– FIRST Tech Challenge DECODE Season Guide

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Overview
Roles Covered:Volunteer Coordinator
Job Description
The Volunteer Coordinator is an administrative and customer service role that oversees all major
communications and planning for volunteer recruitment, selection, registration, support, and
recognition at an event.
Requirements
Technical
Medium
Physical
Low
Administrative
High
Communication
High
Pre-event Training
High
Time Commitment
Volunteer coordinators should expect to spend 10-12 hours at a full day event and 5-6 hours at a league
meet. 6-15 hours of pre-event training and planning are required, depending upon the size of the event
and the number of volunteers required for the event. Time commitments for Volunteer Coordinators
can vary depending on experience, working arrangements with the Program Delivery Partner, and the
size of the event. Below is an estimated amount of time you may spend on staffing for an event:
Time Commitment Estimate
3-6 months before the event Between 1-6 hours a week
2-3 months before the event Between 6-10 hours a week
1 month before the event
Between 10-15 hours a week
At League Meet
5-6 hours
At a Full Day Event
12-14 hours

The Volunteer Coordinator role may be a higher time commitment for
those who are participating in the role for the first time. Suggestions for
how to split responsibilities of this role between multiple individuals can
be found in the Roles and Responsibilitiessection of this
document.
Attire
• Comfortable closed-toe, closed-heel shoes, much of the day will involve moving through the
venue.
• ANSI Z87.1 or regional equivalent certified safety glasses are required in team pits and
competition areas.
• As one of the event leaders, comfortable professional wear is encouraged.
Training and Certification
Read and complete all tasks listed in thePre-Event Trainingsection.
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Any volunteer who applies to a role will be able to get into the Learning Management System (LMS)
using the 'FIRSTTraining' button. Roles with the training required will appear in the 'roles missing
certification' area. For more help, youcan read moreabout how to access your training.
If you have applied for a role but have not received access to the training, please email
training@firstinspires.org. A separate confirmation of the role assignment will come later.
Volunteer Coordinators are required to complete the FIRST^® Data Protection and Privacy Training for
volunteers, which is accessible through the Volunteer Dashboard. This training provides information
about how to responsibly manage personally identifiable information that may be received at events.
The Volunteer Coordinator should speak to the Event Director to find out what additional requirements,
such as meetings or run-throughs of the event space before the event. The approximate training time is
60 minutes.
All Volunteers are expected to read and comply with the Volunteer Handbook.
Roles and Responsibilities
FIRSTis fun for all. The most important role of a volunteer is to provide a
safe, fun, and welcoming environment for all FIRST^® participants. When
executing the duties of your role, always make decisions with team
experience in mind. Ask for help from event leadership if you feel your
required duties conflict with the best team experience.

Volunteer Coordinator
The role of a Volunteer Coordinator can be split into these major categories: Recruit volunteers to staff
an event, assign volunteers, function as the main liaison for volunteers, plan volunteer recognition
activities, other pre-event responsibilities and event-day responsibilities.
Responsibilities of the Volunteer Coordinator
Consult with Program Delivery Partner (PDP) and Event
Director to establish which volunteers are already committed
to this event
Recruit Volunteers to Staff an Event Determine who the key volunteers are for the event
Recruit volunteers through various means such as utilizing
social media, partnerships with other organizations, or
collaborating with alumni
Confirm volunteers have completed Youth Protection
Screening
Assign Volunteers
Confirm volunteers have completed training
Review and select the best fit volunteers for the role
Assign the Volunteer in the Volunteer Management System
Act as the Main Liaison for
Send out communications regarding event schedule and
Volunteers
expectations of the day
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Responsibilities of the Volunteer Coordinator
Answer questions volunteers have around the application
process or event
Work with Event Director to order volunteer apparel or other
materials ahead of the event
Manage Volunteer Hospitality
Discuss Volunteer meals and headcount with Event Director
Other Volunteer Hospitality Activities
Other Pre-Event Responsibilities
Attend pre-event planning meetings
Oversee volunteer check in process and confirm volunteer
attendance
Event-Day Responsibilities
Manage the execution of onsite volunteer recognition
activities such as setting up volunteer merch tables, giving
out volunteer of the year awards, etc.
After Event Responsibilities
Follow up with the Volunteers

Due to the number of responsibilities expected of the Volunteer Coordinator, it is common for FIRST^®
Tech Challenge Program Delivery Partners to split these responsibilities amongst multiple people.
Below are some examples of common methods for managing the Volunteer Coordinator
responsibilities:
Volunteer Recruiter
Some regions create a separate role that is focused on just the volunteer recruitment responsibilities.
This is usually a behind the scenes role that focuses on establishing local relationships to recruit more
volunteers.
Volunteer Administrator
Volunteer Administrators are behind the scenes working on assigning volunteers in the Volunteer
Management System and managing all pre-event responsibilities associated with volunteer
assignments.
These are just a few examples of different ways of splitting up Volunteer
Coordinator responsibilities. Please check with the Event Director or PDP
to confirm the specific responsibilities you will be expected to perform in
this role.
Prerequisites for Volunteer Coordinator
A Volunteer Coordinator must have previous experience managing and communicating with multiple
volunteers. In addition, the Volunteer Coordinator must complete the required FIRST^® Training course
and PII training before the event as they will be managing sensitive information. They must also review
and be familiar with the major volunteer roles (Volunteer Role Descriptions).
Additionally, Volunteer Coordinators must review and be familiar with the common tools utilized in this
role such as the Volunteer Registration System and Volunteer Management System.

