Pit Administration Supervisor

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Pit Administration Supervisor

• Regional

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Summary

• Responsibilities Expectations
• Schedule
• Tasks Overview
• At the Event
• Helpful Hints
• Conclusion
• Whats Next?

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Responsibilities Expectations

• Setup, management, and breakdown of the Pit.
• Review Pit Admin Guide, event layout, and pit
  map.
• Train your Pit Admin Volunteer crew.
• Provide service and supplies consistent with
  other events.
• Organize materials, prepare packets for teams and
  register teams.
• Provide information to teams/guests in a
  friendly, helpful manner.

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More Responsibilities

• Attend morning staff meetings each day.
• Check with the Lead Safety Glasses volunteer each
  day to ensure the process is going smoothly.
• Work with the Pit Announcer to make sure s/he is
  comfortable with duties/schedule.
• Make sure the Spare Parts volunteers know their
  duties and procedures to follow.
• Handle lost and found items. Try to find owners.
• Find out information on the Team Social ahead of
  time because teams will ask.

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Schedule

• Review the Pit Administration Supervisors
  Guide daily schedule pages, which provide a
  general task list for each day. The
  descriptions of the tasks are described elsewhere
  in the guide.

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Tasks Overview

• Preparation Usually Wednesday
• Train and supervise Pit Staff
• Prepare for Registration
• Meet the Event Manager Volunteer Coordinator.
• Confirm proper Pit Setup. Learn locations of
  Event office, bathrooms, machine shop, drayage
  company, and EMT.

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Tasks Overview (Cont.)

• First Day, Usually Thursday
• Collect Member and Mentor Roster and Consent and
  Release forms
• Register teams
• Notify Field Tech Advisor when all teams are
  registered so they can prepare the Match Lists
  for distribution on practice day.
• NEW Upon receipt, hand out the Match Lists, 2
  per team. Ask teams to approach the table and
  using a Team List, check them off as they receive
  their lists.

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Tasks Overview (Cont.)

• Second Day, Usually Friday
• Distribute Match Lists before the Pit opens IF
  they were not ready for distribution yesterday.
• Final Day, Usually Saturday
• Return Chairmans Award Submissions
• Hand out Bronze Medallions
• Work with Safety Advisors to count Team Safety
  Tokens and hand out Safety Award Pins.
• Break down the Pit and re-pack cart.
• Give Pit Safety Glasses Inventory Form to the
  Event Manager to fax to FIRST.

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At the Event

• The FIRST Impression
• Pit personnel must be cheerful and knowledgeable.
• Remain calm and clear headed. Teams will follow
  your lead.
• Everyone in the Pit is a customer. Treat each
  with respect and courtesy.
• A wrong answer is worse than no answer. Find out
  the right answer and get back to the team/guest.

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Helpful Hints

• Organize your materials each morning.
• Learn how to use your radio before the Pit opens.
• Delegate duties to other Pit volunteers.
• Supply a chair for each volunteer.
• Make sure to schedule lunch times and breaks so
  that there is always someone at the Pit
  Administration Station.
• If the Pit becomes congested, ask the volunteer
  coordinator for someone to work traffic flow.

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Setting up the Pit

• On preparation day, usually Wednesday, get a pit
  map from the Event Manager, and ensure that all
  teams have a numbered pit station.
• Ensure that all team robots have arrived in their
  station.
• Remove all judge stickers from team poles.
• Unpack your crate in the proper area and arrange
  the tables and chairs.
• Ensure the Spare Parts and Inspection Carts are
  placed in their proper locations.

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Training

• Train your Pit volunteers on orientation evening.
• Go over the registration packets as you prepare
  them for the first event day morning.
• Explain the consent forms and their importance.
  Be sure to point out the collection indicator on
  the label.
• Refer to the Guide for key training points and
  many NEW items for 2008.
• Use the daily schedule pages when training.

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Assess Your Crew

• Find out who will be working which days.
• Decide what positions will best suit them, then
  ask if he/she will take on that task. Ensure
  they have the right attitude to work with the
  public.
• Ask the Volunteer Coordinator to reassign someone
  who does not have high quality customer service
  skills and temperament.
• Select a lead person as backup for occasions you
  may need to leave the pit.

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Training, Cont.

• Make sure the Pit Announcer connects with the
  Lead Queuer to ensure teams get called to the
  field.
• Establish an announcing schedule to eliminate
  mic noise that teams tune out.
• Make sure the Spare Parts Attendants know their
  duties and ensure they have their instructions
  for their job. Connect them with Innovation
  First personnel.

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Radio Contact

• The Pit Supervisor must remain on the radio
  throughout each day.
• Obtain and return your radio at the event office
  each day so they can recharge overnight.
• The Event Manager will provide usable channels
  for various uses. Write them down.
• If you leave the Pit, designate a competent
  assistant to manage radio contact.

