February, 2014

1. YOU
Can be a
CHIEF JUDGE!
And here’s how!
Wafae Owen
February 8, 2014

2. Session Overview
Overview of Chief Judge Responsibilities
Tasks and Timetable
Judges, Ballot Counters, and Timers
Preparing for the Contest
The briefing and other pre-contest duties
During the contest
Counting ballots and determining winners
Handling Protests
Post-contest Paperwork
Miscellaneous
2

3. Responsibilities – 1 of 2
Team / coordinate with the Contest Chair
to handle all tasks.
Study and understand the current
Rulebook.
Select and brief the Judges, Timers, and
Ballot Counters.
Ensure that the room is set up properly.
When asked by the Toastmaster, affirm
that contest officials have been briefed.
Spot check speech timing.
3

4. Responsibilities – 2 of 2
Collect Time Record Sheet and Tiebreaker
Judge Ballot.
Lead the Ballot counting process.
Handle any protests
Give Winner Form to the Contest Chair.
Fill out Notification of Winners form (rank all
qualified contestants) and give to next level
Contest Chair.
Destroy ballots, time sheets and tally sheets.
Thank your team.
4

5. Tasks and Timetable
Task
Weeks Before Contest
Study and Understand the Rules
4
Select Ballot Counters and Timers
3
Recruit and Select Judges
2.5
Notify Contest Officials of Contest Details
2.5
Confirm Judge Eligibility. Find new judges as needed
2
Plan the Chief Judge Briefing (use the on-line script)
1.5
Train judges If necessary
1
Send reminder to Contest Officials
0.5
Select and brief Tiebreaker Judge
0.5
Conduct Briefing, Perform contest duties
0
Fill out Notification of Winners, Destroy documents
-1
Write thank you notes to Contest Officials
-1
5

6. Rules
Study the Rulebook –
Rules & Checklists.
Downloadable from TI
website
(http://www.toastmasters.org/interactivespeechcontestrulebook)
Offer to send rulebook to
Judges.
6

7. Judges
How many and where from
Eligibility
Finding Candidates
Inviting and Asking for Qualifications
 Letter and Questionnaire Template
Confirming Eligibility
Training
The Tiebreaker Judge
7

8. Judges – How Many / Where From
 Club
 5 voting judges (unless impractical) + tiebreaking Judge
 Area
 5 voting judges or equal representation from clubs in
the Area + tiebreaking judge
 Division
 7 voting judges or equal representation from the Areas
in the Division + tiebreaking Judge
 No judge or chief judge in same club with a contestant
 Guidelines to Increase Fairness
 Two voting judges per contestant or the numbers
above, whichever is higher
 Try not to have all the judges from 1-2 clubs
8

9. Judge Eligibility
Club level
 Member in Good Standing
Area and Division levels
 Member in Good Standing for a minimum of
six months
 Completed six speeches in the Competent
Communicator Manual
NOTE: If a contestant judges a contest
beyond club level, s/he is no longer
eligible to compete that contest season.
9

10. Finding Judge Candidates
From networking at training events
From previously visiting other clubs
From previous speech contests
From other clubs nearby





Ask your club’s “Tribal Chief(s)”
Ask your Area Governor
Ask your Division Governor
Ask the District Chief Judge (judge@tmd55.org)
Ask the District Contest Chair (
contestD55@tmd55.org)
Social Media
10

11. Inviting / Asking for Qualifications
See template
(http://www.tmd55.org/uploads/1/1/9/1/11914028/letter_to_prospective_judges_template_v03.pdf
)





Provide date/time/place of the contest.
Ask for cell phone number.
Ask if s/he is a contestant.
Club membership
For contests above the club level
• Education level / completed six CC speeches?
• Length of membership
• Highest level at which s/he has been a judge
 Rules familiarity
 Judge training – events and/or videos
One addressee per letter!
11

12. Confirming - Eligibility
Confirming Contestant & Judge Eligibility
 speechcontests@toastmasters.org or
 Phone 949-858-8255. Ask for “speech
contests.”
 Division Contests – check for judges in same
clubs with contestants.
12

13. Judge Training
Sessions at District Sponsored Events
TI On-line videos
(http://www.toastmasters.org/Members/OfficerResources/eLearning/SpeechContestModule.aspx)
 Session 2: When You’re the Judge
 Session 3: The Judge’s Guide and Ballot
13

