How to Organize a Spelling Contest
OREGON SPELLERS
www.oregonspellers.org
OVERVIEW:
OREGON STATEWIDE SPELLING CHAMPIONSHIP: Oregon Spellers, an all volunteer, non-ODEsponsored entity, accepts ONE top speller (except in case of a first-place tie) from each Division in each County
that participates in a County or Regional Spelling Competition. (e.g., If more than one County participates in a
Regional contest instead of a County contest, ONE top speller* in each Division for EACH of the Counties may
advance to the Championship). Oregon Spellers is sponsored by the Oregon Association for Talented and
Gifted (OATAG).
The OREGON STATEWIDE SPELLING CHAMPIONSHIP is held at the Oregon State Fair in Salem on the
Saturday of Labor Day weekend. For more information about the Championship go to:
www.oregonspellers.org
The Oregon Statewide Spelling Championship and all contests leading up to it are written spelling contests,
unlike spelling “bees”, which are oral. The words are pronounced and used in a sentence. The winners of the
state contest will receive a cash prize, plus an award certificate. For local contest prizes and volunteers, consider
approaching service organizations (e.g. Kiwanis, Rotary, etc.).
The Road to the Spelling Championship
Classroom and/or School
Spelling Contest
Division I:
Grades 1-5
Division II:
Grades 6-8
District Spelling
Contest
County or Regional
Spelling Contest
OREGON STATEWIDE
SPELLING CHAMPIONSHIP
Division III: Grades 9-12
Classroom Contest: Each Classroom holds a spelling contest to determine that classroom’s top speller.
School Contest: The top one or two spellers* from each Classroom competes in their Division (see above) of
the School level spelling competition. Very small schools might eliminate the classroom contest and just hold a
school-wide contest.
District Contest: The top one or two spellers* in each Division from each school in the district compete in
their Division at the District competition.
County/Regional Contest: The top one or two spellers* in each Division of the District competition compete
in the County or Regional Spelling Competition.
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* Schools and Districts may determine, according to their own population distribution, whether to send
one or two top spellers from each Division to the next level of competition. If they send two spellers,
they should be the 1st and 2nd place spellers or two tied 1st place spellers. Each County can only send
ONE top speller to the OREGON STATEWIDE SPELLING CHAMPIONSHIP, except in the case of
a first-place tie.
Home School/non-affiliated Students: Home schooled or otherwise “non-affiliated” students compete in the
District competition in their appropriate Division.
SCHEDULING:
The County/Regional Contest Coordinator sets the timetable for their contest. The school district and individual
schools must schedule their contests so they are able to meet the County/Regional deadline. Oregon Spellers
needs to have names of the 1st and 2nd place spellers of the County/Regional contests by May 31st.
For District and County contests, after the first year, the Contest Coordinator should schedule the contest a year
ahead to ensure that adequate facilities are available. The Contest Coordinator should consider scheduling a
small room for those who are judging, so they are not distracted during the judging process. It is recommended
that at least two judges check each spelling sheet.
If there is a way to let home-schooled students know about this opportunity, make sure they know that they
must participate in their resident District Contest to qualify for the County Level contest.
If a student who is eligible to advance is unavailable on Contest day due to a scheduling conflict that is known
about in advance, the Contest Manager may choose to give that student a spelling test privately.
SPELLING LISTS:
In January or early February, the Oregon Department of Education (ODE) will provide contest words for the
District and County Level Contests (Schools will need to construct their own spelling lists). The lists will
contain 25 words plus 2 lists of 5 words for Tie Breakers (with appropriate sentences) per Division. Word lists
for the OREGON STATEWIDE SPELLING CHAMPIONSHIP are created by the Oregon Spellers’ “Word
Editor” who is the only person to see the words until the emcee receives them on the day of the contest.
