Completing and Submitting Consent Forms

The Global Robotics Event Consent, Release, and Waiver of Liability (the Consent Form) is a legally binding agreement among the participant, Global Robotics and Science Foundation, and VEX Robotics. Completing it acknowledges the risks of taking part in robotics events. Every student, coach, mentor, and volunteer must have a completed Consent Form on file before taking part in an official event. It is written for participants, parents and guardians, coaches, and team contacts.

Definitions of the terms used here are maintained in the central glossary.

Who Signs

A participant who is 18 or older completes and signs their own Consent Form. For a participant under 18, a parent or legal guardian completes and signs it on their behalf.

How Consent Forms Work

• Two ways to submit – Complete the form electronically (preferred), or use a printed form that the team's coach uploads to events.vex.com before the team's first event.
• One form per season – Once submitted, a Consent Form covers every official event the participant attends during the current competition season.
• No edits or transfers – A submitted form cannot be edited or moved between teams. If a participant changes teams or any information is incorrect, complete a new form.
• No paper forms at events – Printed forms are not accepted on-site, so any paper form must be uploaded to events.vex.com before the participant competes.

Instructions for Participants

Electronic Consent Form (Preferred)

1. Get the electronic Consent Form link from your coach.
2. Confirm that the team number and program are correct.
3. Complete all required participant information.
4. Sign the form following the signing rule in Who Signs above, then submit it.

Printed Consent Form

1. Get a copy of the Consent Form from your coach, and print one for each participant.
2. Complete all required participant information.
3. Sign the form following the signing rule in Who Signs above.
4. Return the completed form to your coach to upload to events.vex.com.

Instructions for Team Contacts

A team's Primary Coach, Secondary Coach, Financial Contact, and District Administrator are responsible for making sure every participant has a completed Consent Form before an event. Electronic forms are preferred; use printed forms only when electronic submission is not possible.

Sharing the Electronic Consent Form

1. Share the electronic Consent Form link with all students, coaches, mentors, and volunteers.
2. Confirm that each participant has submitted a completed form before the team's first event.

Uploading Printed Consent Forms

1. Collect the completed paper forms from participants.
2. Scan or photograph each form as an individual PDF, JPG, or PNG file.
3. Log in to events.vex.com and open your team management page.
4. Select the team, then open the Consent Forms section.
5. Upload each participant's form individually, repeating for every participant and each registered team.