YOUCan be a

CHIEF JUDGE!

And here’s how!

Jerry Barrett July 27, 2013

Session Overview

Overview of Chief Judge ResponsibilitiesTasks and TimetableJudges, Ballot Counters, and TimersPreparing for the ContestThe briefing and other pre-contest dutiesDuring the contestCounting ballots and determining winnersHandling ProtestsPost-contest PaperworkMiscellaneous

2

Responsibilities – 1of 2

Team / coordinate with the Contest Chair to handle all tasks.

Read and understand the current Rulebook.Select Judges, Timers, and Ballot Counters.Brief the Judges, Timers, and Ballot Counters.Ensure that the room is set up properly.When asked by the Toastmaster, affirm that

contest officials have been briefed.

3

Responsibilities – 2 of 2

Spot check speech timing.Collect Time Record Sheet and Tiebreaker

Judge Ballot.Lead the Ballot counting process.Give Winner Form to the Contest Chair.Fill out Notification of Winners form (rank all

qualified contestants) and give to next level Contest Chair.

Destroy ballots, time sheets and tally sheets.Thank your team.

4

Tasks and Timetable

Task Weeks Before Contest

Study and Understand the Rules 4

Select Ballot Counters and Timers 3

Recruit and Select Judges 2.5

Notify Contest Officials of Contest Details 2.5

Confirm Judge Eligibility. Find new judges as needed 2

Plan the Chief Judge Briefing (use the on-line script) 1.5

Train judges If necessary 1

Send reminder to Contest Officials 0.5

Select and brief Tiebreaker Judge 0.5

Conduct Briefing, Perform contest duties 0

Fill out Notification of Winners, Destroy documents -1

Write thank you notes to Contest Officials -1

5

Rules

Read the Rulebook – Rules & Checklists.

Downloadable from TI website

Offer to send rulebook to Contestants when notifying them 2 weeks ahead of the Contest.

6

Judges

How many and where fromEligibilityFinding CandidatesInviting and Asking for Qualifications

Letter and Questionnaire Template

Confirming EligibilityTrainingThe Tiebreaker Judge

7

Rules – How Many / Where From

Club 5 Judges (unless impractical) + Tie Breaking Judge

Area 5 Judges or equal representation from clubs in the

Area (unless impractical) + Tie Breaking Judge Division

7 Judges or equal representation from the Areas in the Division (unless impractical) + Tie Breaking Judge

No judge in same club with a contestant Jerry’s Guidelines to Increase Fairness

Two judges per contestant or the numbers above, whichever is higher

8

Eligibility

Club Member in Good Standing

Area and Division Member in Good Standing for at least six

months Completed six speeches in the Competent

Communicator ManualNOTE: If a contestant judges a contest,

s/he is no longer eligible to compete that contest season.

9

Finding Candidates

From networking at training eventsFrom previously visiting other clubsFrom previous speech contestsFrom other clubs nearby

Ask your club’s “Tribal Chief(s)” Ask your Area Governor Ask your Division Governor Ask the District Chief Judge (judge@tmd55.org) Ask the District Contest Chair

(contestD55@tmd55.org) Ask me! (webmaster@tmd55.org)

Other?10

Inviting / Asking for Qualifications

See template Provide date/time/place of the contest. Ask for cell phone number. Ask if s/he is a contestant. Club membership For contests above the club level

• Education level / completed six CC speeches?• Length of membership• Highest level at which s/he has been a judge

Rules familiarity Judge training – events and/or videos

One addressee per letter!11

Confirming - Eligibility

Confirming Contestant & Judge Eligibility speechcontests@toastmasters.org or Phone 949-858-8255. “Ask for speech

contests.” Division Contests – check for judges in same

clubs with contestants.

12

Judge Training

Sessions at District Sponsored EventsTI On-line videos

(http://www.toastmasters.org/Members/OfficerResources/eLearning/SpeechContestModule.aspx)

Session 2: When You’re the Judge Session 3: The Judge’s Guide and Ballot

13

Tiebreaking Judge

Identity is known only to the Chief Judge.Select and brief prior to arriving at the

contest. Tiebreaking judge does NOT attend the Chief

Judge briefingBefore the contest starts, give the tiebreaking

judge a folder with the Tiebreaking Judge Guide and Ballot form(s).

