YOU
Can be a
CHIEF JUDGE!
And here’s how!

Wafae Owen

February 8, 2014
Session Overview
Overview of Chief Judge Responsibilities
Tasks and Timetable
Judges, Ballot Counters, and Timers
Prep...
Responsibilities – 1 of 2
Team / coordinate with the Contest Chair
to handle all tasks.
Study and understand the current...
Responsibilities – 2 of 2
Collect Time Record Sheet and Tiebreaker
Judge Ballot.
Lead the Ballot counting process.
Hand...
Tasks and Timetable
Task

Weeks Before Contest

Study and Understand the Rules

4

Select Ballot Counters and Timers

3

R...
Rules
Study the Rulebook –
Rules & Checklists.
Downloadable from TI
website
(http://www.toastmasters.org/interactivespee...
Judges
How many and where from
Eligibility
Finding Candidates
Inviting and Asking for Qualifications
 Letter and Ques...
Judges – How Many / Where From
 Club
 5 voting judges (unless impractical) + tiebreaking Judge

 Area
 5 voting judges...
Judge Eligibility
Club level
 Member in Good Standing

Area and Division levels
 Member in Good Standing for a minimum...
Finding Judge Candidates
From networking at training events
From previously visiting other clubs
From previous speech c...
Inviting / Asking for Qualifications
See template

(http://www.tmd55.org/uploads/1/1/9/1/11914028/letter_to_prospective_j...
Confirming - Eligibility
Confirming Contestant & Judge Eligibility
 speechcontests@toastmasters.org or
 Phone 949-858-8...
Judge Training
Sessions at District Sponsored Events
TI On-line videos
(http://www.toastmasters.org/Members/OfficerResou...
Tiebreaking Judge
Identity is known only to the Chief Judge.
Select and brief prior to arriving at the contest.
 Tiebre...
Rules - Other Role Players
Ballot Counters – three
Time Keepers – two
Sergeant-at-Arms – number not provided
 Implied:...
Preparation - What to Bring 1/2
Chief Judge Script

(http://www.tmd55.org/uploads/1/1/9/1/11914028/chiefjudgescripts.pdf)...
Preparation - What to Bring 2/2
Counters’ Tally Sheets
Notification of Contest Winner forms
Contest Winner Announcement...
At the Contest Site. Pre-contest
Meet with Contest Chair to
 Locate briefing room.
 Understand the speaking area.

Per...
During the Contest
When asked, confirm that contest officials
are ready.
Spot check timing.
Monitor contestant introduc...
Counting Ballots – 1 of 2
Pick up the Time Record Sheet and the
Tiebreaking Judge’s ballot.
Leave for the tally room wit...
Counting Ballots – 2 of 2
All Counters’ Tally sheets MUST agree!
If there is a tie for any position, use the
Tiebreaking...
Protests
 How Judges can protest is covered in the Chief Judge
briefing.
 If an Originality protest is submitted, conven...
Questions at Contest site – 1 of 2
Sometimes, contestants have questions
about timing, disqualifications, placement,
and/...
Questions at Contest site – 2 of 2
Time and Time Disqualifications
 Instruct the Timers and the Contest Chair to direct
...
After the Contest
Participate in the Contest Evaluation if
one is held.
Fill out the Notification of Contest Winner
form...
Miscelleneous
Chief Judge is not a voting judge.
Bring extra judge folders.
Put thank you notes in folders?
Send Profi...
YOU
Can be a
CHIEF JUDGE!

Jerry Barrett

July 27, 2013
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Chief judge training

