This article describes how judging is prepared and carried out, covering responsibilities before the event, event-day responsibilities, a recommended timeline, and key reminders. It is written for judges, Judge Advisors, Event Partners, and volunteers.
Definitions of the terms used here are maintained in the central Glossary.
For the responsibilities of each role, see Judge Roles and Responsibilities.
Successful judging requires coordination between the Event Partner, Judge Advisor, and Judges. Every team is interviewed, and all judging is completed before Finals, so award decisions are based only on information available beforehand. Award winners are determined before elimination matches begin, and no team may receive more than one Judged Award. Everyone involved maintains confidentiality before, during, and after the event.
Prior to the Event
Event Partner
- Recruit a qualified Judge Advisor and enough Judges.
- Ensure required awards are listed and awards are available.
- Provide a secure, private Judges' Room.
- Provide current judging materials and supplies.
- Understand the roles of the Judge Advisor and Judges.
Judge Advisor
- Complete current season Judge Certification.
- Review awards and manage conflicts of interest.
- Recruit, confirm, and prepare Judges.
- Train Judges on the judging process.
- Develop the judging schedule.
- Establish the notebook collection and evaluation process.
- Ensure all judging materials and team information are available.
Judge
- Review the game and game manual.
- Disclose any conflicts of interest.
- Become familiar with award criteria, rubrics, and judging documents.
- Complete Judge Certification (recommended).
Event Day Responsibilities
Event Partner
- Provide the Judges' Room and needed materials.
- Communicate schedule and team changes.
- Do not participate in award deliberations.
- Verify no team receives more than one Judged Award.
Judge Advisor
- Conduct judge orientation and training.
- Assign interview groups and manage conflicts of interest.
- Monitor interview progress and timelines.
- Collect field notes and facilitate deliberations.
- Ensure no team receives more than one Judged Award.
- Submit final award winners.
- Maintain confidentiality and collect all judging materials.
- Return notebooks to teams, if applicable.
Judge
- Evaluate notebooks and interviews.
- Observe teams and gather evidence.
- Participate in deliberations.
- Submit all notes and rubrics to the Judge Advisor.
- Maintain confidentiality.
- Provide encouragement to teams but no specific feedback.
Recommended Event Timeline
| Phase | Activities |
|---|---|
| Morning | The Judge Advisor leads orientation and training so that all Judges understand the award criteria, rubrics, and judging process. Judges begin evaluating submitted team notebooks, and team interviews start as early as possible so that every team can be seen during the day. |
| Midday | Judges continue conducting team interviews in their assigned groups and review their notebook evaluations. As interviews progress, the judging team begins identifying preliminary award candidates based on the evidence gathered so far. |
| Afternoon | Judges complete the remaining team interviews so that every team has been evaluated, and the Judge Advisor collects each Judge's rankings and field notes. The judging team then holds final deliberations to weigh the evidence and agree on a winner for every required award, ensuring no team receives more than one Judged Award. |
| Before Finals | The Judge Advisor enters the final award winners and submits them to the Event Partner. Judges return notebooks to teams where applicable, and all confidential judging materials are secured during the event and destroyed afterward. |