MineralsYXShock ValueYXWater QualityYXWrite It, Do ItYXB Division Sign-Up Events - time slots can be added at the discretion of the tournamentBoomileverSign UpSign UpSign UpSign UpHelicoptersSign UpSign UpSign UpSign UpKeep the Heat*all testSign UpSign UpSign UpSign UpMission PossibleSign UpSign UpSign UpSign UpMousetrap VehicleSign UpSign UpSign UpSign UpRotor Egg DropSign UpSign UpSign UpSign UpSounds of Music*all testSign UpSign UpSign UpSign Up30Understanding Unified ScheduleNote that events are typically in groups of 3, students will not be able to do more than one event in that time slot.Zero Hour Testing 8:30-8:50Some events have a testing and building components, so that all teams are tested at the same time a special time slot was instituted to accommodate these events.Why X-Y Schedule?Most lab events are limited in space so we limit the number of teams to 10 (20-30 students)In order to accommodate 20 teams we run the tournament in two groups.The event conflicts are the same for both the X and Y rotationsFrom one tournament to another teams might be in different rotations, this can cause confusion.If South Central has 10 teams or less go with just a X rotation(with 11 or 12 teams see if lab space is sufficient for a single rotation)Tournament Execution for Teams31Sign-UpsSome events (mainly building events) require teams to sign up for specific times slots to have devices judged.The coach needs to look at the schedule for all students doing a sign up event and determine what time block they are free.We are suggesting to tournament directors to allow coaches to submit time blocks several days before the tournament.Tournament Directors MUST distribute to all coaches what procedures they will use to determine sign up times.Tournament Execution for Teams32ImpoundsSome events require devices and/or equipment to be impounded before an event.The rules are specific about exactly what needs to be impounded!Where and when impounds will occur are determined by the tournament director and communicated to coaches.ANYONE can impound the device, but it is best if a student doing the event is present.An event supervisor may require impounds for an event where it is not required by the rules. Coaches MUST be notified of this before the tournament.Tournament Execution for Teams33Team Check InWhat Coaches need to bringTeam Roster & Code of ethics formPhoto release formsYour cell phone number for score roomWhat Coaches receiveEvent room lists with any last minute changesCoaches ID tagsTeam wrist bandsTournament Evaluation formArbitration FormPhone number for score room and/or tournament director

Tournament Execution for Teams34Home RoomWhat goes on in the Home Room?At YCC all teams will be in the cafeteria.Assign adult(s) to be present AT ALL TIMESCoach can not be a room monitor, they will be running around dealing with various issues.A team runs on its stomachs, have appropriate snack food and lunches available.

Clean UpTournament Execution for Teams35Campus TourIf possible arrive early so that the coach can take the entire team on a walk through to find the various buildings and locations of all of the events. With enough parent help, especially with middle school students, guide the students to individual events.In general it is not a good idea to have students wonder around alone between events.Tournament Execution for Teams36Sign Up EventsExact procedures depends on tournament, all coaches should be notified by e-mail a couple of weeks before tournamentBest if adults sign up for times.Tournament Execution for Teams37Impounding Devices and EquipmentExact procedures depends on tournament, all coaches should be notified by e-mail a couple of weeks before tournament.Students are not required to be at impound, but is best if an adult and at least one participating student are present.Students should make a check list of everything they need to impound.Tournament Execution for Teams38Team ScoringIndividual Events are scored and rank ordered from Best=1, Next Best=2, etc.Teams are scored by the sum of the rank order scores for the individual events with lowest score being best.Missing events have high penalties for team score (see next slide)Teams receive score sheet at end of awards ceremony.http://washingtonscienceolympiad.com/scores/12_Scores/2012WSO_C.pdfTournament Execution for Teams39Penalties, Violations, Disqualificationshttps://sites.google.com/site/wasoeventsupervisorsguide/guidelines-for-tournaments/penaltiesConstruction Violations -(tiered scoring)Competition violations (tiered scoring)Participation Points - NMissed Impounds No Shows - N+1Disqualifications Rule Violations N+2Disqualifications Ethics N+5

Tournament Execution for Teams40ArbitrationIf irregularities occur students may (and should) ask for clarification.Students SHOULD NOT argue with judges.If it is a building event, leave all devices with the judges.Students should immediately contact their coach.Coach should immediately contact the event supervisor and try to resolve the disagreement prior to filing an appeal.Be aware that problems affecting all teams equally are unlikely to have any changes made.Tournament Execution for Teams41Awards CeremonyYou need to gather up all the students and proceed to the gym at least 15 minutes before the Awards Ceremony.Sit together as a school, best if kids are down front and parents behind.Do not block isles as kids will be going to accepts awards.Applaud everyone, cheer for you winners.Event awards1st-3rd in each event get medals, 4th gets ribbonTeam Awards1st-3rd get trophiesA certain number of teams will proceed to the state tournament. Acknowledge all teams going on to state.Tournament Execution for Teams42Q&ATournament Execution for Teams43