Section 8: Remote Judging
8.1 Overview
Remote judging occurs when engineering notebook evaluations, initial team interviews, or both are conducted remotely before the event. It follows the same rules and guidelines as in-person judging. The main benefits are better utilization of volunteers who cannot attend in person and completing portions of the judging process ahead of time, which helps events stay on schedule.
The decision to use remote or in-person judging should be made collaboratively between the judge advisor and event partner, with the final decision resting with the event partner. The judge advisor must be comfortable with the chosen format. While remote judging can optimize volunteer resources, it typically requires more total volunteer hours and has limitations, such as the inability to inspect robots or observe body language.
Remote judging should occur as close as possible to the event—ideally within two weeks of the start date—to ensure judges evaluate teams and robots that closely represent what will be presented at competition. Any extension beyond two weeks requires approval from the region’s RECF Regional Support Manager.
Note: RECF Inspire does not follow the guidelines outlined in this section. Please see the RECF Inspire Judging Process for more information.
8.2 Judging Principles Still Apply
All of the judging principles in Section 2 still apply, and all teams must be judged using the same format (remote or in-person) to ensure consistency and eliminate format-based bias. All digital engineering notebook evaluations and team interviews should be conducted under similar conditions and time constraints.
8.3 Notebook Submission Deadlines
Team coaches must provide digital engineering notebook links, including the optional Innovate Award Submission Form, in their RECFEvents.org account before the stated deadline for the event. The event partner and the judge advisor should set a deadline that gives the judges adequate time to review the digital engineering notebooks before the event.
It is recommended that the event partner and/or judge advisor check all links before the submission deadline, and give all teams equal opportunity to replace non-functional links, if possible. There is no obligation to notify teams if they have a non-functioning link. If it is decided to do so, all teams must be contacted in a consistent manner.
8.4 Remote Judging for Digital Engineering Notebooks
Digital engineering notebooks are judged remotely before the event.
- Teams upload links to their engineering notebook via RECFEvents.org. Judges and event staff cannot require any other submission method, specific file type, or additional requirements not listed in this guide.
- Notebook content is expected to change over time, including immediately before the event. However, it is not expected that judges will re-evaluate a notebook based on materials submitted after the initial evaluation.
- The event partner will provide a list of links to the judge advisor.
- Digital engineering notebooks must be freely viewable by judges via the provided link, with no special permissions or logins required.
- It is the team’s responsibility to ensure accessibility.
- For particularly large notebooks that require downloading, the judge advisor or judges have discretion to allow or disallow it. Any downloaded copy must be permanently deleted at the conclusion of the event.
- The judge advisor will organize judges into groups to review each digital engineering notebook according to the engineering notebook evaluation process (see Section 5).
- Each digital engineering notebook should be evaluated by multiple judges to establish a ranking of finalist notebooks.
- The EP may need to provide computers and internet access to ensure that judges have access to all team engineering notebooks during the event.
8.5 Remote Judging for Initial Team Interviews
Initial team interviews are done remotely before the event, using the Team Interview Notes Sheet and Award Candidate Ranking Sheet. Remote judging does not replace in-person follow-up interviews and deliberations on event day. Standard pairs/groups of judges will still need to conduct follow-up interviews of award candidates.
- Team participants can log into the meeting from a single location sharing a webcam, or from multiple locations.
- For youth protection, each participating team must have at least one adult representative (18+ and not a high school student) connected to the meeting and visible on camera for the entire interview. They should join before students arrive, and cannot participate in the interview.
- The goal of initial remote team interviews is to identify nominees for each award (6.31).
- Judges should work in pairs or groups.
- Interviews cannot be recorded by any party.
- Judge advisors should set up a method to collate judging notes to assist in final deliberations, and must have control of the notes for disposal after the event.
- Follow-up interviews for final award nominees (6.34) must be done in person to include team and robot observations at the event.
- In-person judges for follow-up interviews must not move teams from one award category to another based on follow-up interviews. Doing so would invalidate the initial deliberations of the remote judges and effectively restart the judging process without giving equal treatment to all teams.
8.5.1 Scheduling Remote Initial Team Interviews
8.5.1.1 Scheduling the Remote Judging Volunteers
- The event partner should create a schedule of interview times and confirm availability with the judge advisor and remote judges.
- It is recommended to complete all remote interviews a few days before the event to allow buffer time for any volunteer or technical issues.
- If sufficient remote judges are available, interviews can run in parallel. A common setup uses a main “waiting room” where teams enter, are greeted and verified by the judge advisor or event staff, and then moved into breakout rooms for their interview. This approach prevents interruptions and ensures proper adult supervision is visible on camera.
- 30 minute interview cycle times work well: 30 minutes allows ample time for teams to enter the remote judging environment; for remote judges to conduct an 8-10 minute interview; and for remote judges to discuss / compare notes, and fill out the Award Candidate Ranking Sheet before the next team arrives.
- The judge advisor does not need to join every interview but should be available to handle any issues. If a remote judge cannot attend or experiences technical problems, the judge advisor should be prepared to step in to ensure interviews stay on schedule.
8.5.1.2 Scheduling the Teams
Teams should sign up for remote initial interviews via a clearly communicated first-come, first-served system.
The judge advisor may help schedule teams that miss the deadline into any remaining slots.
Continue to the next section, Guide to Judging: RECF Inspire Judging Process