Hosting Successful Meets Part I Connie Martin-Thompson SMCISD connie.martin@smcisd.net
District Meeto Fall Meet-contest materials for A+ activities will be available for fall/winter district meets must be held between December 1 and January 31 No materials from UIL district meet may be returned to contestants before January 31. o Spring Meet-spring district meets held between February 1 and the Saturday prior to Memorial Day. Invitational Meeto Schools requiring invitational materials all meets must be held between November 1 and April 1 you should order invitational materials at least four weeks prior to competition date. o No materials from the UIL invitational contests may be returned to contestants before April 1.
Hosting a Meet v Make use of your resources: UIL website is a fabulous, useful and very informative resource. See Academic Coordinators Manual. Getting started: Register your campus Confirm campus budget Invite surrounding districts/campuses Create a UIL calendar and timeline Conduct a Fall Planning Meeting 1st week in Sept.
Register your campus on the UIL website Go to www.uiltexas.org/academics Go to A+ Academics 2-8 and Register Campus Once you are registered you will receive a complementary copy of the A+ Handbook.
Confirm budget with you campus Go to campus secretary or administer and get working budget in writing Check on stipend budget for coaches Coordinators stipend UIL supplies/ materials UIL transportation
Conduct a Fall Planning Meeting Invite surrounding districts, schools or campuses to attend planning meeting Determine meet format Decide hosting school and future meet school rotation Who is responsible for which events Select deadlines for writing events Determine entry fee Expenses paid from the entry fees will be limited to awards, judges, food, and soft drinks or for the hospitality room for coaches and judges.
Hosting Schools Responsibilities q The host school is responsible for finding judges for speaking and art events. The hosting school should provide name badges for the judges and sponsors. q The host school will provide a hospitality area for the judges and school sponsors/coaches which will include breakfast, juice, coffee, soft drinks, lunch and other refreshments. q The host school will provide a concession stand for contestants and parents. Students have the option to bring their own lunches from home. A concession price list will be sent to each participating school. q The host school is responsible for ordering testing materials through UIL and assuring delivery in time for the meet. q Hosting school is responsible for creating meet schedule. q In speaking contests, participants from the same team will be divided among the contests flights to the extent possible to avoid members of the same team competing against each other. Hosting school is responsible for speaking flights.
Continuing q The hosting school will copy test, answer keys, directions for administering test and directions for scoring test for competition day of meet. Create folders for each. q The host school will score Writing events both Ready and Editorial prior to competition day. Results should be announced to campuses to insure winners can attend awards ceremony. Placement of contestant does not have to be announce until award ceremony. q The hosting school will create judges folders for individual judges for Art and all Speaking Events. Folders will including score and critique sheets. q The host school will be responsible for making sure that no materials are released before January 30 th for district meet and not before April 1 st for invitational meets.
Recruiting Contestants v v v v Make Announcements- use your school intercom Create Sign Up Sign up sheets posted (Library, Cafeteria, Hallway etc.) List corresponding times of each event Brief description of each event
Who Can Coach a TEAM? Anyone can coach a team according to UIL with the exception of the One Act Play - See1033(5) CCR You must be a full time employee by the district or a retired certified teacher or administer to coach the One Act Play. Be sure to check with your district to find out what the requirements might be if any. ( My campus only allows certified teachers to coach a UIL event. This eliminates parents, substitutes, student teachers or teacher aids in actual coaching an event.)
UIL Coaching Responsibilities: All teachers coaching a UIL event are responsible for acquiring a full team of 3 students: A team consists of three 6 th graders, three 7 th graders and three 8 th graders for each academic event they are coaching. UIL coaches will set regular weekly designated times for practices, announce practices, and show evidence of student practice with time and dates and attendance list. Sign in list to be kept and turned in when asked for. UIL coaches must attend the day of the meet and monitor their team of contestants throughout the competition day.
UIL coaches are to assure students are knowledgeable of UIL rules and fully understand the rules for their particular event. Each event is different. Know your rules and grading system and teach them to your contestants. UIL coaches are responsible for making sure students attend practices, if not; find another contestant. Contact parents if necessary. UIL coaches are responsible to ensure each contestants drug testing form is turned in.(see other UIL activities: Band, Athletics) UIL coaches are responsible for passing out the competition permission slip to their team and getting it returned with parent signatures.
