Welcome to the
FIRST
Webconference
2009 FRC Field
Supervisor Training
Version 1 – 8 February 2009
1
Introduction & Overview
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Trainer: Paul George
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FIRST Volunteer Since 1994
 FTA Since 2005
 Cell: 513-377-6584
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The Field Supervisor plays a
key role in coordinating the
flow of events on the field and
is crucial to a successful
outcome. It is a demanding
and rewarding position that will
challenge your organizational,
operational, and diplomatic
skills.
The following material
assumes some basic
knowledge of how a FIRST
Robotics Competition event
works (experience with at least
one previous competition).
2
Agenda
Learning Objectives
 Responsibilities
 Principles
 Key Event Positions
 Key Activities
 2009 Lunacy Details
 Quiz
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3
Learning Objectives
After this presentation, you will be able to:
 Describe
why this is important
 Describe your responsibilities
 Describe the principles
 List the Key Event Staff Positions
 Implement the 2009 Lunacy Specifics
4
Why Do We Do This?
Without Volunteers Like You, FIRST and
your event would not be possible
 Opportunity to Make A Difference
 Opportunity To Use Your Leadership Skills
 Great Learning Opportunity
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5
Primary Responsibilities
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Field Safety
Direct Field Setup and Breakdown
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Collaborate with Event Manager to Establish:
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Keep track of tools
Manage the supplies
Robot Flow
Crowd Control
Safety Glasses Station Locations
Train the Field Reset Crew
Direct Field Reset and Repair
Help Keep the Matches on Schedule
Identify and Resolve Field Issues
6
Principles
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Create the BEST Possible Event for the Students!
Embody Gracious Professionalism
Communication Is Key!
Lead versus Do
Be a Team Player
Use Gentle Persuasion
Be Consistent and Fair
Use Diplomacy and Common Sense
Be Decisive and Stick to Your Decision
Strive for Consistency
7
Expectations
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Do Your Best
Do Your Homework
Stay At the Field – this is your first priority!
Keep the FTA and Event Manager informed of any issues
Be Professional – you are representing FIRST
Be Polite – “please” and “thank you” go a long way
Be Humble – don’t be afraid to ask for help
Be Approachable – you have to know what’s going on
Be Patient – stay calm and work things through
Be a Good Listener – show empathy but then get to the point
Be Flexible – there is more than one way to accomplish most goals
Use Your Resources
Follow the Rules
8
Equipment
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Rule Book!
Appropriate Sections of the FTA Manual
A Watch – Preferably with a stop watch
FIRST Toolbox
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Scissors or Pocket Knife
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Carpet Trimming
Cutting Tape
Obtain a Radio from the Event Office
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Tools
Cleaning Supplies
ONLY USE MATERIALS DESIGNATED FOR YOUR REGIONAL!!!!!
Queuing
FTA and FTS
Event Manager
Match Schedule (s)
9
Key Event Positions
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Field Reset and Repair Crew
FIRST Technical Advisor
Event Manager
Head Referee
Emcee
FTA Assistant
Score Keepers
Lead Queuer
Lead Robot Inspector
Volunteer Coordinator
10
Field Reset and Repair Crew
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Provide their training
This is a key responsibility area for you
Assign a Lead Reset Person to help
Establish a sense of pride
Establish the procedure and manage breaks
Work with the Volunteer Coordinator to ensure
you have enough volunteers
Field reset can impact staying on schedule
Assign individuals to do field repair
11
FIRST Tech Advisor
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He/She is your “go to” person for technical issues
All these people have done your job in previous years
and know the ropes
They are responsible for:
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Assisting with field set up and breakdown
Resolving technical issues throughout the competition
Knowing the right person to contact
Check in regularly and get feedback on how things are
going
Any questions, ask the FTA first.
12
Event Manager
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Confirm start and end times for each day
Review
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Robot Transit
Judges Seating Area
Crowd Control
Ceremony Needs
Media Plans and Needs
Support for VIP Appearances
Establish ground rules for camera operators &
photographers
Keep them informed of the schedule status
13
Head Referee
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Scoring
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Establish signal for indicating scoring is over and its OK to enter
the field
Make arrangements for practice scoring on Thursday
Establish area for student questions
Collaborate to stay on schedule
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Emphasize importance of fast scoring
Depending on the game, field reset may start before scoring is
complete. Discuss this possibility on Thursday.
NO Replays!