14. Tiebreaking Judge
Identity is known only to the Chief Judge.
Select and brief prior to arriving at the contest.
 Tiebreaking judge does NOT attend the Chief Judge
briefing
Before the contest starts, give the tiebreaking
judge a folder with the Tiebreaking Judge Guide
and Ballot form(s). Have them sign the Eligibility
form.
After all the contestants have spoken, the Chief
Judge picks up the Tiebreaking Judge’s ballot.
This ballot ranks all contestants.
14

15. Rules - Other Role Players
Ballot Counters – three
Time Keepers – two
Sergeant-at-Arms – number not provided
 Implied: one for Evaluation contest and Table
Topics Contest
 Suggestion: + One for every unlocked door
There is nothing wrong with having more
than the number listed in the rules.
 The more volunteers the better.
 Good to have backups
15

16. Preparation - What to Bring 1/2
Chief Judge Script
(http://www.tmd55.org/uploads/1/1/9/1/11914028/chiefjudgescripts.pdf)
Rulebooks
Folders containing Judge’s Guide and
Ballot along with envelopes
Judge Certification forms
 Think about emailing ahead of the contest
 Have blank forms at the briefing
Folder containing Time Record Sheets
along with envelopes
16

17. Preparation - What to Bring 2/2
Counters’ Tally Sheets
Notification of Contest Winner forms
Contest Winner Announcement Script forms
with envelope
Pens
Timing Indicators
Stopwatches – minimum of two
Calculators
Scissors to cut Judge’s Guide and Ballot
forms (or cut ahead of time)
17

18. At the Contest Site. Pre-contest
Meet with Contest Chair to
 Locate briefing room.
 Understand the speaking area.
Perform the Briefing.
 Obtain missing certifications.
Obtain Speaker Certifications from the
Contest Chair.
Be sure time signals are easily viewable.
Give folder to tiebreaking judge.
 Obtain certification.
18

19. During the Contest
When asked, confirm that contest officials
are ready.
Spot check timing.
Monitor contestant introductions.
19

20. Counting Ballots – 1 of 2
Pick up the Time Record Sheet and the
Tiebreaking Judge’s ballot.
Leave for the tally room with ballot
counters after all ballots have been
collected.
Complete the ballot counter briefing if
appropriate.
Check for time disqualifications.
Fill in at least three Counters’ Tally
sheets.
20

21. Counting Ballots – 2 of 2
All Counters’ Tally sheets MUST agree!
If there is a tie for any position, use the
Tiebreaking Judge ballot to break the tie.
Make sure Ballot counters “remember” the results
in case there is an announcement error.
Fill out the Contest Winner Announcement Script
forms, insert in envelope, and give it to the
Contest Chair.
 Two winners with four or less contestants
 Three winners with five or more contestants
21

22. Protests
 How Judges can protest is covered in the Chief Judge
briefing.
 If an Originality protest is submitted, convene all the
judges, including the tiebreaking judge, for a hearing.
 The contestant being protested is allowed to present
his case.
 Judges then discuss and vote. A majority of the judges
must concur with a decision to disqualify. Chief Judge
doesn’t get a vote.
 Note any originality disqualifications on the Contest
Winner Announcement Script.
22

23. Questions at Contest site – 1 of 2
Sometimes, contestants have questions
about timing, disqualifications, placement,
and/or judging.
There are no rules to cover these
situations.
If you choose to answer questions, only
answer questions from contestants.
23

24. Questions at Contest site – 2 of 2
Time and Time Disqualifications
 Instruct the Timers and the Contest Chair to direct
questions to you as the Chief Judge.
 If you choose to answer the questions, do so in
private.
Originality Disqualifications
 Give no information. Instruct Contest Chair to do the
same.
Eligibility Disqualifications – handled by Contest
Chair
Judging and Placement – Do not reveal any
information.
24

25. After the Contest
Participate in the Contest Evaluation if
one is held.
Fill out the Notification of Contest Winner
forms, ranking ALL qualified contestants.
 Forward the forms to the Chair of the next
level contest.
Destroy ballots, Time Record Sheets, and
Tally Sheets (some wait until next level
contest is conducted).
Send Thank You notes to your staff.
25

26. Miscelleneous
Chief Judge is not a voting judge.
Bring extra judge folders.
Put thank you notes in folders?
Send Profiles and Eligibility forms to next
level Contest Chair?
Clearly communicate any disqualifications to
the Contest Chair.
Who fills out winner certificates?
Add 30 seconds if timing equipment fails.
Preserve Judge anonymity.
26

27. YOU
Can be a
CHIEF JUDGE!
Jerry Barrett
July 27, 2013