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 &lt;Name of the contest event&gt; being held on &lt;Day&gt;, &lt;Date&gt; at &lt;Location&gt;. Briefings begin at &lt;time&gt;, contest will conclude at &lt;time&gt;. 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, &lt;Your name&gt;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&apos;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
Can be a
And here’s how!
February 8, 2014
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
Responsibilities – 1 of 2
Team / coordinate with the Contest Chair
to handle all tasks.
Study and understand the current
Select and brief the Judges, Timers, and
Ensure that the room is set up properly.
When asked by the Toastmaster, affirm
that contest officials have been briefed.
Spot check speech timing.
Responsibilities – 2 of 2
Collect Time Record Sheet and Tiebreaker
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
Destroy ballots, time sheets and tally sheets.
Thank your team.
Tasks and Timetable
Weeks Before Contest
Study and Understand the Rules
Select Ballot Counters and Timers
Recruit and Select Judges
Notify Contest Officials of Contest Details
Confirm Judge Eligibility. Find new judges as needed
Plan the Chief Judge Briefing (use the on-line script)
Train judges If necessary
Send reminder to Contest Officials
Select and brief Tiebreaker Judge
Conduct Briefing, Perform contest duties
Fill out Notification of Winners, Destroy documents
Write thank you notes to Contest Officials
Study the Rulebook –
Rules & Checklists.
Downloadable from TI
Offer to send rulebook to
How many and where from
Inviting and Asking for Qualifications
Letter and Questionnaire Template
The Tiebreaker Judge
Judges – How Many / Where From
5 voting judges (unless impractical) + tiebreaking Judge
5 voting judges or equal representation from clubs in
the Area + tiebreaking judge
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
Member in Good Standing
Area and Division levels
Member in Good Standing for a minimum of
Completed six speeches in the Competent
NOTE: If a contestant judges a contest
beyond club level, s/he is no longer
eligible to compete that contest season.
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 (email@example.com)
Ask the District Contest Chair (
Inviting / Asking for Qualifications
Provide date/time/place of the contest.
Ask for cell phone number.
Ask if s/he is a contestant.
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
Judge training – events and/or videos
One addressee per letter!
Confirming - Eligibility
Confirming Contestant & Judge Eligibility
Phone 949-858-8255. Ask for “speech
Division Contests – check for judges in same
clubs with contestants.
Sessions at District Sponsored Events
TI On-line videos
Session 2: When You’re the Judge
Session 3: The Judge’s Guide and Ballot
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
Before the contest starts, give the tiebreaking
judge a folder with the Tiebreaking Judge Guide
and Ballot form(s). Have them sign the Eligibility
After all the contestants have spoken, the Chief
Judge picks up the Tiebreaking Judge’s ballot.
This ballot ranks all contestants.
Rules - Other Role Players
Ballot Counters – three
Time Keepers – two
Sergeant-at-Arms – number not provided
Implied: one for Evaluation contest and Table
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
Preparation - What to Bring 1/2
Chief Judge Script
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
Preparation - What to Bring 2/2
Counters’ Tally Sheets
Notification of Contest Winner forms
Contest Winner Announcement Script forms
Stopwatches – minimum of two
Scissors to cut Judge’s Guide and Ballot
forms (or cut ahead of time)
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
Be sure time signals are easily viewable.
Give folder to tiebreaking judge.
During the Contest
When asked, confirm that contest officials
Spot check timing.
Monitor contestant introductions.
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
Complete the ballot counter briefing if
Check for time disqualifications.
Fill in at least three Counters’ Tally
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
Two winners with four or less contestants
Three winners with five or more contestants
How Judges can protest is covered in the Chief Judge
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
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.
Questions at Contest site – 1 of 2
Sometimes, contestants have questions
about timing, disqualifications, placement,
There are no rules to cover these
If you choose to answer questions, only
answer questions from contestants.
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
Give no information. Instruct Contest Chair to do the
Eligibility Disqualifications – handled by Contest
Judging and Placement – Do not reveal any
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
Destroy ballots, Time Record Sheets, and
Tally Sheets (some wait until next level
contest is conducted).
Send Thank You notes to your staff.
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.
Can be a
July 27, 2013