Welcome to the FIRST Webconference

1. Welcome to the FIRSTWebconference 2009 FRC Field Supervisor Training Version 1 – 8 February 2009

2. Trainer: Paul George FIRST Volunteer Since 1994 FTA Since 2005 Cell: 513-377-6584 The Field Supervisor plays a key role in coordinating the flow of events on the field and is crucial to a successful outcome. It is a demanding and rewarding position that will challenge your organizational, operational, and diplomatic skills. The following material assumes some basic knowledge of how a FIRST Robotics Competition event works (experience with at least one previous competition). Introduction & Overview

3. Agenda • Learning Objectives • Responsibilities • Principles • Key Event Positions • Key Activities • 2009 Lunacy Details • Quiz

4. Learning Objectives After this presentation, you will be able to: • Describe why this is important • Describe your responsibilities • Describe the principles • List the Key Event Staff Positions • Implement the 2009 Lunacy Specifics

5. Why Do We Do This? • Without Volunteers Like You, FIRST and your event would not be possible • Opportunity to Make A Difference • Opportunity To Use Your Leadership Skills • Great Learning Opportunity

6. Primary Responsibilities • Field Safety • Direct Field Setup and Breakdown • Keep track of tools • Manage the supplies • Collaborate with Event Manager to Establish: • Robot Flow • Crowd Control • Safety Glasses Station Locations • Train the Field Reset Crew • Direct Field Reset and Repair • Help Keep the Matches on Schedule • Identify and Resolve Field Issues

7. Principles • Create the BEST Possible Event for the Students! • Embody Gracious Professionalism • Communication Is Key! • Lead versus Do • Be a Team Player • Use Gentle Persuasion • Be Consistent and Fair • Use Diplomacy and Common Sense • Be Decisive and Stick to Your Decision • Strive for Consistency

8. Expectations • Do Your Best • Do Your Homework • Stay At the Field – this is your first priority! • Keep the FTA and Event Manager informed of any issues • Be Professional – you are representing FIRST • Be Polite – “please” and “thank you” go a long way • Be Humble – don’t be afraid to ask for help • Be Approachable – you have to know what’s going on • Be Patient – stay calm and work things through • Be a Good Listener – show empathy but then get to the point • Be Flexible – there is more than one way to accomplish most goals • Use Your Resources • Follow the Rules

9. Equipment • Rule Book! • Appropriate Sections of the FTA Manual • A Watch – Preferably with a stop watch • FIRST Toolbox • Tools • Cleaning Supplies • ONLY USE MATERIALS DESIGNATED FOR YOUR REGIONAL!!!!! • Scissors or Pocket Knife • Carpet Trimming • Cutting Tape • Obtain a Radio from the Event Office • Queuing • FTA and FTS • Event Manager • Match Schedule (s)

10. Key Event Positions • Field Reset and Repair Crew • FIRST Technical Advisor • Event Manager • Head Referee • Emcee • FTA Assistant • Score Keepers • Lead Queuer • Lead Robot Inspector • Volunteer Coordinator

11. Field Reset and Repair Crew • Provide their training • This is a key responsibility area for you • Assign a Lead Reset Person to help • Establish a sense of pride • Establish the procedure and manage breaks • Work with the Volunteer Coordinator to ensure you have enough volunteers • Field reset can impact staying on schedule • Assign individuals to do field repair

12. FIRST Tech Advisor • He/She is your “go to” person for technical issues • All these people have done your job in previous years and know the ropes • They are responsible for: • Assisting with field set up and breakdown • Resolving technical issues throughout the competition • Knowing the right person to contact • Check in regularly and get feedback on how things are going • Any questions, ask the FTA first.

13. Event Manager • Confirm start and end times for each day • Review • Robot Transit • Judges Seating Area • Crowd Control • Ceremony Needs • Media Plans and Needs • Support for VIP Appearances • Establish ground rules for camera operators & photographers • Keep them informed of the schedule status

14. Head Referee • Scoring • Establish signal for indicating scoring is over and its OK to enter the field • Make arrangements for practice scoring on Thursday • Establish area for student questions • Collaborate to stay on schedule • Emphasize importance of fast scoring • Depending on the game, field reset may start before scoring is complete. Discuss this possibility on Thursday. • NO Replays!