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Before the Event
The Volunteer Coordinator should review the VMS (Volunteer Management System) user guideand
familiarize themselves with the resources available to assign, review, schedule, and notify volunteers of
their assignment. The Volunteer Coordinator must ensure that volunteers have successfully completed
their background screening, and any certifications required for the role.
Pre-Event Training
The Volunteer Coordinator must complete the required reading in this section and are required to pass
a certification test prior to serving in this role.
Resources for training and certification:
Volunteer Coordinator Pre-event Training List
Requirement
Resource
Required
Welcome to FIRST^®
Required
The Volunteer Coordinator Volunteer Manual(this document)
The Competition Manual – specifically:
• Section 3: Competition Eligibility and Inspection (I)
Required
• Section 4: Advancement
• Section 5: Event Rules (E)
• Section 8: Game Overview
Required
Complete the FIRST^® Data Protection and Privacy Training
Competition Manual – specifically:
Encouraged
• Section 2: FIRST^® Season Overview
• Section 11: Game Rules (G)
Encouraged
Complete Strategies for Inspiring Success for All modules.
Watch the game animation videofor a general understanding of the
Optional
game
Complete the Volunteer Coordinator CertificationTest in the FIRST^®
Learning System
Required
(For volunteers outside of North America without a FIRST^® Dashboard
Account use the PDF to self-certify)

Recruit Volunteers to Staff an Event
One of the most important responsibilities the Volunteer Coordinator performs is recruiting volunteers
for the event. Before beginning the recruitment process for volunteers, you should know what roles you
are recruiting for, how many volunteers to recruit and how to recruit! The following tools provide
guidance on each of the key areas Volunteer Coordinators should be familiar with before starting the
recruitment process:
• What roles are you recruiting for:Volunteer Role Descriptions
• Appendix A: Recruiting Volunteers
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The sections below explore the three main recruitment responsibilities a Volunteer Coordinator will
perform for an event:
Recruit Volunteers to Staff an Event
Consult with Program Delivery Partner (PDP) and Event Director to establish which volunteers
are already committed to this event
Determine who the key volunteers are for the event
Utilize various recruitment mechanisms such as social media, partnerships with other
organizations, or collaborating with alumni

Consult with the Event Director, PDP, or Planning Committee
Many FIRST^® Tech Challenge regions have an established pool of key volunteers, organizations, and
alumni that are used to staff events. Likewise, an established Event Director or event planning
committee may have a pool of volunteers already committed to a specific event.
Volunteer Coordinators should consult with the Event Director, or other members of the planning
committee, to get a preliminary headcount on volunteers. Asking questions like: “Are there volunteers
already committed to this event,” or “is there a volunteer pool we usually work with,” is the best place to
start the recruitment process.
Some events may have a dedicated planning committee. This is often a
group of Lead Volunteers that work together to plan an event. Review the
Tournament Guideor information on suggested planning committee
roles.
Determine Who the Key Volunteers are for the Event
Lead volunteers (or Key Volunteers) are the volunteer positions that have other volunteers reporting
directly to them. Volunteer Coordinators should focus on staffing the Key Volunteer roles first for the
following reasons:

Training - These positions require training and, in many cases,

certification. The earlier these
roles are assigned, the sooner the training can be completed.

Recruitment - Lead volunteers may also be able to help with recruiting volunteers for other

roles
at the event.

Selection – Some Key Volunteer

roles, such as Head Referee and Judge Advisor, may
participate in the final volunteer selection for the roles they oversee.
The following roles are considered Key Volunteer Roles and should be prioritized for recruitment.
Key Volunteers
Head Referee
Lead Field Inspector
FIRST Technical Advisor Lead Queuer
Judge Advisor
Pit Administrator
Lead Scorekeeper
Field Supervisor
Lead Robot Inspector
Volunteer Coordinator
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Once the Key Volunteers are identified the next roles a VC should
prioritize for recruit
Appem
n en
di t
x are R
B: efe
Con re
f e
l s
i an
ct d
o J
f ud
In ges
tere .s W
tShile
ecti th
o e
n. se roles are
not considered Key Volunteer roles, they are two of the most crucial roles
needed at an event and multiple volunteers must be recruited for each
role. When recruiting referees and judges Volunteer Coordinators should
heed the suggestions made in the

Key Volunteers should have prior experience with FIRST^® Tech Challenge and the role they are serving in,
though that may not always be the case. For more information on what to consider when recruiting Key
Volunteers, review the Volunteer Role Descriptions.
Utilize Various Recruitment Mechanisms
Beyond the established volunteer pool, additional volunteers may be needed to staff the event.
Volunteer Coordinators may need to utilize several different mechanisms to recruit additional
volunteers such as posting on social media sites, reaching out to local organizations, or sending email
blasts out to other community groups.
Please review Appendix A: Recruiting Volunteersfor additional
information and to find suggestions for recruiting volunteers.
Assign Volunteers
Once volunteers are recruited, they need to be assigned to the most fitting position. SinceFIRST Tech
Challenge is a youth organization, volunteer assignment is more than just assigning a volunteer to the
best fit role. Volunteer Coordinators must work with FIRST^® systems like the Volunteer Registration
System and the Volunteer Management System, to make sure that the volunteer has completed the
necessary training and Youth Protection screening required to participate in their role.
To sign up for an event the volunteers will utilize the Volunteer Registration System. Once the volunteer
has signed up for a role the Volunteer Coordinator will be able to see the volunteer under their preferred
roles in the Volunteer Management System. The Volunteer Coordinator can then complete the
following tasks:

Assign Volunteers
Confirm volunteers have completed Youth Protection Screening
Confirm volunteers have completed training
Review and select the best fit volunteers for the role
Assign the Volunteer in the Volunteer Management System

Understanding the Volunteer Management System
Volunteer assignment activities occur in the FIRST^®Volunteer Management System(VMS), which is a
custom system designed to help in management of event volunteers. Through VMS, Volunteer
Coordinators can check a volunteer’s YPP Screening, confirm volunteer details, and assign volunteers.
While other tools can be used on top of VMS to manage volunteers (such as Excel), VMS must be used
to assign volunteers and validate the completion of the YPP Screening.
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When interacting with the Personal Identifiable Information (PII) of
volunteers, Volunteer Coordinator must abide by the FIRST^® Privacy Policy.
Review the VMS Resources below for more information on how to use VMS to assign volunteers.
• VMS User Guide
• VMS Training Videos
Volunteer coordinators may be any designated individuals the partner
feels should have access to the information stored in the volunteer
management system. This includes, but is not limited to event committee
members, Event Directors, key volunteers, etc.

Confirm Volunteers have Completed Youth Protection Screening
All volunteers over the age of 18 must complete a Youth Protection Screening before they can be
assigned to a volunteer role in the Volunteer Management System. The Youth Protection Screening is a
background check that is provided by FIRST^®, in partnership with Sterling, and can be accessed by the
volunteer through the Volunteer Registration System.
Please note our systems only cover US and Canada. If you are Outside of
these areas in North America, you will just need to accept the youth
protection policy.