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  • Overview of Chief Judge Responsibilities
    Task list and schedule
    Judges, Ballot Counters, Timers, and Sergeants-at-Arms
    Preparing for the contest
    The Chief Judge Briefing
    During the contest
    Counting ballots and determining winners
    Handling Protests
    Post-contest Paperwork
    Notification of Winners to next level chair
    Destroy ballots, Timer Sheets, Tally Sheets
    Thank your team
    Miscellaneous
  • Team/coordinate with the Contest Chair to ensure that all tasks regarding contest procedure and rules are assigned and being handled.
    Read and understand the most current Rulebook.
    Select Judges (including Tiebreaking Judge), Timers and Ballot Counters.
    Recruit contest officials.
    Confirm Judge eligibility.
    Confirm that the panel adheres to the rules in terms of quantity of judges as well as club / area / division affiliation of judges
    Be the contact point for providing information about contest rules and procedures to all contest officials.
    Thirty minutes prior to the contest start, brief the judges, timers, and ballot counters.
    Provide packets and forms.
    Read the District 55 Chief Judge briefing script.
    Review the forms and protest procedure (part of the script).
    Ensure that the timers have the proper equipment, that it is in good working order and that their location is clearly visible to the contestants.
    When asked by the Toastmaster, affirm that contest officials have been briefed.
    Spot check the speech timing.
  • Collect a time record sheet and a tiebreaking judge ballot at the end of each contest.
    Conduct the ballot counting / tallying process
    Handle any ties, timing disqualifications, and protests.
    Give the Contest Chair the list of winners
    On the Notification of Winners form, provide the ordered placement listing of all eligible contestants. If there were disqualifications, write down the type of disqualification (time, eligibility, originality). Give the form(s) to the next level Contest Chair.
    Destroy all ballots, time record sheets, and ballot counter tally sheets after the contest.
    Thank your team
  • Task List (sorted by due date)
    From the Contest Planning Guide on the District website.
     
    Task Weeks before contest
    Study and understand the rules4
    Select Ballot Counters and Timers3
    Recruit and select judges. Network / trade with other clubs2.5
    Notify Contest Officials of Contest details2.5
    Confirm judge eligibility. Find new judges as needed2
    Plan the Chief Judge briefing (use on-line script)1.5
    Train judges if necessary1
    Send reminder to Contest Officials0.5
    Select and brief the tie-breaking judge0.5
    Briefing and Contest0
    Fill out Notification of Winners forms, send to next level chair-1
    Write Thank-Yous to contest officials-1
  • A. At each level of a Toastmasters speech contest, a specified number of voting judges and officials are required.
    1. At club contests, a contest chair, chief judge, at least five voting judges, a tiebreaking judge, three counters,
    and two timers are appointed, unless impractical.
    2.At area contests, there shall be an equal number of voting judges from each club in the area, or a minimum
    of five voting judges. In addition to these voting judges, a contest chair, chief judge, tiebreaking judge, three
    counters, and two timers shall be appointed.
    3. At division contests, there shall be an equal number of voting judges from each area in the division, or a minimum
    of seven voting judges. In addition to these voting judges, a contest chair, chief judge, tiebreaking judge,
    three counters and two timers shall be appointed. No chief judge, voting judge or tiebreaking judge shall be a
    member of any club in which a contestant is a member.
  • B.To be a chief judge, voting judge or tiebreaking judge at a Toastmasters speech contest, you must meet all
    eligibility requirements identified below.
    1. At a club contest, be a member in good standing.
    2.At an area, division, or district contest:
    a) Be a member in good standing for a minimum of six months.
    b) Have completed a minimum of six speech projects in Competent Communication.
    3. At the International Speech Contest Semifinals and the World Championship of Public Speaking:
    a) Be a member in good standing for a minimum of six months.
    b) Be at least an Advanced Toastmaster Bronze or Advanced Communicator Bronze.
    c) Have previously judged a Toastmasters speech contest at the area, division, district, or semifinal level.
    4. The following are ineligible to compete in any Toastmasters speech contest:
    a) A member serving as a chief judge, voting judge or tiebreaking judge beyond the club level for a contest in
    which the member is still competing or intends to compete
    5.Contest chairs, chief judges, voting judges, timers, counters, sergeants at arms and test speakers may not
    compete in the contest at which they are serving.
  • Letter to prospective judges
     
    Hi ______________,I am soliciting judge candidates for the <Name of the contest event> being held on <Day>, <Date> at <Location>. Briefings begin at <time>, contest will conclude at <time>. If you are interested and willing to serve as a judge, please fill out the questionnaire below and return it to me in the next few days. If you have any questions or comments, please feel free to contact me. Thanks, <Your name>Questionnaire What is your cell phone number? Mine is ____________.Are you currently a contestant or potential contestant? Once you judge a speech contest this season, you are no longer eligible to compete this contest season.
    What clubs are you a member of?
     
    For contests above the club level, ask the next three questions
     
    What is your current education level? If not at least a Competent Communicator (CC), have you given at least six speeches in the CC manual?
     