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Registration Overview

• WHEN By Noon on the first event day.
• WHO Adult team contact or representative only!
• HOW An adult contact hands in the Roster and
  Consent and Release forms (at the teams INITIAL
  event only). Contacts print their names, cell ,
  hotel, and sign on the Registration List. Then
  they receive the envelope containing the Team
  List, Safety Tokens, Scholarship Tri-fold,
  Operator badges, and Practice Schedule.
• WHY Confirm teams presence, provide info to
  teams, collect mandatory Roster and Consent
  Forms, and confirm each team has safety glasses.

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Registration Preparation

• Insert Team Lists, Pit maps, Safety Tokens,
  Scholarship Tri-fold, and Practice Schedules into
  team packets. Make sure you have a packet for
  each team on the list.
• Arrange Operator and Safety badges for
  distribution.
• Have program books ready to distribute with the
  registration packets. (5 per team)
• Go over process again with your crew.

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Registration Process

• Collect the Consent and Release Forms AND THE
  TEAM ROSTER from the adult contact
• Ensure that the team numbers are on them
• Staple them together, team-numbered roster on
  top.
• When things slow down, compare the forms with the
  roster to ensure everyone has a completed form.
• NOTE If this is a teams initial event, all
  attending team members and mentors MUST have a
  signed Consent Form.
• No roster and consent forms, no badges!

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Registration Process (Cont.)

• Before you provide the packet, the team contact
  must print and sign his/her name on the
  Registration List.
• The team contact must sign again regarding the
  safety glasses caveat and show they have at least
  four pairs of safety glasses.
• Explain the badges and paperwork to the team
  contact.
• Make sure that they also get their badges and
  programs.

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Consent and Release Forms

• Teams cannot register until they provide one for
  each person present at the teams initial event.
  Parent/legal guardian signature is mandatory for
  anyone under 18 years of age.
• Make sure they are filled out completely and
  staple them together, roster on top.
• Contact the Event Manager if the team has no
  forms.
• When Registration is complete, arrange the pile
  of forms in in numerical order and put them in
  your event bin, in the rolling crate, for return
  to FIRST.

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Badges

• The adult contact must sign for the teams
  envelope and badges.
• Operator Badges There are 4, one with a dot is
  the mentor badge. The mentor cannot operate the
  robot or score points. These badges enable the
  wearer to be on the playing field.
• Safety Captain Badge There is one for each Team
  Safety Captain, given out at the teams initial
  event. The Team Safety Captain is asked to
  attend the Safety Meeting, usually on practice
  day, at 10 a.m.

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Robot Crates

• First Event Day
• Three team members from each team, one must be an
  adult, can enter the Pit 15 minutes early to
  unpack crates.
• They must all wear safety glasses!
• Teams should notify drayage to have their crate
  removed to storage. If kept in pit station, it
  must fit within their pit station boundaries.
• Remind teams that if there is a problem with
  crate weight or damage, they must notify drayage
  before they open their crate(s).

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Robot Crates (Cont.)

• Last Event Day
• Have teams tell the drayage company when they are
  ready for their empty crate.
• Teams cannot take their robot/crate home after
  competition unless they have written proof that
  they met the deadline of 2/15 and the criteria
  for exemption. (Manual, Section 4). Otherwise,
  they MUST ship through the drayage service.
• Teams must bring their preprinted shipping
  document provided with their kits. The provided
  document numbers are recorded and teams cannot
  substitute them. NO EXCEPTIONS!

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Site Safety Restrictions

• The Site / Team Restrictions section in the Guide
  outline some of the FIRST and venue agreements.
  Help ensure compliance.
• Ensure that everyone in the Pit is wearing safety
  glasses at all times. This includes all teams,
  visitors, volunteers, judges, staff and YOU.
• Team members must not wear open-toed shoes or
  Crocs in the Pit.
• Stress that there is no running in the venue.

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UL Safety Awareness Recognitions

• Underwriters Laboratories (UL) and FIRST have
  joined together to spotlight safety. Each event
  will have a team of Safety Advisors encouraging
  teams to have best safety practices.
• They will meet with Safety Captains on the first
  morning to explain the program to improve work
  habits and event behavior regarding safety.
• The Process
• Each team starts with 10 tokens in its packet.
• They earn more tokens from the Safety Advisors
  and other teams and turn them in on Saturday
  around noon.
• Help the Lead Safety Advisor tally the tokens and
  record.

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UL Safety Awareness Recognitions

• The Awards
• In addition to the UL Industrial Safety Award,
• 3 teams with the most safety credits (tokens)
  will receive a Safety Award Pin. Winners will be
  announced at the Awards Ceremony and the pins
  will be given out in the Pit.
• The Lead Safety Advisor will post the Star of
  the Day near the Pit Administration table.

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Incident Reporting

• Always follow the procedure in your Pit
  Administration Supervisors Guide.
• Contact the EMT/Nurse by radio to report a
  problem, respond to the incident, complete an
  Incident Report and document witness info.
• For non-medical incidents, such as harassment or
  threats, notify the Volunteer Coordinator and
  fill out the Non-Medical Incident report.
• Contact the Lead Safety Advisor to document any
  safety problems.
• Give the Incident Report to the Event Manager to
  fax to FIRST, and keep a copy in the file box.