Many first-time volunteers are unaware that the Youth Protection Screening is required ahead of an
event. If a volunteer has not yet completed the Youth Protection Screening, the Volunteer Coordinator
should contact the volunteer to provide guidance on this process. FIRST^® has the following resources
that can assist volunteers with completing this requirement.
• Volunteer Registration User Guide– Page 12 provides guidance on how to access the screening
in the Volunteer Registration System.
• Volunteer Screening Guide
Information on how to see if the volunteer has completed the
Certification, required screening or other volunteer details can be found in
the Volunteer Details section of the Volunteer Management System User
Guide.

Confirm Volunteers have Completed Training
Many volunteer positions need training and certification before volunteering at the event. The chart
below outlines the roles that have training manuals, FIRST^® Training courses, or required certification
testing.
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Training and Certification by Role
FIRSTTraining
Certification/
Role
Training Manual
Course
Test
Control System Advisor (CSA)
X
X
X
FIRST Leadership Award Interviewer
X
X
X
FIRST Leadership Award Reviewer
X
X
X
Emcee and Game Announcer
X
X

Field Resetter

Field Supervisor
X
X
X
FIRST Technical Advisor (FTA)
X
X
X
Head Referee
X
X
X
Judge
X
X
X
Judge Advisor
X
X
X
Pit Admin Supervisor
X
X
X
Lead Queuer
X
X
X
Queuer

Referee
X
X
X
Lead Robot Inspector
X
X
X
Robot Inspector
X
X
X
Lead Scorekeeper/Scorekeeper
X
X
X
Volunteer Coordinator
X
X
X
Wi-Fi Technical Advisor (WTA)
X
X

If a role requires certification, the Volunteer Coordinator will be able to tell whether the certification has
been completed or not in the Volunteer Management System.
Review and Select the Best Fit Volunteers for the Role
Once the volunteer has completed the Youth Protection Screening and training requirements for a role
the next step is to select the best fit volunteer for the role. We recommend collecting as much
information as possible on a volunteer to determine if they are a good fit for the role. Consider asking
some of the following questions:
How to Determine if a Volunteer is a Good Fit
When signing up for an event, volunteers can choose and rank
What roles is the volunteer
multiple roles in which they are interested. The Volunteer
interested in?
Coordinator can view these preferences in the Volunteer
Management System.
In the Volunteer Details section of VMS, Volunteer Coordinators
What experience does the
can review a volunteer's previous experience with FIRST^®,
volunteer have?
including roles served at other events.
Skill level can be assessed through prior experience or
completed training/certifications. If a volunteer lacks these, the
What is the volunteer’s skill level?Volunteer Coordinator may need to contact them to identify
other applicable skills.
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How to Determine if a Volunteer is a Good Fit
During sign-up, volunteers can choose their available dates and
times. Volunteer Coordinators should communicate that the
What is the volunteer’s availabilityevent is a full day but should not turn away those who can only
like?
commit a few hours. Some positions may not require a full day,
so these volunteers can assist with non-technical tasks, like
giving breaks to others.
Volunteers that sign up may be affiliated with teams attending
the event. While there is no official policy fromFIRST Tech
Challenge around assigning volunteer with Conflicts of Interest
Does the Volunteer have a
(COI) Volunteer Coordinators should be aware of best practices
Conflict of Interest?
around COI that are being implemented in their FIRST Tech
Challenge region. For more information see
Appendix B: Conflict of Interest.
Key Volunteers or the Event Director may have insights into past
What input can the Key
volunteers and preferences for role assignments. Consult with
Volunteers or Event Director
the planning committee to assess a volunteer's compatibility
provide?
with a role before assigning them.
Consider factors like proximity to the venue and any physical
What other factors could affect
limitations of the volunteer. Volunteer Coordinators should refer
the volunteers assigned role?
to the volunteer manual for each role to identify any additional
considerations.

While VMS provides critical insight into the volunteer’s preferences, skill set, and experience, additional
information may be needed to align a volunteer to the role best fit for them. It is especially important if
a first-time volunteer has been recruited, to make sure they understand the role opportunities available
and to gauge their interest level in various roles.
Just as important as it is to match the right volunteer with the right role, it is equally important to make
sure that the volunteers are aligned to a role that meets their interests. Keeping a volunteer
enthusiastic and engaged improves their experience and increases the chances the volunteer will
participate in another event.
Many volunteers already have an idea of their preferences, as many have volunteered before. Volunteer
Coordinators should do their best to align volunteers with their preferred role. If the role they have
requested has already been filled, make sure to communicate with that volunteer. Have
recommendations ready for other positions that need to be filled, keeping in mind the volunteer’s
experience, skills, and interests.
Assign Volunteers in VMS
After the volunteer has been selected the Volunteer Coordinator must assign them to the role in the
Volunteer Management system. Volunteer Coordinators should review theVolunteer Management
System User Guidefor information on how to assign the volunteers.
Act as the Main Liaison for Volunteers
Throughout the recruitment, assignment, and pre-event processes: Volunteer Coordinators act as the
main point of contact for all information regarding an event.
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The Volunteer Management System is a unique system; custom designed
for FIRST^®. There are several steps to the volunteer assignment process,
and it is easy to miss steps if you are unfamiliar with the system. We
highly recommend that all Volunteer Coordinators review the Volunteer
Management System User Guidebefore assigning volunteers for the first
time.

This manual assumes that all responsibilities related to volunteer recruitment and management fall to
the Volunteer Coordinator. However, in some cases the PDP, Event Director, or other Key Volunteers
may take on responsibilities that FIRST^® Tech Challenge defines as a Volunteer Coordinator
responsibility. In the case of communication, other Key Volunteers may take ownership over
communications to the volunteers in their reporting line. Check with the other Key Volunteers or Event
Director to determine responsibilities about communications.
Outside of recruitment the Volunteer Coordinators will manage the following communications:
Act as the Main Liaison for Volunteers
Send out communications regarding event schedule and expectations of the day
Answer questions volunteers have around the application process or event

Pre-event Volunteer Communications
Once a volunteer is assigned for an event, they need to know what to expect for the event. Volunteer
Coordinators should send out the following communications ahead of an event.

