Pit Administration Supervisor
Regional
FIRST Training Resource – Volunteers
Summary
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Responsibilities & Expectations
Schedule
Tasks Overview
At the Event
Helpful Hints
Conclusion
What’s Next?
FIRST Training Resource – Volunteers
Responsibilities & Expectations
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Setup, management, and breakdown of the Pit.
Review Pit Admin Guide, event layout, and pit map.
Train your Pit Admin Volunteer crew.
Provide service and supplies consistent with other
events.
• Organize materials, prepare packets for teams and
register teams.
• Provide information to teams/guests in a friendly,
helpful manner.
FIRST Training Resource – Volunteers
More Responsibilities
• Attend morning staff meetings each day.
• Check with the Lead Safety Glasses volunteer
each day to ensure the process is going smoothly.
• Work with the Pit Announcer to make sure s/he is
comfortable with duties/schedule.
• Make sure the Spare Parts volunteers know their
duties and procedures to follow.
• Handle lost and found items. Try to find owners.
• Find out information on the Team Social ahead of
time because teams will ask.
FIRST Training Resource – Volunteers
Schedule
Review the “Pit Administration Supervisors’ Guide”
daily schedule pages, which provide a general
task list for each day. The descriptions of the
tasks are described elsewhere in the guide.
FIRST Training Resource – Volunteers
Tasks Overview
Preparation: Usually Wednesday
• Train and supervise Pit Staff
• Prepare for Registration
• Meet the Event Manager & Volunteer Coordinator.
• Confirm proper Pit Setup. Learn locations of Event
office, bathrooms, machine shop, drayage company,
and EMT.
FIRST Training Resource – Volunteers
Tasks Overview (Cont.)
First Day, Usually Thursday:
•Collect Member and Mentor Roster and Consent and
Release forms
•Register teams
•Notify Field Tech Advisor when all teams are
registered so they can prepare the Match Lists for
distribution on practice day.
•NEW: Upon receipt, hand out the Match Lists, 2 per
team. Ask teams to approach the table and using a
Team List, check them off as they receive their lists.
FIRST Training Resource – Volunteers
Tasks Overview (Cont.)
Second Day, Usually Friday:
• Distribute Match Lists before the Pit opens IF they were not
ready for distribution yesterday.
Final Day, Usually Saturday:
• Return Chairman’s Award Submissions
• Hand out Bronze Medallions
• Work with Safety Advisors to count Team Safety Tokens and
hand out Safety Award Pins.
• Break down the Pit and re-pack cart.
• Give “Pit Safety Glasses Inventory Form” to the Event Manager
to fax to FIRST.
FIRST Training Resource – Volunteers
At the Event
The FIRST Impression
• Pit personnel must be cheerful and knowledgeable.
• Remain calm and clear headed. Teams will follow
your lead.
• Everyone in the Pit is a customer. Treat each with
respect and courtesy.
• A wrong answer is worse than no answer. Find out
the right answer and get back to the team/guest.
FIRST Training Resource – Volunteers
Helpful Hints
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Organize your materials each morning.
Learn how to use your radio before the Pit opens.
Delegate duties to other Pit volunteers.
Supply a chair for each volunteer.
Make sure to schedule lunch times and breaks so
that there is always someone at the Pit
Administration Station.
• If the Pit becomes congested, ask the volunteer
coordinator for someone to work traffic flow.
FIRST Training Resource – Volunteers
Setting up the Pit
• On preparation day, usually Wednesday, get a pit
map from the Event Manager, and ensure that all
teams have a numbered pit station.
• Ensure that all team robots have arrived in their
station.
• Remove all judge stickers from team poles.
• Unpack your crate in the proper area and arrange
the tables and chairs.
• Ensure the Spare Parts and Inspection Carts are
placed in their proper locations.
FIRST Training Resource – Volunteers
Training
• Train your Pit volunteers on orientation evening.
• Go over the registration packets as you prepare
them for the first event day morning.
• Explain the consent forms and their importance.
Be sure to point out the collection indicator on
the label.