Practice Lists may be found on the Oregon Spellers website: www.oregonspellers.org
CONTEST MANAGER / JUDGES / DAY OF CONTEST HELP:
The Contest Manager is the person responsible for running the spelling contest. The Contest Manager will
provide prepared lists of contest words and corresponding sentences to the proctors and judges on the day of the
contest. Parents of spellers cannot participate as judges or have contact with the spelling lists. Pronouncers
must be able to pronounce spelling words correctly and enunciate clearly.
For all contests (except in the classroom where the teacher is the “judge” and pronouncer), you MAY need:
How to Organize a Spelling Contest 2014
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1. Pronouncers: 1 to 3 word pronouncers. If you have multiple Divisions in your contest (e.g., a K-8
school or District Contest), it’s often easiest to have one pronouncer per Division and have the Divisions
compete in separate rooms.
2. Judges: 2 to 8 (or more) judges, depending on the number of spellers. The more help you have, the
faster it goes. They should be good spellers themselves.
3. Scoring chairperson/Head judge: Helps move papers through the scoring process and determines first,
second and third place spellers.
4. One person to put names on certificates, using computer printer or by hand.
5. Refreshments for contestants and families, if desired.
6. Organizing paperwork for the Day of the Contest (not necessarily needed for the classroom):
a. Pronouncers need: envelope labeled with pronouncer’s name and Division which contains an
outline of contest procedures, Word Lists and sentences for the contest and Tie Breakers;
b. Judges need: Word List & Tie Breaker keys (can be color-coded per Division to speed up
scoring); red pencils, and a dictionary;
c. Assistant/Room Proctor needs: extra pencils, paper; (enough for parents if they are attending the
contest to “try their hand at the test” often for District or County contests);
d. Students need: a Spelling Contest Answer Sheet or lined paper (can be color coded per Division
if desired), pencil, name tag (optional), scratch paper.
AFTER THE CONTEST:
At each level, the name(s) of the winner(s) need to be sent on to the next level contest; i.e., Schools send
information to their District Contest Coordinator; Districts to their County/Regional Contest Coordinator.
**County/Regional Contests see County Coordinator Specific Information “After the Contest”
information below. ****
1.
2.
3.
4.
Reprint and mail any certificates that need corrections.
Reassemble and file unused parts of the contest (e.g. unused speller answer sheets, paper, etc.).
Make notes of anything that didn’t run smoothly and ideas to avoid those problems for next year.
File samples of the Word Lists in an archive file so words aren’t repeated in subsequent years.
How to Organize a Spelling Contest 2014
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INFORMATION SPECIFIC TO COUNTY COORDINATORS
SCHEDULING:
The County/Regional Coordinator sets the date and time for the County/Regional Contest. Try to schedule
rooms from 3:00pm to 5:00pm so students don’t miss (too much) school to participate. Give Districts a
deadline for winners’ information, but allow time to contact winners and parents about the County contest.
(Try for at least 2 weeks.)
DISTRICT CONTACTS:
Create a list of District contacts and update it annually about the first of December so it is ready for use when
the Word Lists arrive from ODE. Using the ODE School Directory the first year, contact the districts and
private schools with appropriate grade levels in your county to invite participation and establish a contact.
District and private school coordinator’s name, phone number, and email address are essential. Be sure they
know when the County level contest is, because they will have to schedule their contests before that.
If a school or district has never participated in the spelling contests or would like additional help, Oregon
Spellers provides a “How to Organize a Spelling Contest” (available at www.oregonspellers.org ) to help
schools and districts put on the contests that must occur prior to the County spelling contest and ultimately, the
OREGON STATEWIDE SPELLING CHAMPIONSHIP. If a district opts not to participate, ask them to let
you know in advance. Oregon Spellers needs to have the names of the winners of the County/Regional contests
by May 31st.
AFTER THE COUNTY/REGIONAL CONTEST:
1. Give each First Place Speller (one per Division except in case of a tie) in the County Contest an
Oregon Spellers’ “Individual County Winner Registration Form” and direct them to fill out the form
and mail to Oregon Spellers immediately. Individual Speller’s Registrations are due by July 15th.