    Have you been a member for at least six months?What is the highest level of competition that you have judged in the past five years? (Club, Area, Division, District, Regional, Semi-final, International)Are you somewhat familiar with the rules? If you need to review them, download a copy from the Toastmasters International Website (http://www.toastmasters.org/1171DCD). Also, feel free to contact me if you have any questions about the rules.Have you attended a judge training workshop in the last five years?Have you viewed the on-line judge training videos on the Toastmasters International website? If you have not attended a judge training workshop, I do ask you to watch the two on-line videos before the contest.
    When You are the Judge
    The Judge's Guide and Ballot - This specifically covers the International Speech Contest ballot. Some parts of this video generally apply to all contests.
  • E.Before the contest, the chief judge selects a member to act as tiebreaking judge.
    1. The identity of the tiebreaking judge is secret, and known only to the chief judge.
    2.The tiebreaking judge does not attend the judges’ briefing.
    3. The chief judge shall provide a Tiebreaking Judge’s Guide and Ballot to the tiebreaking judge before the
    beginning of the contest.
  • In addition to these voting judges, a contest chair, chief judge, tiebreaking judge, three
    counters, and two timers shall be appointed.
    2.At the conclusion of the test speech, all contestants shall leave the room. They then have five minutes to prepare
    their evaluation using materials of their choice.
    A. Timing and preparation supervision shall be under the control of the contest sergeant at arms.
    B.Where it is not practical for contestants to leave the room, contestants will complete their five-minute preparation
    in the same room under the control of the contest sergeant at arms.
    3. After five minutes have elapsed, no further preparation shall be allowed and with the exception of the first contestant,
    who shall be called back as first evaluator, all others shall hand all written material to the contest sergeant at arms.
    Preparation material shall be handed back to contestants as they are introduced to present their evaluation.
    4. When the (Table Topics) contest begins, all contestants except the first shall leave the room and remain under the supervision of
    the contest sergeant at arms.
  • What to Bring
     
    Chief Judge Script
    Rulebooks
    Folders containing Judges Guides and Ballots along with envelopes
    Judge Certification Forms (may want to put in Judges’ folders)
    Timer Sheets along with envelopes in Folder
    Counter Tally Sheets
    Notification of Winner Form
    Winner Announcement Script Form with envelope
    Pens
    Timing Indictors – colored paper at a minimum
    Stopwatches (minimum of 2)
    Calculators
    Scissors to cut Judges Guides and Ballots
  • What to Bring
     
    Chief Judge Script
    Rulebooks
    Folders containing Judges Guides and Ballots along with envelopes
    Judge Certification Forms (may want to put in Judges’ folders)
    Timer Sheets along with envelopes in Folder
    Ballot Counter Tally Sheets
    Notification of Winner Form
    Winner Announcement Script Form with envelope
    Pens
    Timing Indictors – colored paper at a minimum
    Stopwatches (minimum of 2)
    Calculators
    Scissors to cut Judges Guides and Ballots
  • Just prior to the briefing – get speaking area from Contest Chair
    The Briefing
    Planning – download and read script
    What to Bring (see list)
    Perform the briefing in a separate room / area (go over the scripts)
    Prior to the contest start
    Get the Speaker Certifications
    Be sure Time signals are easily seen by the contestants
    Availability of Lectern
    Staging area for contestants
    Review agenda to ensure proper listing of contestants. No judge or test speaker names
    Give tiebreaker judge his/her folder
  • 7. Protests and Disqualifications
    A. Protests are limited to eligibility and originality and shall only be lodged by voting judges and contestants. Any
    protest shall be lodged with the chief judge and/or contest chair prior to the announcement of the winner and
    alternate(s).
    B. Before a contestant can be disqualified on the basis of originality, the contestant must be given an opportunity
    to respond to the voting judges. A majority of the voting judges must concur in the decision to disqualify.
    C. The contest chair can disqualify a contestant on the basis of eligibility.
    D. All decisions of the voting judges and qualifying judges are final.
  • Miscellaneous –
    Chief Judge is not a Judge and doesn’t fill out a ballot
    Bring extra judge guides and ballots
    Thank yous in folders?
    Certificates of participation?
    Sending bios and eligibility forms to next level chair
    Make sure disqualifications and how they are announced are clear to the Contest chair
    Filling out winner certificates
    In case there are timing malfunctions
    Anonymity of judges
  • Chief judge training