14
Emcee
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Does Team Introductions
 Establish
who will signal to start (FTS or Yourself)
 Establish the signal that the field is ready
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Collaborate with the Emcee to stay on schedule
 When
running late, it is OK to start introductions while
the teams are still on the field
 Let the Emcee know if there will be a significant delay
15
FTA Assistant
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Trained and supervised by the FTA
Responsibilities include:
 Monitoring
the field electronics
 Assists in ensuring Robots can communicate with the
field
 Providing “Quality of Service” reporting
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Collaborate with the FTS to stay on schedule
 Support
each other BUT do not duplicate efforts
16
Score Keepers
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Enters the score
Works with the AV crew to display the scores
Prepares scoring system for the next match
Check point that the field is ready
Establish the signal to indicate that scoring is
ready for the next match
FTA is their first level of support
17
Lead Queuer
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Establish expectations
Train them on the flow patterns
Lead Queuer works out the details with the Pit
Announcer
Lead Queuer decides on locations for the Queuing Team
Establish importance of communication
Balance between:
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Having teams ready
Giving teams as much time as possible in the pit
Discuss any changes necessary for Saturday afternoon
18
Queuing
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Train Queuing On:
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Where on-deck robots are to wait
How robots will get loaded on the field
Where carts will go while robots are on the field
How robots come off the field
Need to check that robot numbers correspond to the numbers on the
scoring system
Make sure everyone understands stations Red 1, Red 2, Red 3, Blue 1,
Blue 2, and Blue 3
Establish that Queuers are ultimately responsible for making sure
the right robots and drivers get to the right playing spot
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You and the field setup folks will help but Queuers need to be
responsible
19
Lead Inspector
Review the method for indicating that
teams have passed inspection for Friday
and Saturday competition
 Establish a method for asking for a reinspection
 Review anything to watch out for on the
field (e.g., tires that could become a
problem)
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20
Volunteer Coordinator
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Review the number of volunteers scheduled for field
setup, field reset, queuing, and field disassembly.
Emphasize the need to have reliable volunteers
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Especially for Queuing and Field Setup
Preferably many will work all 3 days
Helps maintain consistency and timing
Establish process for having the volunteer coordinator
work with you on any volunteer issues that affect the
field
21
Others
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A/V Manager
 Make sure you know how to find him/her
 Use A/V Manager with regards to Union Sites
or not.
They will know best how to handle.
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Head Judge and Judge Advisor
 Introduce
yourself in case they need anything to do
with the field/competition flow
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Regional Director
 FIRST Representative
 Stakeholder
22
Agenda
Learning Objectives
 Responsibilities
 Principles
 Key Event Positions
 Key Activities
 2009 Lunacy Details
 Quiz
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23
Wednesday
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Truck unloading
 Check
the crates as they come off
Build the field
 Meet with the Event Manager
 Volunteer Meeting
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 Dinner
 Train
the Field Reset Crew
24
Field Set Up & Checkout
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The Field Supervisor is responsible for field setup and
breakdown
ONLY use materials designated for your Event!
Generally No Tools Are Required!!
Supervise versus Do
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Use your volunteers!
Direct the activities (Especially during breakdown.)
Teach them the proper methods
Work with the FTA and FTAA to confirm that the field is
operational
For questions, consult the FTA
25
Field Reset Crew Safety
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Emphasize that safety glasses are required to be worn at
all times on the field
Only closed toe shoes are acceptable
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Tennis shoes are ok
Low heels are preferable
No one may enter the field or touch a robot while the
robots are active! NOT EVEN ON PRACTICE DAY!
Be weary of pinch points
Be alert. Robot arms may and do extend past the field
barrier.
26
Field Reset Crew Expectations
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Volunteers must wear their volunteer shirt and
try to look neat
Be punctual – you are counting on these folks to
be on time
Pay attention and follow directions
Do not yell at the players! Use gentle, but
insistent, persuasion to get teams to move.
27
Field Reset Crew Training
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Importance of speed and accuracy in reset
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Review field configuration – exactly how you want it set
up – be firm!
Crew only enters the field after the OK sign
Review game piece rules
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No one under Age 12
Deflated or broken pieces
Do game pieces re-enter the field during the match
Let robot owners remove game pieces from their robot
28
Field Reset Crew Training (cont)
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Decide where you want people posted
 Gates onto field
 Helping teams get
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set up and disconnected
Establish Procedure For and Who Will:
 Trim carpet snags
 Replace broken zip ties
 Re-tape
 Manage the spare game
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pieces
Clean up between matches
 Establish
a lost robot parts bin
29
Other Field Reset Items
Alliance team members must decide their
robot position on the field prior to stepping
onto the field
 The drivers must be under the computer
assigned driving position (under their team
number)
 Encourage teams to disconnect their
Operator Stations during scoring
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30
Thursday
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Breakfast Event Meeting
Drivers Meeting
Practice Rounds
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Who will Emcee?
