Commitment to Event Excellence

Updated 4/14/2023

The intent of the REC Foundation Commitment to Event Excellence (CEE) is to communicate the partnership and expectations between the REC Foundation and Event Partners with the ultimate goal of providing teams with quality and uniform competition experiences throughout our programs. This agreement is between the REC Foundation, the Event Engagement Manager/Regional Support Manager (EEM/RSM) who provides support for the event region, and the Event Partner who posts the event on RobotEvents.com.

During the event posting process, the Event Partner must review and agree to the CEE before the event can be approved. If you have any questions or concerns about the expectations included in the CEE, please contact your EEM/RSM.

The REC Foundation and the EEM/RSM who provides support for the event region agree to:

1. Adhere to the REC Foundation Code of Conduct.
2. Train Event Partners and provide event planning resources for hosting REC Foundation Competitions.
3. Provide documentation necessary to run events. This includes but is not limited to Game Manuals, Referee Guides, Judge Guide, EP Guide, and Qualifying Criteria.
4. Provide feedback on event configuration and settings before approving the event at RobotEvents.com.
5. Approve events posted on RobotEvents.com when appropriate.
6. Communicate the REC Foundation Qualifying Criteria for events as it applies to Championship spot allocation for the event.
7. Assign Event Partner product discounts as available, and explain the ordering process.
8. Check in regularly with Event Partners prior to the event to ensure readiness, and follow-up after the event to verify uploaded results and obtain feedback.
9. Provide event support with on-site or on-call REC Foundation staff as determined by the EEM/RSM.
10. Assist with Tournament Manager setup, training, and operation as needed.
11. Provide assistance with event management on RobotEvents.com prior to and following the event day.
12. Ensure the Judge Advisor has completed and passed the Judge Certification Course and adheres to the rules and practices in the Judge Guide and Official Judging Q&A.
13. Ensure the Head Referee has completed and passed the Head Referee Certification Course for the relevant program and adheres to the rules in the Referee Guide, Game Manual, and Official Q&A.

As an Event Partner for the REC Foundation, I agree to:

1. Adhere to the REC Foundation Code of Conduct and ensure event Volunteers adhere to the same.
2. Adhere to the rules in the Event Partner Guide, Qualifying Criteria, Game Manual, Judge Guide, and Referee Guide.
3. Event Partners may only use the official, unmodified version of Tournament Manager along  with approved hardware and networking solutions found in the REC Library. Using non-standard software and hardware  will not be supported by the REC Foundation or VEX Robotics and is done at your own risk. For questions, please contact your REC Foundation Manager"
4. Seek out assistance from the EEM/RSM with questions or concerns about event planning or operation.
5. Endeavor to provide adequate staff to ensure a quality experience for all attendees per the Volunteer Guide recommendations.
6. Ensure the Judge Advisor has completed and passed the Judge Certification Course and adheres to the rules and practices in the Judge Guide and Official Judging Q&A.
7. Read and provide copies of the judging materials to judges and to monitor that all processes and procedures of the judging process are meeting the standards as specified in the Judge Guide.
8. Ensure the Head Referee has completed and passed the Head Referee Certification Course and adheres to the rules and practices in the Referee Guide, Game Manual, and Official Q&A.
9. Endeavor to staff the event with referees and judges who are not affiliated with teams at the event to ensure unbiased decisions.
10. Communicate in advance with the EEM/RSM any change of status of the event including size, location, awards, and any other conditions.
11. Adhere to the Early Bird registration process, where applicable, and not attempt to circumvent or avoid the process.
12. Make every effort to provide all teams with equal opportunity to register for the event (unless the event is an invitational) and not provide an unfair advantage to any team or prevent any team from registering.
13. Provide an event venue with the following:
    • Venue follows all local safety, security, and facility rules and requirements as mandated by the venue.
    • Any insurance required by the facility is the responsibility of the EP.
    • Venue is free and open to the public. Parking or other fees must be discussed with the EEM/RSM prior to approving the event.
    • Venue is ADA compliant (inside the U.S.) or follows local inclusion laws to allow access for all (outside the U.S.).
    • Venue provides adequate spectator seating, team pit areas, competition and practice fields, event electronics, audience and pit displays, and PA or sound system.

Violation Resolution Process

The REC Foundation Rules and Conduct Violations Resolution Process is outlined in this scenario. This process will be followed in the event of a Commitment to Event Excellence  allegation.

Scenario: REC Foundation staff receives report of possible Commitment to Event Excellence violation. Staff collects facts concerning the issue from REC Foundation Staff and others party to the issue. REC Foundation Staff discusses preliminary findings with the Director.

Question: Is the reported violation validated?

Answers:

1. Yes. The REC Foundation staff, with DORO approval, will write to the primary event contact listed on Robot Events via email. The email will include a summary of the complaint received as well as a list of relevant rules or section(s) of the Commitment to Event Excellence that the allegations, if true, would violate. Possible sanctions will be listed in this email. The email notice will request a response to the allegation within a defined time frame.
2. No. REC Foundation staff takes no further action. Reporting party is told the matter is closed.

Next Step: Following a review of the response to the allegations, the REC Foundation will issue the findings of the investigation. This will include a summary of the allegations and reference to the relevant Commitment to Event Excellence section(s).

Question: Will there be a sanction?

Answers:

1. Yes. If sanctions are to be issued, the DORO will write to the primary event contact listed on Robot Events via email. The email will include a summary of the complaint received as well as a list of relevant rules or section(s) of the Commitment to Event Excellence violated. The email will also list sanctions being imposed. The right to appeal sanction(s) and the process to file an appeal will be included in this email.
2. No. In cases where the team response has adequately clarified the alleged rules violation such that no sanction or warning is warranted, the REC Foundation staff will issue a finding to the team that the matter has been resolved. In cases where the violation does not warrant a sanction, but does warrant a formal warning, REC Foundation staff, with DORO approval, will issue a written warning.

Question: Is there an appeal?

Answers:

1. Yes. The REC Foundation Rules and Conduct Committee, which is composed of Senior Management, will review the appeal and make a recommendation to the CEO who will make the final determination to uphold, overturn, or modify the imposed sanction. Notifications will be made in writing once the CEO makes a final decision, which should be within 14 days of receipt of the appeal. Once this decision is issued the matter is closed and not subject to further review or discussion.
2. No. The sanction remains and the matter is closed.

Notes:

• It is REC Foundation policy that REC Foundation staff may only interact with adults during the rules and conduct violations resolution process. In cases where the allegation is made by a minor, REC Foundation staff will insist upon communicating with an adult.
• In all cases where an allegation is validated, the Senior Director for Programs shall be informed of all proceedings.