Communications Volunteer Need
Confirmation of what role(s) they have been

assigned to

Expected work hours and reporting times

Overall Event Schedule
Role Expectations (such as additional resources for

review, dress code, etc.)

Parking Information

Venue Map

Check In Requirements

Volunteer Meal Options

It is important to provide this information to the volunteer at least a week ahead of the event they are
assigned to, to ensure they have all the information needed to arrive on time and be successful for the
day. We recommend sending out at least two pieces of communication ahead of the event to
volunteers regarding schedule and other relevant information. Multiple communications ahead of an
event can help avoid issues like volunteers missing the initial email communication.
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Answering Questions
As the volunteer is going through the assignment process and awaiting the event, they may reach out
to ask questions. Common questions include:
• How do I sign up for the event?
• Do I have any training I need to complete?
• How do I complete the Youth Protection Screening?
• What is the event schedule?
Volunteer Coordinators should be prepared to assist volunteers with major questions they have
regarding the sign-up process and the event. FIRST^® has many resources to help with the assignment
process. Utilize the following resources to help with questions the volunteer may have:
• Volunteer Registration User Guide
• Volunteer Screening Guide
• Understanding Volunteer Registration
The volunteer registration system is where volunteers can apply to the role they are interested in.
Understanding the general flow will help make it easier for volunteer coordinators to help volunteers
who may need guidance or assistance.

Volunteers need to successfully complete their Youth Protection screening to complete their first
volunteer application and before volunteering at the event. Volunteers that do not complete Youth
Protection and background screening before the event will be treated as “walk-on” volunteers with
limited role assignment on the day of the event. For more information about walk-on volunteers, please
talk to your Program Delivery Partner.
Manage Volunteer Hospitality
Another pre-event responsibility for Volunteer Coordinators is planning Volunteer Recognition
Activities. These are any activities like swag, meals, and awards that can used to make the volunteers
event day experience better. It is important that volunteers feel welcome and appreciated for
committing their time to FIRST^® events, and incorporating appreciating activities at an event can make
all the difference for volunteers.
This section focuses on some of the most common things to consider for volunteer recognition and
appreciation at the event. In addition to these common activities, Volunteer Coordinators are
encouraged to think of creative ideas to make the day feel special for the volunteers involved.

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Plan Volunteer Recognition Activities
Work with Event Director to order volunteer apparel or other materials ahead of the event
Discuss Volunteer meals and headcount with PDP and Event Director
Other Recognition Activities

Volunteer Apparel or Other Thank you Gifts.
For apparel and other swag Volunteer Coordinators should work with the Event Director, to determine
budget and ordering needs for the event.
FIRST^® provides free volunteer materials each season that Program Delivery Partners can order for their
events. This includes buttons, stickers, and other materials that fit with the season theme. FIRST^® also
provides other volunteer recognition materials, such as year of service pins, which are not free but can
be ordered through the FIRST^® volunteer recognition storefront. An important first step is checking with
the Event Director and Program Delivery Partner to determine if any of the materials can be ordered for
your event.
More information on volunteer recognition materials can be found on the
FIRST^® Volunteer Recognitionpage.

Apparel is another great option for volunteer appreciation. Volunteer T-shirts can help make volunteers
easily identifiable to event attendees and serve as a giveaway item for volunteers. FIRST Tech
Challenge offers some special shirts for judges and other volunteers that Program Delivery Partners
can order for events. However, event planning committees are encouraged to create a volunteer t-shirt
that is customized for their event. That way if volunteers attend multiple events, they can receive
different shirts (which can function as a collectable). Consult with the Event Director to determine if
there is budget to order volunteer T-shirts for the event.
Remember when creating custom volunteer swag to ensure that any
usage of FIRST^® logos follow the Branding and Design Guidelines.