UIL Coordinator Responsibilities: UIL Coordinator will order study materials, provide UIL notebook, practice sheets, study guides, Atlases, and Dictionaries for UIL coaches. UIL Coordinator will provide UIL constitutional rules, event rules, permission slip to UIL competition and verify academic eligibility for all students with grade verifications. UIL Coordinator will order testing materials, medals, awards, select judges, orchestrate, plan and organize UIL meet and assign job assignments for competition day. I understand and agree to the following requirements to be a UIL Academic Coach. I will be paid a stipend in full in my check after I have met these requirements for each of the events I teach per grade level after the event.
UIL EVENT SCHEDULE Judged Events 8:15 Oral Reading and Spanish Oral Reading 9:30 Impromptu Speaking 7:30-8:30 Art set up by ART teachers 8:45 ART Judging Begins Viewing from 10:30-12:30 Awards starting at 1:00 p.m.
Scored Events: 8:30 Spelling 8:30 Maps, Graphs, and Charts 8:30 Calculator 9:30 Number Sense 9:30 Science 9:30 Social Studies 10:00 Listening Skills 10:00 Dictionary Skills 10:00 Chess 10:30 Music Memory 10:30 Team Math 10:30 Math
Dividing Up Events Listening Skills Spelling Number Sense Music Memory Dictionary Skills Science Maps, Charts, Graphs Team Math Social Studies Calculator Math Chess
Each School s Responsibility Each school is accountable for grading the event they are responsible for administering. Everyone, including sponsors, should be prepared to assist with grading especially necessary in Spelling, Mathematics, Maps/Charts/Graphs, or other long tests. According to UIL, you can not, of course, grade an event in which you have coached. Each school will ensure that all graders are carefully trained. Directions and Keys will be provided to refer to by host school. (3 or more graders per event)
Scheduling Listening Skills 6, 7, 8 Campus A Spelling 6, 7, 8 Campus A Number Sense 6 7, 8 Campus A Chess 6, 7, 8 Campus B Music Memory 6 Campus A Social Studies 6, 7, 8 Campus B Calculator 6, 7, 8 Campus B Dictionary Skills Campus C Math 6 7, 8 Campus B Science 6, 7, 8 Campus C Maps, Charts, Graphs 6, 7, 8 Campus C Event Time Team Math 6,7,8, Campus C 8:30 Spelling 8:30 MGC 8:30 Calculator 9:30 Number Sense 9:30 Science 9:30 Social Studies 10:00 Listening Skills 10:00 Dictionary Skills 10:00 Chess 10:30 Music Memory 10:30 Team Math 10:30 Math
Goodnight MS SMCISD UIL Academic Middle School Meet INVOICE From: UIL Coordinator Connie Martin-Thompson Goodnight Middle School 1301 State Hwy 123 San Marcos, Texas 78155 To: Goodnight Middle School $ per grade Entrance Fee for Academic UIL Meet on January 21st, 2017: 6 th Grade - $0.00 7 th Grade - $0.00 8 th Grade - $0.00 Total: $0.00 Due to Host School by October 25, 2016 Pease make check payable to Goodnight MS and send check to above address. If you have any questions please Connie Martin-Thompson.
Who Can Judge and How to Find Judges? v Speaking Events: Anyone can judge other than a coach coaching a speaking event. v Art Event: preferably someone with art history background. What is best and preferred is to find people outside your campus to judge. If not, the hosting campus would have an unfair advantage. A university, community college, high school teachers or upper level students, or an outside source. But screen your judges. You may pay judges a nominal fee using your entry fee monies. v Lower elementary schools teachers v High school teachers v Student teachers not at your campus v Prepare your judges- inform them
Judges vjudges are asked to carefully evaluate each contestant. They should be as specific as possible in their critiques so the contest will serve as a learning experience for contestants and sponsors. vcontest directors should inform the judges of the criteria for each contest. v Judges are not to inquire about a contestant s name of contestant name or school name. vit is the hosting school responsibility to brief the judges and inform them of the UIL judging criteria and rules. Contestants are to be known as a contestant number # only.
Events NOT the day of Meet vready Writing, Editorial Writing and the Art Contest will be conducted in house at each of the participating schools. va student may enter only one writing event, one art work and also participate in TWO events the day of the meet. The maximum number of events possible is 4: one in-house writing event, one art entry, and no more then two events the day of the meet. vthe competition will follow all Constitution and Contest Rules of the Academic University Interscholastic League, UIL.