15. Emcee • Does Team Introductions • Establish who will signal to start (FTS or Yourself) • Establish the signal that the field is ready • Collaborate with the Emcee to stay on schedule • When running late, it is OK to start introductions while the teams are still on the field • Let the Emcee know if there will be a significant delay

16. FTA Assistant • Trained and supervised by the FTA • Responsibilities include: • Monitoring the field electronics • Assists in ensuring Robots can communicate with the field • Providing “Quality of Service” reporting • Collaborate with the FTS to stay on schedule • Support each other BUT do not duplicate efforts

17. Score Keepers • Enters the score • Works with the AV crew to display the scores • Prepares scoring system for the next match • Check point that the field is ready • Establish the signal to indicate that scoring is ready for the next match • FTA is their first level of support

18. Lead Queuer • Establish expectations • Train them on the flow patterns • Lead Queuer works out the details with the Pit Announcer • Lead Queuer decides on locations for the Queuing Team • Establish importance of communication • Balance between: • Having teams ready • Giving teams as much time as possible in the pit • Discuss any changes necessary for Saturday afternoon

19. Queuing • Train Queuing On: • Where on-deck robots are to wait • How robots will get loaded on the field • Where carts will go while robots are on the field • How robots come off the field • Need to check that robot numbers correspond to the numbers on the scoring system • Make sure everyone understands stations Red 1, Red 2, Red 3, Blue 1, Blue 2, and Blue 3 • Establish that Queuers are ultimately responsible for making sure the right robots and drivers get to the right playing spot • You and the field setup folks will help but Queuers need to be responsible

20. Lead Inspector • Review the method for indicating that teams have passed inspection for Friday and Saturday competition • Establish a method for asking for a re-inspection • Review anything to watch out for on the field (e.g., tires that could become a problem)

21. Volunteer Coordinator • Review the number of volunteers scheduled for field setup, field reset, queuing, and field disassembly. • Emphasize the need to have reliable volunteers • Especially for Queuing and Field Setup • Preferably many will work all 3 days • Helps maintain consistency and timing • Establish process for having the volunteer coordinator work with you on any volunteer issues that affect the field

22. Others • A/V Manager • Make sure you know how to find him/her • Use A/V Manager with regards to Union Sites or not. They will know best how to handle. • Head Judge and Judge Advisor • Introduce yourself in case they need anything to do with the field/competition flow • Regional Director • FIRST Representative • Stakeholder

23. Agenda • Learning Objectives • Responsibilities • Principles • Key Event Positions • Key Activities • 2009 Lunacy Details • Quiz

24. Wednesday • Truck unloading • Check the crates as they come off • Build the field • Meet with the Event Manager • Volunteer Meeting • Dinner • Train the Field Reset Crew

25. Field Set Up & Checkout • The Field Supervisor is responsible for field setup and breakdown • ONLY use materials designated for your Event! • Generally No Tools Are Required!! • Supervise versus Do • Use your volunteers! • Direct the activities (Especially during breakdown.) • Teach them the proper methods • Work with the FTA and FTAA to confirm that the field is operational • For questions, consult the FTA

26. Field Reset Crew Safety • Emphasize that safety glasses are required to be worn at all times on the field • Only closed toe shoes are acceptable • Tennis shoes are ok • Low heels are preferable • No one may enter the field or touch a robot while the robots are active! NOT EVEN ON PRACTICE DAY! • Be weary of pinch points • Be alert. Robot arms may and do extend past the field barrier.

27. Field Reset Crew Expectations • Volunteers must wear their volunteer shirt and try to look neat • Be punctual – you are counting on these folks to be on time • Pay attention and follow directions • Do not yell at the players! Use gentle, but insistent, persuasion to get teams to move.

28. Field Reset Crew Training • Importance of speed and accuracy in reset • No one under Age 12 • Review field configuration – exactly how you want it set up – be firm! • Crew only enters the field after the OK sign • Review game piece rules • Deflated or broken pieces • Do game pieces re-enter the field during the match • Let robot owners remove game pieces from their robot

29. Field Reset Crew Training (cont) • Decide where you want people posted • Gates onto field • Helping teams get set up and disconnected • Establish Procedure For and Who Will: • Trim carpet snags • Replace broken zip ties • Re-tape • Manage the spare game pieces • Clean up between matches • Establish a lost robot parts bin

30. Other Field Reset Items • Alliance team members must decide their robot position on the field prior to stepping onto the field • The drivers must be under the computer assigned driving position (under their team number) • Encourage teams to disconnect their Operator Stations during scoring

31. Thursday • Breakfast Event Meeting • Drivers Meeting • Practice Rounds • Who will Emcee? • Establish area and procedure for fill in lane • Evaluate field resets and robot flow • Talk to Head Referee • Field Clean Up and Maintenance • Talk to Spare Parts about charging the spare batteries • Print the Qualification Schedules at Lunch

32. Driver’s Meeting • FTA welcomes the teams • You discuss: • Field Safety • Safety Glasses • Stay off the field until directed to get their robot • Move quickly but safely • Operator Badges • Robot Flow and Cart Storage • Queuing Areas • Match #1 robots must be on the field prior to the opening ceremonies • Head Referee • Emphasizes Specific Rules • Holds a Q&A session • NOTE: A “script” will be available by Week 1

33. Practice Matches • Do not allow anyone on the field while the robots are active! • See 2009 Specifics for Practice Requirements • Watch for field or game piece damage. Inform the Lead Inspector of any suspect robot mechanisms. • Finishing on time is NOT mandatory or necessary! • It is more important to give the teams adequate practice versus finishing on time. • Schedule • 10 minutes between matches with 2 cycles • First one is 5 min (15 sec Auton with 285 seconds of Teleop • After a reset, rerun the match with standard timing

34. Practice Matches (Cont’d) • Opportunity to teach the teams the match timing and set the tone for the 2 days of competition • Remind teams that it is PRACTICE • Monitor traffic flow and your field reset crew • An opportunity to practice announcing • Let rookie members of your team know that the intensity level will be substantially higher tomorrow – don’t get too comfortable.