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Robot Inspection

• The Inspectors will have their own rolling cart
  for the equipment in the Pit area. On
  orientation night, place it in the Inspection
  area.
• They will generate the Inspection Forms on site.
• They may ask for assistance, but they should have
  all the necessary equipment for the process.
• Make sure the Lead Inspector notifies the Field
  Tech Advisor when all teams have passed
  inspection.

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Match Lists

• Inform scorekeeper when all teams have registered
  so he/she can compile the match list and team
  alliances.
• Ask scorekeeper or Event Manager for three copies
  per team plus 50 extra for judges, guests,
  queuers, announcers, and Pit. If you have to make
  the copies, keep receipt for FIRST reimbursement.
• NEW Distribute them on practice day afternoon.
• Tape copies to the Pit Administration tables for
  team viewing.

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Regional Chairmans Award

• This is the highest FIRST award and it is an
  extreme honor to win.
• You will receive the interview schedule on Friday
  morning. Make it accessible to teams view and
  tape it to the table.
• You will be responsible for returning all entries
  to teams by noon on the last day.
• Show enthusiasm for teams who participate it
  encourages them.

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Medallions

• Teams receive a box of 25 bronze participation
  medallions at their initial event. If teams win
  other medallions at the event, they do not
  receive them.
• The main contact should pick up the medallions
  and sign for them on the Medallion List from your
  Pit Supervisor Packet.
• Write the Team number on the boxes and hand them
  out.
• Put the completed list in the file box to
  FIRST.
• NOTE Teams that didnt get them at their
  previous event need to get them from FIRST after
  the season. Do not give them a box from your
  inventory.

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Wrapping Up

• Begin breaking down the Pit during the Award
  Ceremony on the last day.
• Never leave the Pit unattended for security and
  safety reasons.
• Dont volunteer to guard or store team valuables.
• Collect clipboards, safety glasses, and other
  loaned items and return to crate.
• Make notes of supplies that the next supervisor
  might need and notify Ops,Hdqtrs.Team Support.

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Pit Breakdown

• Pack the crate neatly to make it easy for the
  next person to unpack and set up.
• Remove judge stickers from team poles.
• Lost Items forms go in the file box.
• Place found items in your event registration bin.
• Pack the remaining office supplies in the crate.
• Roll filled crates to the area designated by the
  Event Manager.

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Complaints and Issues

• Address complaints with a smile and helpful
  attitude and try to reach a resolution.
• Document any issue you think can be solved for
  future events.
• Remind teams that questions about judging and
  points must be addressed with the referee before
  leaving the field.
• Get answers for all valid complaints.
• Remind teams / crew of Gracious Professionalism.

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Gracious Professionalism is Key

• At FIRST, Gracious Professionalism has become an
  expectation.
• We expect it from our students, from the Mentors
  and Coaches, from all FIRST Volunteers and from
  FIRST Staff.
• It is part of the ethos of FIRST.
• In the long run, gracious professionalism is
  part of pursuing a meaningful life. If one
  becomes a professional, and uses knowledge in a
  gracious manner, everyone wins. One can add to
  society and enjoy the satisfaction of knowing
  that you have acted with integrity and
  sensitivity. Thats good stuff!
• Dr.Woodie Flowers, FIRST National Advisor

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Gracious Professionalism is Key

• Encouraging high-quality work
• Emphasizing the value of others
• Respecting individuals and the community
• EVERYONE WINS!

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Lead Volunteer Communication

• With your team of volunteers
• As a Lead Volunteer you are a LEADER.
• Lead Volunteers must communicate with the
  Volunteer Coordinator(s) to get names and begin
  communicating with their team as soon as possible
  via e mail etc.
• As a team leader, you must communicate with your
  volunteers to create a sense of a team and
  teamwork.
• By doing so, questions can be answered in
  advance, comfort levels increased, and
  miscellaneous information gotten out of the way.
• There should be no surprises when you get
  together with your volunteer team at the event.

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Lead Volunteer Communication

• With the other lead volunteers at your event
• Take the opportunity to meet with other lead
  volunteers and discuss your expectations.
• Discuss overlapping areas of responsibility and
  decide on how issues in these areas should be
  handled.
• Clarify each others roles BEFORE a problem
  arises.
• Make sure everyone understands the non-medical
  incident report (new in 2008).

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Thank You

• For volunteering to be the Pit Admin Supervisor.
• Events could not happen without dedicated,
  energetic people like you.
• If you have any questions after completing this
  training, contact Marian at 513-634-9534 or
  Operations, Team Support at 800-871-8326, dial 0.

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Whats Next?

• Now that you have reviewed the key materials to
  succeed in your position be sure to
• Test your knowledge with our online quiz.
• Review any other materials provided.
• Understand the post-event survey.
• Plan to participate in your pre- and post-event
  training calls. These calls help volunteers at
  all regional events be successful!

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FIRST would like to thank the Association for
Laboratory Automation for their gracious support.