Volunteer Meals
Due to the length of FIRST^® Tech Challenge events, volunteer meals should be provided at the event. For
a league that is 4-5 hours, at least one meal (breakfast or lunch) should be provided for volunteers. For
Qualifiers or League Tournaments which can be 10-14 hours, both breakfast and lunch should be
provided.
The responsibility of ordering meals may fall to the Event Director or PDP, depending on the standard
process within the FIRST^® Tech Challenge region. Volunteer Coordinators should consult with leadership
to determine the process for ordering food, provide insight on volunteer food restrictions, and the
number of volunteers that meals need to be purchased for.
Within VMS there is an option to download a report of volunteer food
restrictions. Considerations such as allergies and other preferences
should be considered when placing orders for food.
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Other Hospitality Activities:
There are many more ways to show volunteer recognition and appreciation at events. Consider some of
the activities below as options to show volunteers that their time commitment is appreciated:
• Selecting a volunteer of the year for the event (consult with the PDP about ordering a Volunteer
of the Year plaque)
• Setting up a volunteer swag table
• Bringing a cart of snacks and water around to field volunteers who may not be able to go to the
volunteer lounge.
Additionally, Volunteer Coordinators should consider actions in the Follow Upsection such as “thank
you” notes.
Other Pre-Event Responsibilities
The Volunteer Coordinator may be expected to participate in other pre-event responsibilities not
currently defined in this manual. Make sure to work with the Event Director to determine if any
additional responsibilities are expected.
Attend Planning Meetings
The most common additional responsibility that Volunteer Coordinators may be expected to participate
in is pre-event planning meetings with other members of the event planning committee. Meetings are
integral to making sure all the Key Volunteers participating in the event are on the same page about
who is expected to manage different communications, or just to touchpoint on event planning statuses.
Work with the Event Director to determine any meetings that the Volunteer Coordinator is expected to
attend.
Event Day
Report Time
The Event Director will confirm the time you should arrive, typically via email, the week before the event.
In most cases arriving 15 to 30 minutes before the earliest volunteer check in time is sufficient.
When you arrive onsite check-in with the Event Director.
Set-up
If it is not already set-up the night before, the Volunteer Coordinator should expect to immediately set
up any volunteer recognition tables, the volunteer lounge, or the volunteer check-in area.
Volunteer Check-In
On-site at the event the Volunteer Coordinator should oversee and assist with the volunteer check-in
process. Greeting the volunteers when they come in, provide any materials they may need to perform
their role, and guide them on the next steps once they sign in.
The volunteer check-in process is the best way for the Volunteer Coordinator to meet volunteer face-to-
face on the day of the event. This is a great time to highlight great customer service by making the
volunteers feel welcome.
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Manage Onsite Hospitality
Based on the Volunteer Hospitality Activities planned during the pre-event, Volunteer Coordinators may
need to manage things such as beverage carts, handing out the Volunteer of the Year award, and any
other activities planned.
Volunteer Interaction and Support
Volunteer Coordinators set the tone for an event by making the volunteers feel welcome and valued.
Effective Volunteer Coordinators will employ FIRST^® Core Values and have a volunteer-centric mindset.
Below are some best practices to employ when interacting with volunteers at an event.
Creating a Welcoming Environment for Volunteers
Volunteers, especially first-time volunteers, may feel uncertain about where to go
Create a
or what to do when they arrive. Having someone there to welcome them and guide
welcomingthem to their next steps helps volunteers feel more confident in their role. Be quick
environmentto approach the volunteer, greet them, and help guide them to where they need to
go for the day.
Throughout the day the Volunteer Coordinator should check in with key volunteers
Check in
to ensure everything is going smoothly with the volunteers they are overseeing.
with Key
Are volunteers getting breaks? Are all the volunteers working well in the role they
Volunteershave been assigned to? Collect any necessary feedback and help the key volunteer
with additional support as needed.
Volunteers are committing a lot of their personal time to these events, and they
want confirmation that sacrificing that time is providing value both to the volunteer
and to the event. Speak with volunteers as much as possible throughout the event.
Ask for
Ask questions: are they enjoying the event? Are they enjoying the role they are
feedback
participating in? What do they think be done to improve the event? Volunteers feel
more engaged when they feel they are participating actively in the event and
contributing feedback. Their perspective is invaluable to know how to improve
communications, align the best fit volunteer to a role, and show appreciation.
Make sure to always communicate that the volunteers time and experience are
Show
appreciated. Organize volunteer appreciation activities, compliment volunteers
Appreciationthat are doing well in their role, and always express gratitude in one-on-one
conversations.

Managing Volunteers who are Unsatisfied in their Role
Volunteer Coordinators may run into situations where a volunteer expresses discomfort in their
assigned role after arriving at the event. If the volunteer expresses concern about their ability to fill a
role introduce them to the key volunteer responsible for the assigned area and ask if it is possible for
the concerned volunteer to “shadow” an experienced volunteer to help gain confidence.
Team Interaction and Support
When interacting with teams please always consider the team’s perspective. The teams have put
significant time and effort into preparing for this event and may be feeling very stressed about
everything working out as they have planned. Today is a very big deal for the team and we are here to
help!
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While it is our job to help guide the teams to a successful event, it is their responsibility to follow the
rules and be on time for judging and matches.
If you feel there is an issue with an individual or several individuals from a team that warrants specific
intervention beyond just a kind reminder, please ensure the correct stakeholders for the team are
aware. Here is a generally acceptable process when working with a student or team who you need to
change their behavior:
The ABCs of Managing Team Behaviors
Do not directly reprimand a student one-on-one
without an adult from their team present. Ask
Ask for an Adult
the student to bring an adult who is responsible
for the team to meet you, before moving forward
with any discussion about the concerns at hand.
Is the environment conducive to the feedback
you are about to give? Is it loud in the area where
you are? Are there other teams around that may
Be aware of the Environment
hear the reprimand? Moving the conversation to
a quieter, more private space as needed can be
helpful.
Explain the concern to the team and offer clear
(Offer a) Clear Explanation
examples of the behavior that is concerning.
Offer the opportunity for students and adults to
Discuss any Questions
ask clarifying questions
Outline with the students and adults what the
next steps are if the issue is not corrected.
Explain Next Steps
Certain behaviors may include the risk of yellow
cards

Note: the only person at an event who can give an official warning or
issue a yellow/red card is the Head Referee. Please refer more severe
issues to the Head Referee and notify the Program Delivery Partner.

Be cautious about passing on any negative feedback about any teams directly to the Judges or Judge
Advisor (JA), because it is not possible to know all the contributing factors around such a complaint or
observation. If there are issues which are repeated or egregious follow the process forReporting
Other Issues or Concernsand inform the Program Delivery Partner. The Judge Advisor may seek
feedback from the Event Director to determine if there is any relevant information to provide the Judges
with their evaluation process.
Teams may only be completely disqualified from awards consideration for very rare egregious actions
and only with approval from FIRST^® HQ. The Event Director and/or JA should call the on-call number to
discuss the issue.
Managing Conflicts of Interest
Conflict of Interest – a conflict between the private interests and the
official responsibilities of a person in a position of trust.
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All listed volunteer roles will be asked to disclose any potential Conflicts of Interest, and to complete
theConflict of Interest and Disclosure form.During the Judges meeting, Judges will be asked to
declare any potential conflicts to the rest of the judging pool. During the Referee meeting, Referees will
be asked to declare any potential conflicts to the rest of the referee team. Some scenarios of conflict of
interests:
• A coach/mentor volunteers as a judge or a referee.
• A parent/relative of a team member volunteers as a judge or a referee.
• A recent alum (student or adult) of a team competing at the event volunteers as a judge or a
referee.
• A sponsor of a team competing at the event volunteers as a judge or referee.
Having a Conflict of Interest, or even the perception of a Conflict of Interest can affect a team’s
experience, even if decisions that were made throughout the day were not biased in any way. The
perception of potential favoritism is enough to discourage a team, coach, or mentor, and take away
from their overall experience at an event. Knowing what Conflict of Interest is, and how to avoid being
in a position that could be a conflict will ensure all teams feel they have been evaluated fairly.
All volunteers at an event have a fiduciary responsibility to act in the best
interest of the event which means to treat all teams fairly and equitably.
Volunteers should use prior FIRST^® experience to help inform their
decisions but should not use prior knowledge or perception of any
specific team to inform their decisions either good or bad. Every team, at
every event, deserves a fresh blank slate with all volunteers.
A volunteer who does not disclose their Conflict of Interest can compromise the integrity of FIRST Tech
Challenge events. In judging, this could cause teams affiliated with the volunteer with a Conflict of
Interest to be removed from consideration for awards.
Conflict of Interest, in some cases, can be quite easy to see. In other cases, it may be less obvious, and
it may be difficult to decide what constitutes a true Conflict of Interest. In some cases, the bias may be
apparent, while other times a Conflict of Interest may be perceived by a team or a coach. It is best to
keep the following in mind when volunteering:
• Be open and forthcoming about any conflicts you may have with a team competing at the event.
• If there is a known Conflict of Interest, avoid making decisions about a team that would change
the outcome of the day, such as speaking for or against a team in judge deliberations, or
holding some teams to a different refereeing standard than others.
• Remove yourself from any situation that could be perceived as a Conflict of Interest.
Below is one example of a Conflict of Interest. Keep in mind this is an example, and there are many
forms of Conflict of Interest, and ways to handle it.

