1. YOU
Can be a
CHIEF JUDGE!
And here’s how!
Jerry Barrett July 27, 2013

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 – 1of 2
Team / coordinate with the Contest Chair to
handle all tasks.
Read and understand the current Rulebook.
Select Judges, Timers, and Ballot Counters.
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.
3

4. Responsibilities – 2 of 2
Spot check speech timing.
Collect Time Record Sheet and Tiebreaker
Judge Ballot.
Lead the Ballot counting process.
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
Read the Rulebook –
Rules & Checklists.
Downloadable from TI
website
Offer to send rulebook to
Contestants when notifying
them 2 weeks ahead of the
Contest.
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. Rules – How Many / Where From
Club
 5 Judges (unless impractical) + Tie Breaking Judge
Area
 5 Judges or equal representation from clubs in the
Area (unless impractical) + Tie Breaking Judge
Division
 7 Judges or equal representation from the Areas in
the Division (unless impractical) + Tie Breaking Judge
 No judge in same club with a contestant
Jerry’s Guidelines to Increase Fairness
 Two judges per contestant or the numbers above,
whichever is higher
8

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

10. Finding 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)
 Ask me! (webmaster@tmd55.org)
Other?
10

11. Inviting / Asking for Qualifications
See template
 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).
After all the contestants have spoken, the
Chief Judge picks up the Tiebreaking Judge’s
ballot. 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
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
Confirm that contest officials are ready
when asked.
Spot check timing.
Monitor contestant introductions.
19

20. Counting Ballots – 1/2
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 – 2/2
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 – 1/2
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 – 2/2
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.
Send a Thank You notes to your staff.
25

26. Miscelleneous
Chief Judge is not a 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 will be sent a follow-up email with links
to this presentation, and other documents.
Some documents may be attached to the
email.
If you have any questions or comments,
contact Jerry Barrett –
webmaster@tmd55.org
27

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