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  4. Release Forms

Participant Release Form

Introduction

All team participants (players, coaches, mentors, and parent volunteers) must complete a Participant Release Form before participating in an official REC Foundation event. The form can be completed online or as a hardcopy that is uploaded by the coach to the team profile on RobotEvents.com. Once a team participant completes the form, it is applied automatically to every official REC Foundation event the team registers for during the current season, and shared with the Event Partners for those events. Each time a team registers for an event, the consent forms uploaded for that team will be automatically applied to the event registration.

Note: Teams will not be allowed to turn in hardcopy forms at events. All Participant Release forms must be completed online or submitted via hardcopies uploaded by the coach

Completing Online

Participants who are age 18 or older should complete and submit the Participation Release form as described in the steps below. For participants under the age of 18, the form should be completed and signed by a parent or guardian.

Using Link to Pre-filled Form

  1. Obtain the team’s program name (e.g., VIQRC, V5RC, ADC) from the coach.
  2. Obtain the link from the coach to the pre-filled form. Copy/paste the link in your internet browser to navigate to the REC Foundation Smartwaiver form.
  3. Select either Adult Consent Form or Minor Consent Form.
  4. Under "Team Information," the form will have the team number and letter prefilled in the first field.  In the second field, be sure to select the correct program for the team from the dropdown menu.
  5. Follow all onscreen instructions to complete the form.

If Link to Pre-filled Form Isn’t Available

  1. Obtain the team’s program and team number/letter from the coach. Examples: Program: V5RC, Team number/letter: 404C; or Program: Aerial Drone Competition, Team number/letter: 2468D.
  2. In a browser window, navigate to the REC Foundation Smartwaiver form. Alternatively, navigate to the Spanish language version.
  3. Follow all onscreen instructions and complete the form. Note: Be sure to select the correct program and to enter the EXACT team number/letter (or, for VURC, letter/number) without additional spaces or characters. (Not acceptable: '404 C',  '404', '404C ',  or  '404A/404B').
  4. If a mentor, coach, or parent volunteer needs to complete a form for more than one team, the form should be submitted separately for each team. In other words, only one team number/letter can be on each form. 

Completing a Hardcopy

Participants

Participants who are age 18 or older should complete and submit the Participation Release form as described in the steps below. For participants under the age of 18, the form should be completed and signed by a parent or guardian.

  1. Obtain the team’s program and team number/letter from the coach. Example: Program: V5RC, Team number/letter: 404C.
  2. To complete the consent form, initial page 1, complete all of the information on page 2, and sign page 2.
  3. Turn in the form in to the coach.

Coaches

The team’s registered Primary Coach, Secondary Coach, and Financial Contact can upload hardcopy consent forms to RobotEvents.com.

  1. Gather all hardcopies from students, parents, and mentors.
  2. Scan or take a high-quality picture of each completed form and save them on your computer. The forms can be submitted as image files such as .JPG or .PNG, or as Adobe Acrobat .PDF files. Note: Each release form must be saved to a separate file. For example, if you have 4 team members and 1 coach there should be 5 image files or PDF documents, one for each participant.  
  3. Login to your account at Robotevents.com and click on 'My Account.'
  4. Next to each registered team you will find a Consent Forms button. Click the button for the desired team.
  5. Enter the participant’s first name and last initial.
  6. Click “Choose File”, then locate and select the participant’s form on your computer and click “Open”.
  7. Click “Upload” to submit the selected participant’s form.
  8. Repeat for each team participant. If you have multiple teams, repeat for each team.