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Parent/Relative/Alumni of a Team
If a parent or a relative of a team member, or an alum of a team is volunteering at an event, this
volunteer must abstain from making any decisions that could affect the results of the tournament.
Whether volunteering as a judge or as field personnel (referee, field technical assistant, etc.) it is
important to have that volunteer remove themselves from making any decisions related to that team.
For example:
• If the volunteer is a judge, they must recuse themselves from any conversations about that
team during deliberations.
• If the volunteer is a referee, they should not be involved in any decisions around penalties,
match replays, etc.
• Keep in mind that there are many ways Conflict of Interest can be presented, from parents to
sponsors. Make sure to remove any apparent Conflicts of Interest but also keep in mind any
perceptions of conflicts.
Emergencies
The Program Delivery Partner, Event Director and the event site host organization are responsible for
having safety and security plans in place for each event. Included in the plan should be topics such as:
• A map of all the emergency exits
• Knowledge of where on-site medical support is located.
• Shelter in place plans in the case of severe weather
• Evacuation plans
Teams should have their own safety plans before attending the event. Here are some team-focused
recommendations for Preparing to Safely Attend a FIRST^® Event.
Lost Children
FIRST^® Tech Challenge events can be very hectic, and it can be easy for a child to get lost amongst the
shuffle of a busy event. Ensure you have a plan prior to the event in the instance of a lost child.
In some cases, the team roster will list Coach phone numbers which can be used to reunite team
members, in some regions they collect “Day-of” cell phone numbers from each team at check in.
Coordinate your plan with your Program Delivery Partner.
Code Adam Guidelines (www.missingkids.com/CodeAdam) are also a great resource.
Medical Incident Reporting
Event volunteers are not responsible for diagnosing student injuries,
handing out medication, or first aid equipment. You and other event
volunteers should refer medical issues and emergencies to a medical
professional on site, such as an EMT. If an incident or illness occurs at
an event, the Event Director, Pit Administrator, or another trained
delegate should do the following:

• Call 911 if there is any question whether the injured
www.firstinspires.org/report
person/persons require urgent medical attention.
• Respond to the scene immediately. Bring a clipboard, pen, or an electronic device to complete
the incident report on theFIRST^® Reporting Portal.
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• Complete the incident report for the injured party.
The Event Director or Pit Administration volunteers are responsible for completing incident reports. The
incident reporting person should follow the best practices for incident reporting:
Best Practices for Incident Reporting
Anyone handling incident reporting should have a calm
Be Calm
demeanor. They should be able to collect information
and talk to witnesses without assessing fault.
In all conversations with the injured, witnesses,
spectators, and/or media always say "the incident is
Be Concise
being investigated" without any further comment. It is
not the job of the report collector to provide any
opinions on the situation at hand.
Do not imply liability or any payment, as no one knows
Be Risk Conscious
for sure until all the facts are collected.
Those taking in incident reports should be able to
communicate with the insurance company if necessary.
Be Prepared
They should also be aware of who they need to share
incidents with, including the local Program Delivery
Organization or the Event Director.

Although most incidents will not result in a claim, it is better to act on the side of caution and report
them. Should an incident result in a claim after the event, the documents will be on file, complete with
witnesses and a written report.
Youth Protection Reporting
Issues that are non-medical but are of concern to a
participant/participants should also be reported. Anything that
happens during an event that made a youth volunteer, team member or
spectator feel uncomfortable or threatened should be addressed.
As appropriate and if you feel safe doing so, speak directly with the
offending party and try to quickly and calmly defuse the immediate

issue. Call the Event Director and/or the Program Delivery Partner and
inform them of the issue and seek assistance as needed with any
www.firstinspires.org/report
immediate remediation of the issue.
Ensure all issues are reported in a timely manner using the FIRST^® Reporting Portal. Youth Protection
Concerns encompasses a wide variety of one-time or ongoing issues such as suspected abuse,
bullying, harassment, discrimination, questionable behavior, or violation to the FIRST^® Code of Conduct.

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help.firstinspires.org/s/contactsupportReporting Other Issues or Concerns
Feedback about issues such as game play, rule changes, awards, and event management (other than
medical/safety issues) are considered program related concerns and not youth protection issues and
should be shared with FIRST^® via customerservice@firstinspires.orgor bycontacting support.
Please note that match results and award results are final and that we will not review match videos.
Safety
An important priority for all volunteers is to observe their event areas to help promote a safe and
orderly space for all the participants. It is likely that various volunteers and event participants will bring
concerns to your attention, but you should also be proactive in identifying areas of concern.
Prioritize working with the teams to help identify and correct potential safety issues in the area. Please
review the section about Team Interaction and Supportfor the best ways to work with teams on
making changes.
Safety Glasses and Closed Toe Shoes
All volunteers, teams, coach/mentors, and spectators are required to have safety glasses and wear
closed toe shoes while in the pit and competition areas. It is important to watch out for anyone entering
these areas without proper Personal Protective Equipment (PPE) and to ask them to put on proper PPE
before entering. Some events will have volunteers staffed at the pit entrance with spare safety glasses
to pass out. Other events may not have spares to provide.
Pit Spaces
Specific rules governing what teams can have and do in their pit space are covered in the Competition
Manual, but the Event Directors may add additional restrictions which must be published before the
event based on limitations set by the venue.
Common areas where teams need help to stay safe and within the rules:
• No open flames or sparks.
• Power tools are permitted if they are not causing damage to the venue.
• Aisles, walkways, and doors should be clear of obstructions.
• Teams may set up practice spaces if they are fully within their designated space.
• No structure may be taller than 10 feet.
End of the Day
Assist with breakdown of the event as needed and be sure to dispose of any Personal Identifiable
Information data properly with direction from event leadership.
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After the Event
Follow Up
It is always best practice to ensure that you follow up with a “thank you” after the event. You can write a
personal note thanking the volunteer if time allows. However, even a general “thank you” will go a long
way in the eyes of the volunteer. We recommend sending out the “thank you” notes via email.
Depending on the size of your event and the resources that you have available, you could also follow up
with a photo from the event, showing the volunteers that they were an important part of making that
event successful and special.
Finally, we recommend providing an outlet for feedback, such as a survey, so that volunteers can
provide commentary that may not have been given during the event.