Establish area and procedure for fill in lane
Evaluate field resets and robot flow
Talk to Head Referee
Field Clean Up and Maintenance
Talk to Spare Parts about charging the spare batteries
Print the Qualification Schedules at Lunch
31
Driver’s Meeting
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FTA welcomes the teams
You discuss:
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Field Safety
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Operator Badges
Robot Flow and Cart Storage
Queuing Areas
Match #1 robots must be on the field prior to the opening ceremonies
Head Referee
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Safety Glasses
Stay off the field until directed to get their robot
Move quickly but safely
Emphasizes Specific Rules
Holds a Q&A session
NOTE: A “script” will be available by Week 1
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Practice Matches
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Do not allow anyone on the field while the robots are
active!
See 2009 Specifics for Practice Requirements
Watch for field or game piece damage. Inform the Lead
Inspector of any suspect robot mechanisms.
Finishing on time is NOT mandatory or necessary!
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It is more important to give the teams adequate practice versus
finishing on time.
Schedule
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10 minutes between matches with 2 cycles
First one is 5 min (15 sec Auton with 285 seconds of Teleop
After a reset, rerun the match with standard timing
33
Practice Matches (Cont’d)
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Opportunity to teach the teams the match timing
and set the tone for the 2 days of competition
Remind teams that it is PRACTICE
Monitor traffic flow and your field reset crew
An opportunity to practice announcing
Let rookie members of your team know that the
intensity level will be substantially higher
tomorrow – don’t get too comfortable.
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Field Clean Up and Maintenance
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Vacuum carpet and trim loose ends
Inspect game pieces
Inspect the field
 Look
for missing zip ties and bent or broken pieces
 For field markings, Minimize tape use! Patch versus
complete replacement (use common sense)
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Clean all glass – both sides
Check that the field has not moved significantly
Trash pick-up
35
Friday
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Breakfast Event Meeting
OPTIONAL Drivers Meeting
Review training with the Field Reset Crew
Set up the field for the Opening Ceremony
Set up for Match #1
Matches and Lunch
Award Ceremony
Field Clean Up and Maintenance
Get Alliance Captain bibs ready
36
Optional Drivers Meeting
Short and Sweet
 Reasons to have the meeting
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 Head
Referee needs to emphasize 1 or 2
rules based on Thursday’s practice
 Drastic change in Robot flow
37
Opening Ceremony
Set up field the way the Event Manager
wants it
 Match #1 robots should be on the field
before opening ceremonies
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 Establish
robot communications
 Have teams turn off their robots to save
power
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Review timing with the Lead Queuer
38
The Qualifying Schedule
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A perfect day is starting the last match at the
appointed time!
 Strive for plus or minus 5 minutes
 Too fast is worse than too slow
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Cycle times are 6 minutes
You can make up time at lunch
Dynamic Scheduling
 Maintains the
 Matches may
lunch break
shift from before lunch to after lunch
and vice versa
39
The Schedule Continued
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You will run behind schedule in the morning
By mid-morning, the match interval should be
correct
If not on target, then look for the bottlenecks
 Field
set up time
 Getting teams on / off field
 Getting teams connected / disconnected
 Referee scoring time (work with refs to improve)
 Emcee / announcer taking too long
40
Qualifying Matches
Early on focus on field set up and make
sure this goes smoothly
 Check on queuing
 Coordinate Field Reset Crew breaks
 Look for trouble
 Keep people pumped up (from 2:30 to
4:00 is the twilight zone!)
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41
Saturday
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Breakfast Event Meeting
Review training with the Field Reset Crew (you may
have new members)
Set up the field for the Opening Ceremony
Set up for the first match
Qualifying Matches Continue
Alliance Pairings
Elimination Matches
Award Ceremony
Field Breakdown
Truck Loading
42
Alliance Pairings
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Have Emcee begin making Alliance Pairing
announcements 30 minutes before the last match
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The time
Need a representative from each team
The assembly area for the representatives
Back up robots
Alliance Captain meets with the Head Referee
Review with Emcee where each Alliance pairing will
stand
Have the Alliance Captain bibs available
Have a runner available to fetch a missing representative
43
Alliance Pairings (cont.)
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Meet with the Back Up Robot teams and explain
the situation
Get a new schedule
Make sure that Queuing, the Pit and the Pit
Announcer have new schedules
Make sure Alliance Captains receive their Time
Out Card
Devise a method to keep track of the FIRST
provided batteries. They must be returned.
44
Elimination Rounds
Keep the Emcee appraised of any
significant schedule delays
 Encourage the Emcee to fill in any dead
time and entertain the crowd
 Work with crowd control and the Event
Manager to make sure the field perimeter
doesn’t get too crowded and the people in
the stands can see
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45
Award Ceremony
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Check with Event Manager to see how they want the field set up
Quickly pick up the carpet, but there is most likely no time to vacuum
ABSOLUTELY NO FIELD DISASSEMBLY DURING THE AWARD
CEREMONY!