• Refer to the Guide for key training points and
many “NEW” items for 2008.
• Use the daily schedule pages when training.
FIRST Training Resource – Volunteers
Assess Your Crew
• Find out who will be working which days.
• Decide what positions will best suit them, then
ask if he/she will take on that task. Ensure they
have the right attitude to work with the public.
• Ask the Volunteer Coordinator to reassign
someone who does not have high quality customer
service skills and temperament.
• Select a lead person as backup for occasions you
may need to leave the pit.
FIRST Training Resource – Volunteers
Training, Cont.
• Make sure the Pit Announcer connects with the
Lead Queuer to ensure teams get called to the
field.
• Establish an announcing schedule to eliminate
“mic noise” that teams tune out.
• Make sure the Spare Parts Attendants know their
duties and ensure they have their instructions for
their job. Connect them with Innovation First
personnel.
FIRST Training Resource – Volunteers
Radio Contact
• The Pit Supervisor must remain on the radio
throughout each day.
• Obtain and return your radio at the event office
each day so they can recharge overnight.
• The Event Manager will provide usable channels
for various uses. Write them down.
• If you leave the Pit, designate a competent
assistant to manage radio contact.
FIRST Training Resource – Volunteers
Registration Overview
• WHEN – By Noon on the first event day.
• WHO – Adult team contact or representative only!
• HOW – An adult contact hands in the Roster and Consent
and Release forms (at the team’s INITIAL event only).
Contacts print their names, cell #, hotel, and sign on the
Registration List. Then they receive the envelope
containing the Team List, Safety Tokens, Scholarship Trifold, Operator badges, and Practice Schedule.
• WHY – Confirm team’s presence, provide info to teams,
collect mandatory Roster and Consent Forms, and confirm
each team has safety glasses.
FIRST Training Resource – Volunteers
Registration Preparation
• Insert Team Lists, Pit maps, Safety Tokens,
Scholarship Tri-fold, and Practice Schedules into
team packets. Make sure you have a packet for
each team on the list.
• Arrange Operator and Safety badges for
distribution.
• Have program books ready to distribute with the
registration packets. (5 per team)
• Go over process again with your crew.
FIRST Training Resource – Volunteers
Registration Process
Collect the Consent and Release Forms AND THE
TEAM ROSTER from the adult contact:
– Ensure that the team numbers are on them
– Staple them together, team-numbered roster on top.
– When things slow down, compare the forms with the
roster to ensure everyone has a completed form.
NOTE: If this is a team’s initial event, all
attending team members and mentors MUST have
a signed Consent Form.
No roster and consent forms, no badges!
FIRST Training Resource – Volunteers
Registration Process (Cont.)
• Before you provide the packet, the team contact
must print and sign his/her name on the
Registration List.
• The team contact must sign again regarding the
safety glasses caveat and show they have at least
four pairs of safety glasses.
• Explain the badges and paperwork to the team
contact.
• Make sure that they also get their badges and
programs.
FIRST Training Resource – Volunteers
Consent and Release Forms
Teams cannot register until they provide one for
each person present at the team’s initial event.
Parent/legal guardian signature is mandatory for
anyone under 18 years of age.
• Make sure they are filled out completely and
staple them together, roster on top.
• Contact the Event Manager if the team has no
forms.
• When Registration is complete, arrange the pile of
forms in in numerical order and put them in your
event bin, in the rolling crate, for return to FIRST.
FIRST Training Resource – Volunteers
Badges
The adult contact must sign for the team’s envelope
and badges.
• Operator Badges: There are 4, one with a dot is
the mentor badge. The mentor cannot operate
the robot or score points. These badges enable
the wearer to be on the playing field.
• Safety Captain Badge: There is one for each
Team Safety Captain, given out at the team’s
initial event. The Team Safety Captain is asked to
attend the Safety Meeting, usually on practice
day, at 10 a.m.
FIRST Training Resource – Volunteers
Robot Crates
First Event Day:
• Three team members from each team, one must be an
adult, can enter the Pit 15 minutes early to unpack crates.