Clarification of TEAMS v A team consist of three people: 3 people for each grade level v A team can compete without a full team with the exemption of TEAM events. v Team events consist of Team Math and Music Memory. (Reminder each team must have 3 members and only 3 members, no individual results.) *variations v Music Memory is taken by each individual and averaged as a team score. Students do not work together as a team but are scored as a team. Team Math works together in a team and one document is turned in to be scored as a team.
Points and Places Points will be awarded in each contest as follows: 1 st Place: 15 Points 2 nd Place: 12 Points 3 rd Place: 10 Points 4 th Place: 8 Points 5 th Place: 6 Points 6 th Place: 4 Points v Plaques will be awarded for 1 st, 2 nd and 3 rd places per grade level. v Medals will be awarded to 1 st, 2 nd and 3 rd places in each contest event. v Ribbons will be awarded for 4th, 5 th, and 6 th places. All winners in team events will receive awards as a team, but no individual awards. (meaning each contestant will receive a medal or ribbon)
*All awards will be awarded the day of the meet at the award assembly. Unless you decide to conduct awards separately. *Team events will be awarded winners by team only and all three students in a team will receive awards. *Students will be called by contest and grade level in order to be awarded their award. *After the names are called, they will come down and get their award. *Applause will be held until all 6 places for each event have been called and pictures taken. In the event of ties, please follow UIL handbook and constitutional rules. See handbook.
Speaking Events v No identification, i.e. student s name or school name, should be visible on any material, shirts, or other objects carried by students participating in speaking events. v No props or costumes should be used in any contest. If an introduction is used in oral reading, the introduction is counted as part of the time allowed for the presentation. v Maximum time for each presentation is six minutes; there is no minimum time limit. For Oral Reading the selection format is POETRY for 6 th grade and PROSE for 7 th and 8th according to the UIL Constitution and Contest Rules for 2016-2017 for 6 th, 7 th, and 8 th grades.
Who Can Compete? v Only students enrolled in the school district at the time of the meet are eligible to participate in the meet and must follow no pass/no play guidelines established by the State Board of Education. v Elementary and Middle School students are not prohibited from competing one grade level higher than the one in which they are enrolled. However a student shall not compete in two or more grade levels of the same contest in the same year. v According to UIL standards, students are eligible to represent their school in interscholastic activities if they: v (See UIL Requirements from UIL website Contest and Constitutional Rules Book) q have not graduated from high school q a full-time, day students in the school
Requirements Continue (See UIL Contest and Constitution Rules) q have been in regular attendance at the school since the 6th class day of the present school year, or have been in regular attendance for 15 or more calendar days before the contest or competition, q are in compliance with state law and rules of the Commissioner of Education, (see TEA-UIL ) q are enrolled in a four year, normal program of high school courses, and initially enrolled in the 9th grade not more than 4 years ago nor in the 10th grade not more than 3 years ago, q were not recruited, q are not in violation of the awards rule, and meet the specific eligibility requirements for academic, music and/or athletic competition. (*UIL Requirements from UIL website.)
Guidelines No spectators or sponsors will be allowed in the contest rooms. Sponsors in each district should inform the parents of this rule. It is important that we are consistent and follow UIL rules as to keeping halls clear to ensure the flow of the contest schedule. When creating working schedule for meet be cognitive of traffic areas, testing areas, and recreational areas. In speaking contests, participants from the same team will be divided among the contests flights to the extent as possible to avoid members of the same school competing against each other. However, if teams are not full, a contestant may compete against their own school.
Guidelines Continue All sound making devices or timers (example: cell phones, watches, beepers, music devices, portable games, etc.) are prohibited. A student will be disqualified if this rule is violated. (as stated in UIL handbook) Each student should bring supplies needed for each contest. Atlas, Calculator, pencils, pens, ruler etc. It is the responsibility of the contestant to come prepared for competition. Teach RESPONSIBILITY!!!
Stayed tuned for PART II HOSTING A MEET 101 Day of meet forms, directions, and details. Thank you, Connie Martin-Thompson 512-757-2966 cell Goodnight MS SMCISD 512-393-6570