Section
2


Team
Organization


TABLE OF CONTENTS
2
TEAM ORGANIZATION ........................................................................................................................2

2.1 OVERVIEW ..............................................................................................................................................2

2.2 KEEP CONTACT RECORDS CURRENT IN TIMS ...............................................................................2

2.3 DISTRIBUTE INFORMATION ...............................................................................................................2

2.4 SUGGESTED LEADERSHIP ROLES .....................................................................................................2

2.5 REQUIRED CONTACT POSITIONS FOR TIMS...................................................................................2
2.5.1 Main Contact.......................................................................................................................................3
2.5.2 Alternate Contact ................................................................................................................................4
2.5.3 Shipping Contact.................................................................................................................................4

2.6 RECOMMENDED ADDITIONAL CONTACTS ....................................................................................5
2.6.1 Travel Contact.....................................................................................................................................5
2.6.2 Public Relations Contact.....................................................................................................................5
2.6.3 Corporate / University Contact ...........................................................................................................5
2.6.4 School Contact....................................................................................................................................6
2.6.5 Technical Contact ...............................................................................................................................6

2.7 OTHER IMPORTANT TEAM POSITIONS ............................................................................................7
2.7.1 Game Rules Monitor...........................................................................................................................7
2.7.2 Safety Captain.....................................................................................................................................7
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2 TEAM ORGANIZATION
2.1 OVERVIEW
This section provides teams with suggestions for organizing a team, keeping team members up-to-date, and
spreading the workload.
2.2 KEEP CONTACT RECORDS CURRENT IN TIMS
Communications between FIRST and teams is essential. Each team designated contact person should inform
the team's Main or Alternate Contact of any change in phone numbers, mail address, or e-mail address so the
Team Information Management System (TIMS) can be updated. Multiple phone numbers and e-mail
addresses are needed so we can contact teams contacts during vacations, school shutdowns, and while the
team is traveling.
Please keep your team record up-to-date. We also suggest that you keep a hard copy of your team's contact
information. Use pencil so you can make changes and distribute updated copies to the team.
2.3 DISTRIBUTE INFORMATION
Distributing information received from FIRST Headquarters is important. The Main and Alternate Contacts
will receive the majority of communications from FIRST. He or she should disseminate information to
relevant team and sub-teams members.
Highlighting specific topics of the communication is recommended. Reminding team members of specific
responsibilities and impending deadlines is essential. A team bulletin board for FIRST E-mail Blasts, team
happenings, meeting times, and deadlines is recommended.
2.4 SUGGESTED LEADERSHIP ROLES
This section recommends various team contact duties and responsibilities that are essential to maintain the
competitive team effort in this season. Main Contacts must be adults, not pre-college students. Your team
will ultimately decide which individual duties will be adopted and ensure that the individuals selected are up
to the assigned tasks. It is the responsibility of these team leaders and other team members to establish,
instill, and enforce team rules with regard to sportsmanship and conduct codes.
It is important that team members share the workload and equally commit to the team's success. Please make
sure the team leaders understand each other's roles and can cover for each other if necessary.
Please examine the roles, and compare recommended qualities and abilities with your mentors from a FIRST
perspective. Of course, team structure is the team's prerogative and the following are only suggestions.
2.5 REQUIRED CONTACT POSITIONS FOR TIMS
1. Main
Contact
2. Alternate
Contact
3. Shipping
Contact
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2.5.1 Main Contact
The Main Contact is the main source through which most information flows from FIRST to the team.
Main Contact's Responsibilities
Team logon and password: Receive, and keep secret, her/his Team Information Management
System (TIMS) logon and password.
TIMS (Team Info System): Maintain and update TIMS record.
Registration: Register the team for events.
Communications: Receive
FIRST communications and reply when necessary.
Review Safety Policies and Procedures on the FIRST website and
ensure all team members have this information.
FIRST Information distribution: Receive and disseminate all information from FIRST, including E-
mail Blasts and Updates from the website, and to handle
replying/complying with FIRST requests.
Scholarship Opportunities: Keep students/teachers informed about scholarship opportunities
well in advance of the deadlines.
Updates: Disseminate e-mailed and web "Updates" information to relevant
sub-teams.
Event Information: Supply event information to FIRST, via TIMS.
Contact Information: Verify up-to-date alternate mailing addresses and phone numbers
are posted to TIMS for use during vacations or team travel.
UPS, FedEx, Purolator Enter the team's UPS or FedEx number for TIMS. This is
Account Number for TIMS: mandatory. The Shipping Contact should obtain this and provide it
to the Main Contact. A sponsor or your school may let you use
their account, or you can get a number from either shipping
company's website.
Website Calendar: Monitor the FIRST website calendar for changes, additions.
Yearbook Page: Enter this submission into TIMS by the deadline.
On-Line Submissions Ensure submissions of Woodie Flowers, Website, Chairman's, and
other Awards by the respective deadlines.
NEW: FedEx Donation: Confirm the Shipping Contact understands the FedEx donation
process and use of the on-line FedEx PassKey System. See Section
6 ­ Transportation of this manual.
Release Forms: Designate someone to distribute Release Forms and collect the
completed signed forms. The Forms must be presented at the
team's initial competition registration of the season.
NOTE: The forms for students under 18 require a parent/legal
guardian's signature. They are required for:
a. Kickoff events
b. Any of the FIRST Regional or Championship events. If a
person does not attend the team's initial event, he/she must still
provide one at a subsequent event. You must turn them in at that
event.
Safety: Work together with your team's Safety Captain and entire team to
ensure safety while working and traveling.
Participation Medallions: Ensure they are obtained at your team's initial event. See Section
7.10 ­At the Event of this manual for details.