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Important Tools
Public Schedule
The Program Delivery Partner or the Event Director should publish the public schedule of events before
the event. This schedule will have a high-level overview of all the activities for the event. It is important
that everyone at the event does their best to stay true to the public schedule so that teams and
volunteers who have planned their day around these times have a good experience.
Time
Agenda
7:15 am
Doors Open for Staff & Key Volunteers
7:30 am
Judges and Inspectors Report
8:00 am
Doors Open for Teams
8:30 am
Judging & Inspection Commences
10:15 am Team Check-in Hard Deadline (Check the Competition Manual)
Match schedule is generated and distributed to teams. (Check the Competition Manual)
10:30 am Note to Scorekeeper: 6 Matches total(Check the Competition Manual)
10:40 am Drivers’ Meeting with Head Referee & Opening Ceremony
Qualification Matches 1 - 8
11:00 am Note to Scorekeeper: 7-minute cycle-time
12:00 pm Lunch
Qualification Matches 9 - 45
12:45 pm Note to Scorekeeper: 5-minute cycle-times
3:50 pm
Qualification Matches Projected End
4:00 pm
Alliance Selection
4:20 pm
Double Elimination Rounds 1 - 4
5:10 pm
Award Ceremonies Start & Double Eliminations Round 5
6:20 pm
Projected End of Event
7:00 pm
Doors Close
Occasionally things that happen out of the event’s control may impact the schedule. In these cases,
work closely with the Event Director to understand the updated agenda.
Figure 1: Example Schedule for a 30 Team Event

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Registered Teams List
The Program Delivery Partner may provide a list of teams registered for the event or the scorekeeper
can export a report of all the registered teams for the event. Sometimes this list may change the day of
the event based on which teams show up. The Scorekeeper report will have the most accurate
information about who is competing at an event. Notes that teams may be competing only in the
judging portion of the event and not have a robot present.
Figure 2: Competing Team Report
Volunteer Roster
The Volunteer Coordinator or the Program Delivery Partner will have access to a list of applied and
assigned volunteers for the event.
Event Layout/Map
The Program Delivery Partner and Event Director should publish a map of the venue before the event. In
some cases, details on the map might not be available until the day of the event.
The Event Layout / Map should detail the following:
• Load-In Path
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• Parking for Personal Vehicles and Busses
• Team Check-in
• Volunteer Check-in
• Competition Area
• Pit Area (May include thePit Map)
• Judging Room Locations (if applicable)
• Safety Details as available (Emergency Exits, AED, Shelter in Place Locations)

Figure 3: Example Event Map
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Judging Schedule

Figure 4: Example Judging Schedule
Match Schedule
The match list will be generated on the day of the event after the teams have been confirmed. This
schedule will list which teams will play in which alliance (Red or Blue) and it will also list a match start
time seeFigure 5. Some events will have more than one competition field. Some events will have more
than one division, in which case each division will have its own schedule.

Figure 5: Example Match Schedule

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Pit Map
Pit maps are typically provided by either the Event Director or by the Scorekeeper. Having a map of
where each team is in the pit is key, as teams, parents or Queuers might need to find. Below are two
sample pit mapsin Figure 6andFigure 7. Pit Maps created in FTC Scoring will appear on the FTC-
Eventspage.

Figure 6: Example Pit Map for a small12-team Qualifier Event

Figure 7: Example Pit Map for a Typical Regional Championship Event
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Volunteer Staffing Plan
This is optional, however, a great way to let your volunteers know who they will be working with
throughout the day of the event. Creating a staffing plan will allow you to communicate to all your
volunteers the names and roles of the other volunteers they will be working alongside throughout the
day. This can usually bring comfort to a volunteer as far as what to expect, and who they can reach out
to if they need help.

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Useful Links and Information
On-Call Support Numbers
On-Call Support
These numbers are for volunteer support only. Teams should not use these numbers
to call about rulings or technical assistance.
Administrative, Judge, Referee and Non-Technical Issues:
(603)206-2412
Scoring System (FTC Live) or other Technical Issues:

(603)206-2450
Call or use the built-in chat feature on FTC Live available for events with internet
access.
Pre-Event Support
Mon – Fri
8:30am – 5:00pm Eastern Time (UTC-4 or UTC-5)
Contact Supportincluding live chat or emailcustomerservice@firstinspires.org

Program Resources
FIRST^® Tech Challenge Website
Event Search

Game and Season Resources
FIRST^® Tech Challenge Blog

Volunteer Resources
Team Email Blasts

Feedback
We strive to create support materials that are the best they can be. If you have feedback about this
manual, please emailcustomerservice@firstinspires.orgor bycontacting support. Thank you!
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Appendix A: Recruiting Volunteers
There are many ways that you can recruit volunteers. There is no right or wrong answer on how to do
this. Feel free to be creative! Here are just a few examples of ways that a Volunteer Coordinator can
recruit volunteers.
Creating Volunteer Personas
A common tactic to kick off the recruitment process is creating Volunteer Personas. A Persona is a
fiction profile that represents groups of similar people in a target audience. Creating volunteer
personas allows Volunteer Coordinators to create recruitment materials gauged towards a certain
group. Common Volunteer Personas include:
Team
Professional
Colleges and
Alumni
Sponsors
Teachers
Members
Organization
Universities

