Verification Documents for US School and Community / Non-Profit Teams

When you register a team under the School or Community / Non-Profit organization type, the Global Robotics and Science Foundation requires documentation verifying that status, such as a school verification letter or proof of 501(c)(3) non-profit status. This article explains what each organization type must submit, when and how to submit it, and provides a ready-to-use letter template for each. It is written for coaches and organization administrators in the United States registering teams under the School or Community / Non-Profit organization types.

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

Organization types are defined in the Team and Organization Registration Policy. This article covers the documentation step only, for the School and Community / Non-Profit types in the United States. For the registration steps themselves, see Registering a New Team and Renewing a Team.

School Teams

If your team registers under the School organization type, you must submit proof that the school recognizes the team and confirms that it meets the requirements below. Use the School Team Verification Packet to create this letter on official school letterhead.

School Team Verification Packet (pdf) – A letter template ready to complete on official school letterhead.

What the Letter Must Confirm

The school's letter must confirm all of the following:

• The team is officially sponsored or supported by the school.
• The design, physical construction, and programming of the robot happens on school grounds or another location approved by school or district leadership.
• A faculty member, authorized school liaison, or school representative serves as the primary coach and supervises the team during robot building and at competition events.
• The administrator or organization contact listed has a verified school email address.
• The school or school district can access the team's VEX Events account if the primary coach leaves the team or organization.
• The school or school district ensures all students and adult team members complete and follow the Global Robotics Consent Form. For the form's rules and how to submit it, see Consent Form Rules and Requirements and Submitting Consent Forms.

Who Signs It

The letter must be signed by a school or district administrator, on official school letterhead, and submitted by the team's primary coach.

Community / Non-Profit Teams

If your team registers under the Community / Non-Profit organization type, you must submit evidence of your organization's non-profit status. Use the Community / Non-Profit Team Verification Packet to prepare your submission.

Community / Non-Profit Team Verification Packet (pdf) – A letter template for confirming that the team operates under your organization.

What to Submit

• A copy of your organization's 501(c)(3) determination letter, showing current non-profit status.
• A signed letter, on your organization's letterhead, confirming that the team operates under your organization and is composed of students participating through it.

Who Signs It

The letter must be signed by an administrator of the non-profit organization and submitted along with the 501(c)(3) determination letter.

When and How to Submit

Submit your documentation through your VEX Events account when you first register your organization as a School or Community / Non-Profit type. The upload step is part of registering a team. For Community / Non-Profit teams, this includes both the signed letter and the 501(c)(3) determination letter. Keep a copy of everything for your own records.

Global Robotics may also request this documentation later to verify an organization's structure or affiliation, as described in the Team and Organization Registration Policy.

Questions

If you're not sure which organization type applies to your team, or need help with your verification letter, contact your Program Support Team before registering.

Change Log

School Team Verification Packet

Community / Non-Profit Team Verification Packet