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2.5.2 Alternate Contact
This person is the Main Contact's "right hand" and is important in the team's structure. This person should
share the team administrative duties, and be ready to help in ways the team decides.
Alternate Contact's Responsibilities
Team Logon and Password: Receive, and keep secret, her/his Team Information Management System
(TIMS) logon and password.
Support: Provide any support the Main Contact may need.
Contact Information: Provide the Main Contact with current contact information for TIMS.
Vacation Coverage: The Main Contact and the Alternative contact will receive and be asked to
disseminate FIRST communications.
Alternate Information: Provide an alternate phone number and address in case FIRST has to make
contact during vacation or while the team is traveling.
Scholarship Opportunities: Inform students about scholarship opportunities and associated deadlines.
Public Relations: Confer with Main Contact. Notify Public Relations Contact of any
upcoming team fundraising or events.
Communications: Receive
relevant
FIRST communications and reply when necessary.
Chairman's Award project - Ensure any unusual stories about the team's
overcoming obstacles are included in the Chairman's Award submission.
2.5.3 Shipping Contact
This person is responsible for handling both robot shipping and drayage arrangements for the team.
Shipping Contact's Responsibilities
Contact Information: Provide the Main Contact with current contact information for TIMS.
Provide an alternate phone number and address in case FIRST needs to
make contact during vacation or while the team is traveling.
Team's UPS, Purolator, or Provide the Main Contact with a shipping account number for the Team
FedEx Account Number: Information Management System (TIMS). This is a necessary and a
mandatory portion of the FIRST system and directly impacts the
missing, defective, or broken parts replacement system for your team.
(A sponsor or your school may let you use their shipping number, or
you can get a number from the company's websites).
Communications: Receive
relevant
FIRST communications and reply when necessary.
Robot Shipment: 1. Read the "Robot Transportation" Manual Section 6 and download
your event(s) from the Events portion of the website, "Site Info."
http://www.usfirst.org/robotics/2006/rgevents.htm
2. Be familiar with and conform to the following:
· Deadlines and specifications of shipping your robot
· The drayage system and its deadlines and specifications
· On-time robot shipment and within the FIRST specifications.
3. Domestic Teams: Be completely familiar with the FedEx on-line
PassKey system and print airbills.
4. Foreign and teams from AK, PR, HI: Become familiar with the
FedEx donation system and keep airbills safe.
FedEx Donated Shipments: Read the "Robot Transportation" Manual Section 6 and become
Obtain and maintain airbills familiar with the FedEx shipping donation, its specifications, and
related on-line PassKey system for the contiguous states.
Write down the airbill storage place, and tell someone else where they
are in case you forget their location. The airbills are not replaceable.
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2.6 RECOMMENDED ADDITIONAL CONTACTS
2.6.1 Travel Contact
This person will be making event(s) travel and hotel arrangements for the team members. It is important to
tackle this task early enough to ensure there is room on preferred flights and in preferred hotels.
Travel Contact's Responsibilities
Manual and Website: Become familiar with any Travel Contact duties.
Comparative Pricing: Obtain, consider, and compare travel costs prior to registering for an event(s).
The web has many opportunities to compare airfares.
Hotel Reservations: THS is a company that obtains reasonable hotel packages for FIRST teams.
Look on the website for this benefit.
Obtain and remember any password or logon for using the reservation system.
Conform to the FIRST guidelines and deadlines regarding travel.
Contact Information: Provide up-to-date contact information for TIMS. Provide an alternate phone
number and address in case FIRST needs to make contact during vacation or
while the team is traveling.
Communications: Receive
relevant
FIRST communications and reply when necessary.
2.6.2 Public Relations Contact
This person's role in advertising the team's goals and accomplishments is critical.
Public Relations Contact's Responsibilities
PR Updates: Responsible for receiving and disseminating any PR updates and using them to
the team's advantage in local newspapers, as well as television and radio stations.
Fundraising: The team would be wise to advise this person of any fundraising activity or team
appearance well before the date.
Sponsors: Send any PR information to potential sponsors all during the year.
Contact Information: Provide up-to-date contact information for TIMS.
Communications: Receive
relevant
FIRST communications and reply when necessary.
2.6.3 Corporate / University Contact
This contact provides information about the team to the University or Corporation sponsoring the team.
Corporate/University Contact's Responsibilities
Public Relations: Notify university/sponsor contacts of any upcoming team fundraising or events.
Confer with Main Contact.
Let supporters know about trials and successes regarding the robot design and
build. Get them excited right through the process and continue providing
information throughout the year.
Scholarships: Inform students about scholarship opportunities and deadlines.
Encourage and assist students interested in applying for scholarships
Communications: Receive related team e-mails. Provide information if necessary.
Contact Information: Provide up-to-date contact information for the Main Contact and TIMS.
Provide an alternate phone number and address in case FIRST needs to make
contact during vacation or while the team is traveling.
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2.6.4 School Contact
This adult representative is responsible for knowing and enforcing all school rules regarding team
participation. A teacher or principal may be best qualified for the role.
School Contact's Responsibilities
Public Relations: Notifying Public Relations Contact of any upcoming team fundraising or
events. Conferring with Main Contact.
Scholarships: Inform students about scholarship opportunities and deadlines.
Encourage and assist students interested in applying for scholarships.
Communications: Receive school related team e-mails. Provide information/reply if necessary.
If no one is specified to work on the following projects, work with Main
Contact to make sure students get them done. Check with other team mentors
for information.
1. Chairman's Award project - Continuously help record/document any
unusual stories about the team overcoming obstacles during the year.
2. Woodie Flowers Award
3. Yearbook Page. (Look in on-line Manual, "Awards Section.")
4. Website
Award
5. Autodesk
Awards
Contact Information: Provide up-to-date contact information for the Main Contact and TIMS
Safety: Stress safety whenever possible.
2.6.5 Technical Contact
This person will assist the team with technical issues and problems related to engineering.
Technical Contact's Responsibilities
Public Relations: Notify Public Relations Contact when your robot nears completion or when
you have an opportunity to show off your robot.
If the Public Relations contact is not available, notify local media of any
upcoming team fundraising or events. Plan these opportunities with your Main
Contact.
Scholarships: Encourage students to try for engineering scholarships. Inform them of the
deadlines.
Communications: Receive relative team e-mails. Provide information/reply if necessary. Keep
the rest of the team apprised on your technical successes/failures. Ask for
help/ideas.
Chairman's Award project - Help students document any unusual stories about
the team overcoming obstacles during the year.
Contact Information: Provide up-to-date contact information for the Main Contact and TIMS.
Provide an alternate phone number and address in case FIRST needs to make
contact during vacation or while the team is traveling.
Safety: Stress safety and ensure safe working conditions, safety glasses use, etc.
Pre-Ship Inspection: Work with the team members to perform a robot inspection before your robot
ships. Use the Inspection Sheet that will be posted on the web. This inspection
will show where problems are so you can correct them before shipment. It will
also provide the students with information they will need to know during the
on-site, pre-competition inspection since the inspectors will be asking the
students questions.