    1. 1. YOU Can be a CHIEF JUDGE! And here’s how! Wafae Owen February 8, 2014
    2. 2. Session Overview Overview of Chief Judge Responsibilities Tasks and Timetable Judges, Ballot Counters, and Timers Preparing for the Contest The briefing and other pre-contest duties During the contest Counting ballots and determining winners Handling Protests Post-contest Paperwork Miscellaneous 2
    3. 3. Responsibilities – 1 of 2 Team / coordinate with the Contest Chair to handle all tasks. Study and understand the current Rulebook. Select and 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. Spot check speech timing. 3
    4. 4. Responsibilities – 2 of 2 Collect Time Record Sheet and Tiebreaker Judge Ballot. Lead the Ballot counting process. Handle any protests 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
    5. 5. 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
    6. 6. Rules Study the Rulebook – Rules & Checklists. Downloadable from TI website (http://www.toastmasters.org/interactivespeechcontestrulebook) Offer to send rulebook to Judges. 6
    7. 7. Judges How many and where from Eligibility Finding Candidates Inviting and Asking for Qualifications  Letter and Questionnaire Template Confirming Eligibility Training The Tiebreaker Judge 7
    8. 8. Judges – How Many / Where From  Club  5 voting judges (unless impractical) + tiebreaking Judge  Area  5 voting judges or equal representation from clubs in the Area + tiebreaking judge  Division  7 voting judges or equal representation from the Areas in the Division + tiebreaking Judge  No judge or chief judge in same club with a contestant  Guidelines to Increase Fairness  Two voting judges per contestant or the numbers above, whichever is higher  Try not to have all the judges from 1-2 clubs 8
    9. 9. Judge Eligibility Club level  Member in Good Standing Area and Division levels  Member in Good Standing for a minimum of six months  Completed six speeches in the Competent Communicator Manual NOTE: If a contestant judges a contest beyond club level, s/he is no longer eligible to compete that contest season. 9
    10. 10. Finding Judge Candidates From networking at training events From previously visiting other clubs From previous speech contests From 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) Social Media 10
    11. 11. Inviting / Asking for Qualifications See template (http://www.tmd55.org/uploads/1/1/9/1/11914028/letter_to_prospective_judges_template_v03.pdf )      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
    12. 12. 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
    13. 13. Judge Training Sessions at District Sponsored Events TI 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
    14. 14. 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 briefing Before the contest starts, give the tiebreaking judge a folder with the Tiebreaking Judge Guide and Ballot form(s). Have them sign the Eligibility form. After all the contestants have spoken, the Chief Judge picks up the Tiebreaking Judge’s ballot. This ballot ranks all contestants. 14
    15. 15. Rules - Other Role Players Ballot Counters – three Time Keepers – two Sergeant-at-Arms – number not provided  Implied: one for Evaluation contest and Table Topics Contest  Suggestion: + One for every unlocked door There is nothing wrong with having more than the number listed in the rules.  The more volunteers the better.  Good to have backups 15
    16. 16. Preparation - What to Bring 1/2 Chief Judge Script (http://www.tmd55.org/uploads/1/1/9/1/11914028/chiefjudgescripts.pdf) Rulebooks Folders containing Judge’s Guide and Ballot along with envelopes Judge Certification forms  Think about emailing ahead of the contest  Have blank forms at the briefing Folder containing Time Record Sheets along with envelopes 16
    17. 17. Preparation - What to Bring 2/2 Counters’ Tally Sheets Notification of Contest Winner forms Contest Winner Announcement Script forms with envelope Pens Timing Indicators Stopwatches – minimum of two Calculators Scissors to cut Judge’s Guide and Ballot forms (or cut ahead of time) 17
    18. 18. 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
    19. 19. During the Contest When asked, confirm that contest officials are ready. Spot check timing. Monitor contestant introductions. 19
    20. 20. Counting Ballots – 1 of 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
    21. 21. Counting Ballots – 2 of 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
    22. 22. 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
    23. 23. Questions at Contest site – 1 of 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
    24. 24. Questions at Contest site – 2 of 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
    25. 25. 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 (some wait until next level contest is conducted). Send Thank You notes to your staff. 25
    26. 26. Miscelleneous Chief Judge is not a voting 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
    27. 27. YOU Can be a CHIEF JUDGE! Jerry Barrett July 27, 2013

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