• They must all wear safety glasses!
• Teams should notify drayage to have their crate removed to
storage. If kept in pit station, it must fit within their pit
station boundaries.
• Remind teams that if there is a problem with crate weight
or damage, they must notify drayage before they open their
crate(s).
FIRST Training Resource – Volunteers
Robot Crates (Cont.)
Last Event Day:
• Have teams tell the drayage company when they are ready
for their empty crate.
• Teams cannot take their robot/crate home after
competition unless they have written proof that they met
the deadline of 2/15 and the criteria for exemption.
(Manual, Section 4). Otherwise, they MUST ship through the
drayage service.
• Teams must bring their preprinted shipping document
provided with their kits. The provided document numbers
are recorded and teams cannot substitute them. NO
EXCEPTIONS!
FIRST Training Resource – Volunteers
Site Safety & Restrictions
• The Site / Team Restrictions section in the Guide
outline some of the FIRST and venue agreements.
Help ensure compliance.
• Ensure that everyone in the Pit is wearing safety
glasses at all times. This includes all teams,
visitors, volunteers, judges, staff and YOU.
• Team members must not wear open-toed shoes or
Crocs in the Pit.
• Stress that there is no running in the venue.
FIRST Training Resource – Volunteers
UL Safety Awareness Recognitions
Underwriters Laboratories (UL) and FIRST have joined together
to spotlight safety. Each event will have a team of Safety
Advisors encouraging teams to have best safety practices.
They will meet with Safety Captains on the first morning to
explain the program to improve work habits and event
behavior regarding safety.
The Process:
• Each team starts with 10 tokens in its packet.
• They earn more tokens from the Safety Advisors and other
teams and turn them in on Saturday around noon.
• Help the Lead Safety Advisor tally the tokens and record.
FIRST Training Resource – Volunteers
UL Safety Awareness Recognitions
The Awards:
In addition to the UL Industrial Safety Award,
3 teams with the most safety credits (tokens) will
receive a Safety Award Pin. Winners will be
announced at the Awards Ceremony and the pins
will be given out in the Pit.
The Lead Safety Advisor will post the “Star of the
Day” near the Pit Administration table.
FIRST Training Resource – Volunteers
Incident Reporting
• Always follow the procedure in your Pit Administration
Supervisors’ Guide.
• Contact the EMT/Nurse by radio to report a problem,
respond to the incident, complete an Incident Report and
document witness info.
• For non-medical incidents, such as harassment or threats,
notify the Volunteer Coordinator and fill out the NonMedical Incident report.
• Contact the Lead Safety Advisor to document any safety
problems.
• Give the Incident Report to the Event Manager to fax to
FIRST, and keep a copy in the file box.
FIRST Training Resource – Volunteers
Robot Inspection
• The Inspectors will have their own rolling cart for
the equipment in the Pit area. On orientation
night, place it in the Inspection area.
• They will generate the Inspection Forms on site.
• They may ask for assistance, but they should have
all the necessary equipment for the process.
• Make sure the Lead Inspector notifies the Field
Tech Advisor when all teams have passed
inspection.
FIRST Training Resource – Volunteers
Match Lists
• Inform scorekeeper when all teams have registered
so he/she can compile the match list and team
alliances.
• Ask scorekeeper or Event Manager for three copies
per team plus 50 extra for judges, guests, queuers,
announcers, and Pit. If you have to make the copies,
keep receipt for FIRST reimbursement.
• NEW: Distribute them on practice day afternoon.
• Tape copies to the Pit Administration tables for
team viewing.
FIRST Training Resource – Volunteers
Regional Chairman’s Award
This is the highest FIRST award and it is an extreme
honor to win.
• You will receive the interview schedule on Friday
morning. Make it accessible to teams’ view and
tape it to the table.
• You will be responsible for returning all entries to
teams by noon on the last day.
• Show enthusiasm for teams who participate; it
encourages them.
FIRST Training Resource – Volunteers
Medallions
• Teams receive a box of 25 bronze participation
medallions at their initial event. If teams win other
medallions at the event, they do not receive them.