These forms will be sent out to County Coordinators by ODE with the Word Lists and also by Oregon
Spellers.
2. Complete Oregon Spellers’ “County Coordinator’s List of Winner Form” for first and second place
spellers and submit one for EACH County (if a Regional Contest) to Oregon Spellers. (Second place
spellers are alternates in case first place speller cannot attend.) County winner information is due by
May 31st.
3. Compile a list of first, second, and third place spellers for dissemination to local print media.
4. Follow the regular “After the Contest” procedures above.
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CONTEST GUIDELINES AND PROCEDURES
Each Spelling Contest should have the following (per Division if applicable):
1.
2.
3.
4.
5.
6.
7.
8.
Spelling Contest Answer Sheet or writing paper for the contestants & possibly parents
Pencils with working erasers for the contestants & possibly parents (so they can spell along)
Dictionary
A copy of the Written Spelling Contest Rules (see below)
An envelope for each pronouncer with 1 copy of 25 words with sentences and two lists of 5 words with
sentences each for Tie Breakers (see Spelling Lists from the “How to” information sheet)
Spelling Contest Results Sheet
Before starting, pass out Spelling Contest Answer Sheets and sharpened pencils to each contestant. Have
students fill out the Spelling Contest Answer Sheet (Name, Date, School/District/County and Division).
Remind the students of the following:
WRITTEN SPELLING CONTEST RULES
1.
2.
3.
4.
Put your first and last name on your paper.
Please PRINT words clearly.
Students must do their own work – any student caught cheating (as determined by the proctor, pronouncer,
or other contest official) will be expelled from the contest.
Optional: After the 25 words are pronounced, students will be able to ask for any word and sentence to
be repeated. A word may only be repeated once.
Administer the set of twenty-five (25) words, by pronouncing the word, reading it in the sentence containing
the word, and pronouncing it again.
At least two judges (if it isn’t a classroom contest) should score EACH paper separately to ensure
accuracy. Each judge should initial each contestant’s paper and write the total number of words correctly
spelled and total number of words missed in the appropriate blanks. There is no partial credit. There are no
negative points for incorrect answers. The contestant will be awarded one point for each correct answer.
If there is a disagreement about the spelling of a word, the dictionary should be consulted by the judges
before they make their final ruling. The decisions of the judges are final.
If there is a tie for first or second place, pass out the Tie-Breaker forms, pronounce an additional set of five
words for ALL contestants to maintain suspense and fairness. Record the number of words correctly spelled
in the Tie Breaker column. If the Tie is not resolved, repeat the Tie-Breaker process with another set of five
words. If the Tie is not resolved after 2 Tie Breakers, that position (1st or 2nd) is declared a Tie and both
spellers share that placement. If the tie is for 1st place, then both spellers will advance to the next level.
The student with the greatest number of words correct is 1st place speller; the second greatest number
correct is second place. Clearly record 1st and 2nd place spellers at the top of the Spelling Contest Results
Sheet.
How to Organize a Spelling Contest 2014
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QUICK START GUIDE TO
ORGANIZING SPELLING CONTESTS**
The Road to the Spelling Championship
Classroom and/or School
Spelling Contest
District Spelling Contest
County or Regional
Spelling Contest
OREGON STATEWIDE
SPELLING CHAMPIONSHIP
COUNTY COORDINATOR
January/February:
1. Contact District Coordinators (or recruit as necessary) for districts in your County and ask them to set up
their District Contests in March/April. (If you are trying to recruit new District Coordinators, consider
contacting the District Superintendent, TAG Coordinator, English Teachers, Librarians, even
community service organizations.)
2. Distribute ODE created Word Lists to districts (which are distributed by Barbara O’Neill
[email protected])
3. Instruct School Districts that they need to contact their schools and ask them to hold their Classroom and
School Contests in Feb./March.