Each of these persona groups has different motivations, experiences, and communication preferences.
However, those that fall within the persona group will share common traits. For instance, potential
volunteers within the FIRST^® Alumni persona share common traits like age, interest, and prior experience
with FIRST.
The use of personas is a common marketing and recruitment strategy. Personas provide deeper insight
into the potential volunteers and allows for volunteer recruitment tactics to be geared towards a
specific group. The more you can connect to and understand the motivations of a group of volunteers,
the more success you will have with recruiting from those groups.
When creating personas ask questions like:
• What are their values?
• What motivation would they have to want to volunteer?
• What are their communication preferences?
• What other traits do they have that may impact their interest in volunteering?
Alumni
FIRST^® Alumni make great volunteers due to their knowledge and enthusiasm for the program. Engage
FIRST^® Alumni through Alumni Advisory Boards, Alumni groups, and special events such as dinners or
information sessions.
Sponsors
Most events will have one or multiple sponsors supporting the event with donations. Asking a sponsor
for volunteers to help staff the event is a great way to get them more involved with the program. Some
companies even offer their employees volunteer hours which they can use to volunteer at the event.
Team Affiliated Volunteers
Teams or schools often host events. Teams and School Districts may be able to supply some of the
volunteers for the event like teachers, parents, coaches, or team members. Be cautious that these
volunteers may have a Conflict of Interest that should be considered when recruiting.

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Colleges and Professional Organizations
Colleges and Professional Organizations often share a similar mission or value structure with FIRST^®
and may be looking for community service activities to get engaged with locally. Reach out to
organizations such as those below, to discuss potential partnerships and volunteer opportunities.
Professional Organizations
Local or regional chapters of professional and technical organizations.
The American Society of Mechanical Engineers (ASME).
Society of Women Engineers (SWE).
National Society of Black Engineers (NSBE).
Society of Hispanic Professional Engineers (SPHE).
Entrepreneurial Associations and Economic Development Groups.
Information Technology Associations.
Area computing groups.
K-12 education associations.
School Districts.
Parent-Teacher Organizations.
Senior Centers and Senior Citizen Organizations.
Military organizations, recruiters, college ROTC instructors
Civic and Service Organizations – Kiwanis, Rotary, Lions, Elks, Chambers of Commerce, etc.
Youth Service Organizations – Boy Scouts, Girl Scouts, 4-H, Boys and Girls Club.
Colleges and Universities – both faculty and students.
Ways to Recruit
Email
A common way to recruit is to reach out to a persona group through email. For colleges this may mean
emailing the Dean of the Engineering school, or whoever is identified as an entry point for that persona
group. In email you should:
• Start with a brief explanation of what the purpose of the email is.
• Make a connection with the persona group by expressing how the program or event would align
with their mission.
• Focus communication on the motivators that are commonly associated with the person group.
LinkedIn®
LinkedIn® is a great resource that can be used to your advantage when recruiting volunteers. Like any
other organization posting a job opening, the Volunteer Coordinator can work with the planning
committee or program delivery partner to post volunteer positions that need to be filled. These
postings can include job descriptions, and the skills needed to fill the role.
Email Groups and Community Bulletin Boards
Look for local community groups or bulletin boards where information about the event can be shared
with potential volunteers.

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Volunteer Job Shadow
Some of the great feedback received over the years is that a volunteer who spends a day shadowing
another volunteer feels more prepared and more successful in filling a role at a later event. Talk with
the volunteers you have already recruited. See if they know someone who might be interested in
tagging along for the day. This is a great way to expose the person not only to the position, but also to
the excitement of the event.

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Appendix B: Conflict of Interest
Please ask all volunteers to disclose any potential conflicts of interest, and to complete the Conflict of
Interest and Disclosureform. Some scenarios of Conflict of Interest include:

Conflict of Interest Scenarios
Coach or Mentor of a team
Parent or Relative of a team
Alumni from a team
Team sponsor
An individual with a relationship with many teams in a region

Having a Conflict of Interest, or even the perception of a Conflict of Interest, can affect a team’s
experience, even if decisions that were made throughout the day were not biased in any way. The belief
of potential favoritism is enough to discourage a team, coach, or mentor, and take away from their
overall experience. Knowing what Conflict of Interest is, and how to avoid being in a position that could
be viewed as a conflict will ensure all teams feel they have been treated fairly.
Conflict of Interest can sometimes be very black and white. In other cases, it may be a gray area, and it
may be difficult to decide what makes up a true conflict of interest. Sometimes, the bias may be
obvious, while other times a team or a coach may perceive a Conflict of Interest. It is best to keep the
following in mind when volunteering:

Working with Conflicts of Interest
Encourage volunteers to be open and forthcoming about conflicts
Disclose COIs
they may have with a team competing at the event.
If there is a known conflict of interest, avoid assigning that
volunteer in a role where their decisions about a team that could
change the result of the day, for example:
Avoid Roles that can Impact the
• Assigning a judge to a panel where they would interview a
event
team in which they currently or have had an existing
relationship.
• Assigning a referee at an event where multiple teams they
coach are competing.
Avoid assigning volunteers in any situation that could be perceived
Consider Perception
as a conflict of interest.
Tell the Judge Advisor and Head Referee about volunteers in their
Discuss with Key Volunteers
reporting lines that have a real or perceived conflict of interest
Parent, Relative or Alumni of a Team
If a parent or a relative of a team member is volunteering at an event, this volunteer must abstain from
making any decisions that could affect the results of the tournament. Whether volunteering as a Judge
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or as field personnel (Referee, Field Technical Advisor, etc.) it is important to have that volunteer
remove themselves from making any decisions related to that team. For example:
• If the volunteer is a Judge, they must recuse themselves from any conversations about that
team during deliberations.
• If the volunteer is a Referee, they should not be involved in any decisions around penalties,
match replays, etc.
Keep in mind there are many ways Conflict of Interest can be present, from parents to sponsors. Make
sure to remove any seeming Conflicts of Interest but also keep in mind any perceptions of conflicts.
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