OK To Do QUIETLY and OUT of SIGHT
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Practice Field
Game Pieces
Inspection Station
Do not give away game pieces
Good time to give positive feedback to the event team as warranted
46
Field Break Down and Packing
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CHAOS! Unless YOU take control!
Too many people is worse than not enough!
Keep track of tools
Going slower means getting done sooner
Check the contents of each crate
When everything is packed, walk the facility with
the FTA. Do not overlook cardboard boxes!
Line up the crates according to the truck packing
layout
47
Agenda
Learning Objectives
 Responsibilities
 Principles
 Key Event Positions
 Key Activities
 2009 Lunacy Details
 Quiz
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48
2009 Specific Information
Field Set Up
 Practice Day
 Game Pieces
 Game Specifics
 Field Reset
 Miscellaneous
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49
Field Set-up
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FRP (Regolith)
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FRAGILE while rolled up
 Use gloves
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Easier to grasp
Glass splinters
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Allow time for it to warm up
Expands and contracts with temperature
 Position of FRP is approximate
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NO FTA manual on the truck
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Posted on the forum
Construction is easy
Field and scoring table electronics have changed for the better
50
Practice Day
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Practice at the team’s scheduled time does NOT require
inspection MORE TO COME
Bumpers ARE required at all times
Must PASS their inspection to use the Fast Lane
Week 1 Events will NOT have any Rocks for the practice
field
Week 2 and later will use scuffs from previous weeks
Fast Lane
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Score Keeper must update team numbers in the FMS before
loading the match (Pre-Start)
Last second adds from the Fast Lane could delay the matches
51
Game Pieces
50 Rock Repair Kits per truck
 Need a count of New, Repaired, and
Worthless Rocks on Friday and Saturday
 Do NOT use Rocks for subsequent events
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52
Game Specifics
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Rocks are placed back on the crater close to where they
left it
Bogey wheel for the trailer
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Use when no robot shows
Uses a retaining clip (not the hitch pin)
Do NOT loose clips or pins! Collect from the reset crew before
they leave!
There is no pause between Auton and Teleop
Saturday afternoon robots, including backups, must have
another Volume and Weight inspection (no quarantine
areas)
53
Field Reset
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On field Score Keepers will disconnect the trailers from
the robot
Field Status Light
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Red Flashing
Blue Flashing
Green Flashing
Red Solid
Blue Solid
Red Alliance Ready
Blue Alliance Ready
Field Ready
Red Alliance Penalty
Blue Alliance Penalty
Containers for the Moon Rocks
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Each Holds 10 Rocks
Teams on the same Alliance may NOT share Rocks prior to the
match starting
54
Miscellaneous
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Carpet and Regolith
 New
process for awarding the post event ownership
(in process)
 Clean Regolith with Swiffer Dry at lunch and at the
end of the day
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Water
 Bubbler
replaces the water bottles
 No open top cups or glasses on the scoring table!
55
Certification Quiz
There is a quiz
 Everyone must take it
 Emphasizes key points of this training
 Provides me with feedback
 This year, you do not need a passing
score
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56
Gracious Professionalism is Key
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At FIRST, Gracious Professionalism has become an
expectation.
We expect it from our students, from the Mentors and Coaches,
from all FIRST Volunteers and from FIRST Staff.
It is part of the ethos of FIRST.
“In the long run, gracious professionalism is part of pursuing a
meaningful life. If one becomes a professional, and uses knowledge in
a gracious manner, everyone wins. One can add to society and enjoy
the satisfaction of knowing that you have acted with integrity and
sensitivity. That’s good stuff!”
– Dr.Woodie Flowers, FIRST National Advisor
57
Gracious Professionalism is Key
Encouraging high-quality work +
Emphasizing the value of others +
Respecting individuals and the community
EVERYONE WINS!
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Lead Volunteer Communication
With your team of volunteers:
 As a Lead Volunteer you are a LEADER.
 Lead Volunteers must communicate with the Volunteer
Coordinator(s) to get names and begin communicating with
their team as soon as possible via e mail etc.
 As a team leader, you must communicate with your
volunteers to create a sense of a team and teamwork.
 By doing so, questions can be answered in advance, comfort
levels increased, and miscellaneous information gotten out
of the way.
 There should be no surprises when you get together with
your volunteer team at the event.
59
Lead Volunteer Communication
With the other lead volunteers at your event:
 Take the opportunity to meet with other lead volunteers and
discuss your expectations.
 Discuss overlapping areas of responsibility and decide on
how issues in these areas should be handled.
 Clarify each others roles BEFORE a problem arises.
 Make sure everyone understands the non-medical incident
report (new in 2008).
60
Thank You
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For volunteering to be the Field Supervisor.
Events could not happen without dedicated, energetic people
like you.
61
FIRST would like to thank the Association
for Laboratory Automation for their
gracious support.
62
Questions?
63