35. Field Clean Up and Maintenance • Vacuum carpet and trim loose ends • Inspect game pieces • Inspect the field • Look for missing zip ties and bent or broken pieces • For field markings, Minimize tape use! Patch versus complete replacement (use common sense) • Clean all glass – both sides • Check that the field has not moved significantly • Trash pick-up

36. Friday • Breakfast Event Meeting • OPTIONAL Drivers Meeting • Review training with the Field Reset Crew • Set up the field for the Opening Ceremony • Set up for Match #1 • Matches and Lunch • Award Ceremony • Field Clean Up and Maintenance • Get Alliance Captain bibs ready

37. Optional Drivers Meeting • Short and Sweet • Reasons to have the meeting • Head Referee needs to emphasize 1 or 2 rules based on Thursday’s practice • Drastic change in Robot flow

38. Opening Ceremony • Set up field the way the Event Manager wants it • Match #1 robots should be on the field before opening ceremonies • Establish robot communications • Have teams turn off their robots to save power • Review timing with the Lead Queuer

39. The Qualifying Schedule • A perfect day is starting the last match at the appointed time! • Strive for plus or minus 5 minutes • Too fast is worse than too slow • Cycle times are 6 minutes • You can make up time at lunch • Dynamic Scheduling • Maintains the lunch break • Matches may shift from before lunch to after lunch and vice versa

40. The Schedule Continued • You will run behind schedule in the morning • By mid-morning, the match interval should be correct • If not on target, then look for the bottlenecks • Field set up time • Getting teams on / off field • Getting teams connected / disconnected • Referee scoring time (work with refs to improve) • Emcee / announcer taking too long

41. Qualifying Matches • Early on focus on field set up and make sure this goes smoothly • Check on queuing • Coordinate Field Reset Crew breaks • Look for trouble • Keep people pumped up (from 2:30 to 4:00 is the twilight zone!)

42. Saturday • Breakfast Event Meeting • Review training with the Field Reset Crew (you may have new members) • Set up the field for the Opening Ceremony • Set up for the first match • Qualifying Matches Continue • Alliance Pairings • Elimination Matches • Award Ceremony • Field Breakdown • Truck Loading

43. Alliance Pairings • Have Emcee begin making Alliance Pairing announcements 30 minutes before the last match • The time • Need a representative from each team • The assembly area for the representatives • Back up robots • Alliance Captain meets with the Head Referee • Review with Emcee where each Alliance pairing will stand • Have the Alliance Captain bibs available • Have a runner available to fetch a missing representative

44. Alliance Pairings (cont.) • Meet with the Back Up Robot teams and explain the situation • Get a new schedule • Make sure that Queuing, the Pit and the Pit Announcer have new schedules • Make sure Alliance Captains receive their Time Out Card • Devise a method to keep track of the FIRST provided batteries. They must be returned.

45. Elimination Rounds • Keep the Emcee appraised of any significant schedule delays • Encourage the Emcee to fill in any dead time and entertain the crowd • Work with crowd control and the Event Manager to make sure the field perimeter doesn’t get too crowded and the people in the stands can see

46. Award Ceremony • Check with Event Manager to see how they want the field set up • Quickly pick up the carpet, but there is most likely no time to vacuum • ABSOLUTELY NO FIELD DISASSEMBLY DURING THE AWARD CEREMONY! • OK To Do QUIETLY and OUT of SIGHT • Practice Field • Game Pieces • Inspection Station • Do not give away game pieces • Good time to give positive feedback to the event team as warranted

47. Field Break Down and Packing • CHAOS! Unless YOU take control! • Too many people is worse than not enough! • Keep track of tools • Going slower means getting done sooner • Check the contents of each crate • When everything is packed, walk the facility with the FTA. Do not overlook cardboard boxes! • Line up the crates according to the truck packing layout

48. Agenda • Learning Objectives • Responsibilities • Principles • Key Event Positions • Key Activities • 2009 Lunacy Details • Quiz

49. 2009 Specific Information • Field Set Up • Practice Day • Game Pieces • Game Specifics • Field Reset • Miscellaneous

50. Field Set-up • FRP (Regolith) • FRAGILE while rolled up • Use gloves • Easier to grasp • Glass splinters • Allow time for it to warm up • Expands and contracts with temperature • Position of FRP is approximate • NO FTA manual on the truck • Posted on the forum • Construction is easy • Field and scoring table electronics have changed for the better