After all the contestants have spoken, the Chief Judge picks up the Tiebreaking Judge’s ballot. Ballot ranks all contestants.

14

Rules - Other Role Players

Ballot Counters – threeTime Keepers – twoSergeant-at-Arms – number not provided

Implied: one for Evaluation contest and Table Topics Contest

Suggestion: + One for every unlocked doorThere is nothing wrong with having more

than the number listed in the rules. The more volunteers the better. Good to have backups

15

Preparation - What to Bring 1/2

Chief Judge Script (http://www.tmd55.org/uploads/1/1/9/1/11914028/chiefjudgescripts.pdf)

RulebooksFolders containing Judge’s Guide and

Ballot along with envelopesJudge Certification forms

Think about emailing ahead of the contest Have blank forms at the briefing

Folder containing Time Record Sheets along with envelopes

16

Preparation - What to Bring 2/2

Counters’ Tally SheetsNotification of Contest Winner formsContest Winner Announcement Script forms

with envelopePensTiming IndicatorsStopwatches – minimum of twoCalculatorsScissors to cut Judge’s Guide and Ballot

forms17

At the Contest Site. Pre-contest

Meet with Contest Chair to Locate briefing room. Understand the speaking area.

Perform the Briefing. Obtain missing certifications

Obtain Speaker Certifications from the Contest Chair.

Be sure time signals are easily viewable.Give folder to tiebreaking judge.

Obtain certification

18

During the Contest

Confirm that contest officials are ready when asked.

Spot check timing.Monitor contestant introductions.

19

Counting Ballots – 1/2

Pick up the Time Record Sheet and the Tiebreaking Judge’s ballot.

Leave for the tally room with ballot counters after all ballots have been collected.

Complete the ballot counter briefing if appropriate.

Check for time disqualifications.Fill in at least three Counters’ Tally sheets.

20

Counting Ballots – 2/2

All Counters’ Tally sheets MUST agree! If there is a tie for any position, use the

Tiebreaking Judge ballot to break the tie.Make sure Ballot counters “remember” the

results in case there is an announcement error.

Fill out the Contest Winner Announcement Script forms, insert in envelope, and give it to the Contest Chair. Two winners with four or less contestants Three winners with five or more contestants

21

Protests

How Judges can protest is covered in the Chief Judge briefing.

If an Originality protest is submitted, convene all the judges, including the tiebreaking judge, for a hearing.

The contestant being protested is allowed to present his case.

Judges then discuss and vote. A majority of the judges must concur with a decision to disqualify. Chief Judge doesn’t get a vote.

Note any originality disqualifications on the Contest Winner Announcement Script.

22

Questions at Contest site – 1/2

Sometimes, contestants have questions about timing, disqualifications, placement, and/or judging.

There are no rules to cover these situations.

If you choose to answer questions, only answer questions from contestants.

23

Questions at Contest site – 2/2

Time and Time Disqualifications Instruct the Timers and the Contest Chair to

direct questions to you as the Chief Judge. If you choose to answer the questions, do so in

private.Originality Disqualifications

Give no information. Instruct Contest Chair to do the same.

Eligibility Disqualifications – handled by Contest Chair

Judging and Placement – Do not reveal any information.

24

After the Contest

Participate in the Contest Evaluation if one is held.

Fill out the Notification of Contest Winner forms, ranking ALL qualified contestants. Forward the forms to the Chair of the next

level contest.

Destroy ballots, Time Record Sheets, and Tally Sheets.

Send a Thank You notes to your staff.25

Miscelleneous

Chief Judge is not a judge.Bring extra judge folders.Put thank you notes in folders?Send Profiles and Eligibility forms to next

level Contest Chair?Clearly communicate any disqualifications to

the Contest Chair.Who fills out winner certificates?Add 30 seconds if timing equipment fails.Preserve Judge anonymity.

26

You will be sent a follow-up email with links to this presentation, and other documents. Some documents may be attached to the email.

If you have any questions or comments, contact Jerry Barrett – webmaster@tmd55.org

27

YOUCan be a

CHIEF JUDGE!

Jerry Barrett July 27, 2013