April/May:
4. Set up a County Contest (Oregon Spellers needs results by the end of May).
5. Forward results to Oregon Spellers immediately after County/Regional Contest.
DISTRICT COORDINATORS
January/February:
6. Contact schools (include Home Schoolers and Charter Schools if possible) and ask them to hold their
Classroom and School Contests in Feb./March. Schools and classrooms create their own contest word
lists.
March/April:
7. Set up District Contest.
8. Use ODE created Word Lists distributed by Barbara O’Neill [email protected] or as
distributed by your County Coordinator.
9. Forward results to the County Coordinator immediately after the District Contests.
How to Organize a Spelling Contest 2014
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GENERAL PARAMETERS
Division I – Grades 1-5; Division II – Grades 6-8; Division III – Grades 9-12
Classroom Contest: Each classroom holds a spelling contest to determine that classroom’s top speller.
School Contest: The top one or two spellers* from each classroom competes in their Division (see above) of
the School level spelling competition. Very small schools might eliminate the classroom contest and just hold a
school-wide contest.
District Contest: The top one or two spellers* in each Division from each school in the district compete in their
Division at the District Competition.
County/Regional Contest: The top one or two spellers* in each Division of the District Competition compete in
the County or Regional Spelling Competition.
* Schools and districts may determine, according to their own population distribution, whether to send
one or two top spellers from each Division to the next level of competition. If they send two spellers,
they should be the 1st and 2nd place winners or two tied 1st place spellers. Counties/Regions can only
send one top speller to the Oregon Statewide Spelling Championship, except in the case of a first-place
tie.
**
For more detailed instructions, go to http://www.oregonspellers.org/ and go to the “Coordinators’ Corner”
page.
How to Organize a Spelling Contest 2014
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SPELLING CONTEST ANSWER SHEET
Classroom
Name:___________________________
Please print
School
Date:____________________________
District
Name of School, District or County:
Words
Correct
Tie Breaker
#1 Correct
# Words
Missed
Tie Breaker
#2 Correct
County
Division I (Grades 1-5)
Regional
Division II (Grades 6-8)
Division III (Grades 9-12)
1. ___________________________________________
14. __________________________________________
2. ___________________________________________
15. __________________________________________
3. ___________________________________________
16. __________________________________________
4. ___________________________________________
___________________________________________
17. __________________________________________
5. ___________________________________________
18. __________________________________________
6. ___________________________________________
19.___________________________________________
7. ___________________________________________
20. __________________________________________
8. ___________________________________________
21. __________________________________________
9. ___________________________________________
22. __________________________________________
10. __________________________________________
23. __________________________________________
11. __________________________________________
24. __________________________________________
12. __________________________________________
25. __________________________________________
13. ____________________________________________
How to Organize a Spelling Contest 2014
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SPELLING CONTEST TIE-BREAKER ANSWER SHEET
Name: __________________________ Date: __________
Please print
Name of School/District/County: _______________________
Tie Breaker
# Words
Correct
Check if
breaking a
Tie
Tie Breaker
# Words
Missed
1. ___________________________________________
2. ___________________________________________
3. ___________________________________________
4. ___________________________________________
5. ___________________________________________
Cut Here ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
SPELLING CONTEST TIE-BREAKER ANSWER SHEET
Name: __________________________ Date: __________
Please print