• The main contact should pick up the medallions and sign
for them on the Medallion List from your Pit Supervisor
Packet.
• Write the Team number on the boxes and hand them
out.
• Put the completed list in the file box – to FIRST.
NOTE: Teams that didn’t get them at their previous event
need to get them from FIRST after the season. Do not
give them a box from your inventory.
FIRST Training Resource – Volunteers
Wrapping Up
• Begin breaking down the Pit during the Award
Ceremony on the last day.
• Never leave the Pit unattended for security and
safety reasons.
• Don’t volunteer to guard or store team valuables.
• Collect clipboards, safety glasses, and other
loaned items and return to crate.
• Make notes of supplies that the next supervisor
might need and notify Ops,Hdqtrs.Team Support.
FIRST Training Resource – Volunteers
Pit Breakdown
• Pack the crate neatly to make it easy for the next
person to unpack and set up.
• Remove judge stickers from team poles.
• “Lost Items” forms go in the file box.
• Place found items in your event registration bin.
• Pack the remaining office supplies in the crate.
• Roll filled crates to the area designated by the
Event Manager.
FIRST Training Resource – Volunteers
Complaints and Issues
• Address complaints with a smile and helpful
attitude and try to reach a resolution.
• Document any issue you think can be solved for
future events.
• Remind teams that questions about judging and
points must be addressed with the referee before
leaving the field.
• Get answers for all valid complaints.
• Remind teams / crew of Gracious Professionalism.
FIRST Training Resource – Volunteers
Gracious Professionalism is Key
• At FIRST, Gracious Professionalism has become an expectation.
• We expect it from our students, from the Mentors and
Coaches, from all FIRST Volunteers and from FIRST Staff.
• It is part of the ethos of FIRST.
“In the long run, gracious professionalism is part of pursuing a
meaningful life. If one becomes a professional, and uses knowledge in
a gracious manner, everyone wins. One can add to society and enjoy
the satisfaction of knowing that you have acted with integrity and
sensitivity. That’s good stuff!”
– Dr.Woodie Flowers, FIRST National Advisor
FIRST Training Resource – Volunteers
Gracious Professionalism is Key
Encouraging high-quality work +
Emphasizing the value of others +
Respecting individuals and the community
EVERYONE WINS!
FIRST Training Resource – Volunteers
Lead Volunteer Communication
With your team of volunteers:
– As a Lead Volunteer you are a LEADER.
– Lead Volunteers must communicate with the Volunteer
Coordinator(s) to get names and begin communicating with
their team as soon as possible via e mail etc.
– As a team leader, you must communicate with your
volunteers to create a sense of a team and teamwork.
– By doing so, questions can be answered in advance,
comfort levels increased, and miscellaneous information
gotten out of the way.
– There should be no surprises when you get together with
your volunteer team at the event.
FIRST Training Resource – Volunteers
Lead Volunteer Communication
With the other lead volunteers at your event:
– Take the opportunity to meet with other lead
volunteers and discuss your expectations.
– Discuss overlapping areas of responsibility and decide
on how issues in these areas should be handled.
– Clarify each others roles BEFORE a problem arises.
– Make sure everyone understands the non-medical
incident report (new in 2008).
FIRST Training Resource – Volunteers
Thank You
• For volunteering to be the Pit Admin Supervisor.
• Events could not happen without dedicated,
energetic people like you.
• If you have any questions after completing this
training, contact Marian at 513-634-9534 or
Operations, Team Support at 800-871-8326, dial 0.
FIRST Training Resource – Volunteers
What’s Next?
• Now that you have reviewed the key materials to
succeed in your position be sure to:
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Test your knowledge with our online quiz.
Review any other materials provided.
Understand the post-event survey.
Plan to participate in your pre- and post-event training
calls. These calls help volunteers at all regional events
be successful!
FIRST Training Resource – Volunteers
FIRST would like to thank the
Association for Laboratory Automation
for their gracious support.
FIRST Training Resource – Volunteers