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2.7 OTHER IMPORTANT TEAM POSITIONS
Your team may want to consider appointing one or several Rules Monitors and Safety Captains. Students are
welcome to fill these positions if the team members agree and find responsible candidates. FIRST does not
need their contact information in TIMS. Please read below for some job-related roles these students or adults
may want to fill. There will be one Safety Captain badge at the team's first event for each team's Safety
Captain. If a team has more than one captain, these persons can take turns wearing the badge at the events.
2.7.1 Game Rules Monitor
Game/Rules Monitor's Responsibilities
Learn Game Rules: Read and understand the rules of the game and communicate them to the team
members so they know the ins and outs of the game.
Know Point System: Be sure the team understands the system; implement the best strategy.
Know Penalties: Be sure all mentors and operators know and understand all penalties.
Learn Web System: Check the on-line Manual for rules, changes, and web-based question and
answer system.
Monitor Updates: Communicate any changes in the updates to the team.
2.7.2 Safety Captain
This person can be an adult or student.
Safety Captain's Responsibilities
Read Manual: · Read "Courtesies and Rules" in the "At the Events" section of the Manual.
· Meet with team members and decide what the team deems important in the
safety area. Diplomatically enforce their findings.
Home Work Site: · Obtain enough safety glasses for the team. Make sure all persons wear them
over their eyes when working on the robot or in when they are in the "work"
vicinity. People who wear glasses must have regulation safety glasses with side
shields or wear safety goggles over their glasses.
· Make sure the work area is safe and the floor is clear.
Safety Policies: Review Safety Policies and Procedures on the FIRST website and ensure all team
members have this information and understand the importance of each person
following them.
Use Courtesy: At all times, think with a "gracious professionalism" attitude.
Be courteous and helpful, not bossy or rude. This position is one that should make
teams aware of safety issues and make team members want to improve conditions,
not balk at the methods we use to ensure a safe environment. Use common sense
and good judgment when bringing an infraction to a team's attention. Please be
kind and positive. The Safety Captain is an ambassador for your team.
At Competitions: · Bring enough safety glasses for the team and its guests.
· Make sure persons who will unpack your robot crate will have them to wear as
soon as they arrive.
· Make sure all persons wear safety glasses/goggles properly.
· Know where the EMT area is.
· Report any injuries to the Pit Supervisor at the time of injury or treatment.
· Discourage running in the Pit or Competition Arena.
· Help keep Pit aisles clear.
· Bring any serious safety infractions, such as metal grinding or open flames to
the attention of the Pit Supervisor... as well as any blatant discourtesies.

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