Name of School/District/County: _______________________
Tie Breaker
# Words
Correct
Check if
breaking a
Tie
1. ___________________________________________
2. ___________________________________________
3. ___________________________________________
4. ___________________________________________
5. ___________________________________________
How to Organize a Spelling Contest 2014
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Tie Breaker
# Words
Missed
SPELLING CONTEST RESULTS BY GROUP
Fill out one page per Division
Division I (Grades 1-5)
CLASSROOM LEVEL
CONTEST
School: __________________
Grade: ___ Teacher: ________
Division II (Grades 6-8)
SCHOOL LEVEL CONTEST
District: ______________
School: ______________
DISTRICT LEVEL CONTEST
County: ______________
District: ______________
Division III (Grades 9-12)
COUNTY LEVEL CONTEST
County: _____________________
IF REGIONAL CONTEST
County 1: ____________________
County 2: ____________________
County 3: ____________________
st
Date: _______________________
1 Place: __________________________________
nd
2 Place: __________________________________
st
nd
If Regional Contest, submit 1 and 2 Place spellers for EACH COUNTY to Oregon Spellers
STUDENT’S NAME
CONTEST WORDS
CORRECT
How to Organize a Spelling Contest 2014
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TIE BREAKER #1
CORRECT
TIE BREAKER #2
CORRECT
OREGON SPELLERS: OREGON STATEWIDE SPELLING
CHAMPIONSHIP
County Intention to Participate Form
Sponsored by OATAG: Oregon Association for the Talented and Gifted
August 30, 2014 at the Oregon State Fair in Salem, OR
www.oregonspellers.org
Fill out the form below and return by mail to Oregon Spellers at:
OREGON STATEWIDE SPELLING CHAMPIONSHIP
38132 Vine Street, Lebanon OR 97355
Sponsored by OATAG: Oregon Association for the Talented and Gifted
YES, Yes, we will be holding a
www.oregonspellers.org
County level
Regional level (two or more Counties) contest that will be sending
eligible spellers to the OREGON STATEWIDE SPELLING CHAMPIONSHIP on August 30, 2014.
August 31, 2013 at the Oregon State Fair in Salem, OR
We plan on holding our County/Regional
contest:
(approximate date)
NO, we will not be participating this year because:
www.oregonspellers.org
COUNTY (or COUNTIES if Regional)
COORDINATOR
NAMESPELLING CHAMPIONSHIP
OREGON
STATEWIDE
Sponsored by OATAG: Oregon Association for the Talented and Gifted
AGENCY
www.oregonspellers.org
August
OR
EMAIL 31, 2013 at the Oregon State Fair in Salem,
PHONE
ADDRESS
www.oregonspellers.org
STATE OR
CITY
ZIP
OREGON STATEWIDE SPELLING CHAMPIONSHIP
Sponsored by OATAG: Oregon Association for the Talented and Gifted
www.oregonspellers.org
August 31, 2013 at the Oregon State Fair in Salem, OR
How to Organize a Spelling Contest 2014
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www.oregonspellers.org
OREGON SPELLERS: OREGON STATEWIDE SPELLING CHAMPIONSHIP
County Coordinator List of Winners Form
Please return this form and a County List of Winners Form for each County
by May 31st to:
Oregon Spellers
c/o Kaynor Heineck
38132 Vine Street
Lebanon, OR 97355
The OREGON STATEWIDE SPELLING CHAMPIONSHIP is August 30st, 2014 at the Oregon State Fair in Salem, OR
Please give the INDIVIDUAL COUNTY WINNER form to FIRST Place Spellers ONLY (and those tied for FIRST)
ESD: ________________________________________ DID YOU HOLD A REGIONAL CONTEST? ____YES ____NO
COUNTY:_______________________________ ADDITIONAL COUNTIES: ____________________________, ______________________________
COUNTY COORDINATOR NAME:_____________________________________________ PHONE:________________________________________
ADDRESS:______________________________________________________ CITY:_________________________________ ZIP:__________________
EMAIL:_________________________________________________________
REGIONAL CONTEST: Each COUNTY participating in a REGIONAL Contest may send ONE winner from EACH Division
(unless there is a tie for 1st place, then both winners may attend). If 1st place winners are unable to attend, 2nd place spellers will be invited to attend in
their place.
COUNTY CONTEST: Each COUNTY may send ONE winner from EACH Division (unless there is a tie for 1st place, then both winners may attend).
If 1st place spellers are unable to attend, 2nd place spellers will be invited to attend in their place.
How to Organize a Spelling Contest 2014
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Please fill out a separate form for EACH county.
County Coordinator List of Winners Form for: COUNTY :
1ST PLACE
Name
Grade
Address
City
Zip
Email
Phone
Guardian(s)
Name
Grade
Address
City
Zip
Email
Phone
Guardian(s)
Name
Grade
Address
City
Zip
Email
Phone
Guardian(s)
Name
Grade
Address
City
Zip
Email
Phone
Guardian(s)
DIVISION I
1 – 5 Grade
DIVISION II
6 – 8 Grade
DIVISION III
9 – 12 Grade
TIED FOR 1ST
DIVISION I
1 – 5 Grade
DIVISION II
6 – 8 Grade
DIVISION III
9 – 12 Grade
2ND PLACE
DIVISION I
1 – 5 Grade
DIVISION II
6 – 8 Grade
DIVISION III
9 – 12 Grade
TIED FOR 2nd
DIVISION I
1 – 5 Grade
DIVISION II
6 – 8 Grade
DIVISION III
9 – 12 Grade
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SATURDAY, AUGUST 30, 2014 AT THE
OREGON STATE FAIRGROUNDS IN SALEM, OREGON.
Oregon Statewide Spelling Championship
Individual County Winner Registration
Form
Registration Instructions
Congratulations on winning your County Spelling Contest! Please register for the Oregon Statewide Spelling
Championship by mailing this form to the address below by July 15th, 2014. Failure to register by July 15th,
2014 will result in disqualification from competition in the Oregon Statewide Spelling Championship. Your
registration for the Oregon Statewide Spelling Championship will be complete when you receive a Registration
Email from Oregon Spellers. For questions please contact:
Oregon Spellers c/o Kaynor Heineck, 38132 Vine Street, Lebanon, OR 97355
[email protected] 541-401-9780 www.oregonspellers.net
Speller First Name
Last Name
Address
City
Grade
Zip Code
Parent Name
County
Age
Phone Number
Parent Email
Please check
all that apply:
Yes, I will be attending.
No, I am unable to attend.
I tied for First Place.
Local Newspaper
Please check
one:
Division I (Grade 1-5)
Division II (Grade 6-8)
Division III (Grade 9-12)
T-Shirt Pre-Order before July 15th
Please enclose a check for $16 (includes shipping and handling)
payable to OATAG: Oregon Spellers and indicate the desired size.
th
(Shirts ordered after July 16 are $20). Shirts will ship midAugust.
S
M
L
XL
2X
Adult
Child
Donations: We welcome additional donations, which are taxdeductible and benefit Oregon Spellers. If sending a donation,
please include a separate check, payable to OATAG: Oregon
Spellers. Oregon Spellers is funded solely by donation.
Donations: We
$
welcome additional
donations, which are
tax-deductible
Yes, I would and
like to participate in the Verbal Bee.
Verbal Bee: This year we will have an optional “just for fun”
No,
I’m
not
interested.
benefit Oregon
Verbal “Bee” after the Championship. Would you be interesting
in participating in the Verbal Bee?
Spellers. If sending a
donation, please
Parent/Guardian Signature
Photo Release: I give permission for my child’s name and
include a separate
image to be released for use in publications as appropriate
check, payable to
(newspaper listing of winners, website, etc.)
OATAG: Oregon
Spellers. Oregon
How to Organize a Spelling Contest 2014
Spellers is funded
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The following information will be used by the Master of Ceremonies to
interview each contestant while waiting for the judges to score the
tests. We like to provide this information to our MC in advance.
Please fill out clearly and legibly.
Division I
Division II
Division III
Speller Name
Hometown
What grade will you be in next year?
Is this your first time at the contest?
Have you ever won the contest before? If so, what Division? What year?
What are your favorite hobbies?
Do you have any ideas about what you would like to do when you finish your education?
Have you done (or are you planning to do) anything special this summer?
How did you prepare for the OREGON STATEWIDE SPELLING CHAMPIONSHIP?
Do you have any advice for other kids about how to be a good speller?
How to Organize a Spelling Contest 2014
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