nc hosa competitive events guide 2014

January 2014

NCHOSA-Future Health Professionals 6360 Mail Service Center 301 N. Wilmington St Raleigh, NC 27699 www.nchosa.org

HEALTH SCIENCE EVENTS DILLARD 1. Dental Terminology DT 2. Medical Spelling MS 3. Medical Terminology MT 4. Medical Math MM 5. Medical Reading MR Knowledge Tests: 6. Human Growth &

Development KG 7. Nutrition KN 8. Pharmacology KH 9. Pathophysiology KP 10. Medical Law and Ethics KM 11. Transcultural Health Care KT HEALTH PROFESSIONS EVENTS KEEVER 12. Biotechnology BT 13. Clinical Nursing CN 14. Clinical Specialty CL 15. Dental Science DS 16. Home Health Aide HH 17. Medical Assisting MA 18. Nursing Assisting NA 19. *Personal Care PC MINTZ 20. Physical Therapy PT 21. Sports Medicine SM 22. Veterinary Science VS

EMERGENCY PREPAREDNESS 23. CERT Skills CT 24. CPR/First Aid CP 25. EMT EM 26. Epidemiology EP 27. *Life Support Skills LS 28. MRC Partnership MC 29. Public Health PH

LEADERSHIP EVENTS K. MACKEY 30. Extemporaneous Health

Poster EH 31. Extemporaneous Writing EW 32. Healthy Lifestyle HL 33. *Interviewing Skills IS 34. Job Seeking Skills JS 35. Medical Photography MP 36. Prepared Speaking PS 37. Researched Persuasive Speaking RS 38. *Speaking Skills SS

TEAMWORK EVENTS PETERSON 39. Biomedical Debate BD 40. Health Career Display HD 41. Community Awareness CA 42. Creative Problem Solving CS 43. Forensic Medicine FM 44. Health Education HE 45. HOSA Bowl HB 46. Parliamentary Procedure PP 47. Public Service Announcement PA

RECOGNITION EVENTS DILLARD (IN RED) 48. Barbara James Service Award BJ 49. HOSA Happenings NL 50. Healthcare Issues Exam HC 51. National Service Project NS 52. Outstanding HOSA Chapter OC 53. Outstanding State Leader OL 54. MRC Volunteer Recognition MV

HOSA COMPETITIVE EVENTS: 2013-14

North Carolina HOSA Competitive Events Management Guide 5

Priorities for Competitive Events

10. Make it fun! Participation in HOSA competitive events should

be the highlight of the members year.

9. Judges are honored guests. They are HOSAs best marketing tool. Help them understand the event process, follow the guidelines, and feel glad that they came.

8. Go to Plan B if it meets the priorities. Sometimes unusual things happen, and event personnel should be prepared to act quickly and in the best interest of competitors. Whenever possible, notify competitors of unusual event circumstances.

7. Plan for the event to run on time and keep on schedule.

6. Plan the details. Know who is doing what and when.

5. No errors! Triple check every document to make sure nothing is missed.

4. Fairness for all. Be sure all competitors have an equal opportunity for success.

3. Assure a positive event environment. Treat your competitors and each other with respect.

2. Follow the event guidelines.

1. FUN! Competition should be exciting, uplifting, and a great experience. Smile, wish them luck, and take time to enjoy this amazing experience.

North Carolina HOSA Competitive Events Management Guide

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CODE OF ETHICS FOR COMPETITIVE EVENTS STAFF

Members of the Competitive Events Management Team work together toward the common goal of providing the best possible competitive events experience for HOSA members. The following practices help to assure a positive staff experience. CE Management Team members represent the ideals of HOSA from a National

perspective. Team members should look at CE decisions from a best practices point-of-view, and not from a local or state perspective.

Keep in mind that there may be more than one right way to do things. Think through

decisions and opportunities. Dont discredit an idea just because it is different. CE Headquarters at the SLC includes a public area - and private areas for CE

members only. CE team members should avoid allowing students, colleagues, friends and family to hang out in Competitive Events, and should never allow them into CE private areas. This practice is designed to keep confidential information secure, and to prevent overcrowding of CE work areas.

Being on Competitive Events often involves specific assignments. Failure to complete

individual assignments can create problems for others and frustration for all CE members. CE team members who cannot meet the needs of the program should step down from serving on CE. There are MANY ways to serve HOSA members besides serving on the CE management team.

For all team members, open and honest communication is a must. Because the work

of Competitive Events requires a great deal of decision-making, occasional challenges will arise. It is the responsibility of all CE members to maintain an environment of trust by effectively communicating with other staff members.

Membership on Competitive Events is by invitation only. Many factors are taken into consideration when organizing a team that is representative of the HOSA organization. Some members may be asked to serve a second term, others are not, in order to maintain a rotation of advisors and balance in CE membership. Funding for CE Management Team members to fulfill their management responsibilities is provided at the local levels. NC HOSA frequently supports individuals who serve on Competitive Events because of the perceived benefits of having a voice at the table in competitive events decision making. Local advisors are not invited to serve on competitive events unless they have the support of their local LEA.


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PUTTING THE PIECES TOGETHER

Follow the Guidelines

Manage the Details Think Ahead and Run On Time

Project a Positive Image

MANAGE THE DETAILS There are many details involved in competitive event management. CE management team members will have a different set of details for each event. The event Fact Sheet starts as a working document for each event and the CE Management Guide provides the game plan. Every person on CE should have written notes about the details he/she needs to manage in order to help the next person succeed. These details could include:

Do we know exactly who is doing what, when? Do we know where competitors will wait before the event and complete their

evaluation form after the event? Is the event box ready and do we have a plan for moving over secure items? Do we have all the necessary equipment and resources for the event? Do we have non English speaking competitors in this event and do we know exactly

what will happen? Do we have a plan to assure that processes on the fact sheet will be completed? How many judges will we have per section? Are the evaluation forms being done properly? What are our details?


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FOLLOW THE GUIDELINES CE management team members are responsible to assure that local event personnel understand and plan to follow the guidelines. Prior to the event, the Lieutenant listens carefully to the Event Managers interpretation

of all aspects of the guidelines and event management plan. During the event, the Lieutenant inspects the process to assure that the event plan is

being followed. After the event, the Lieutenant observes the tally process to once again assure that it is

being done correctly. PROJECT A POSITIVE IMAGE The CE management team must stay positive and make public relations a priority. We must understand that perception is reality, and that the HOSA competitive events process is an emotional process. Local personnel who manage events We want them to feel appreciated, competent, and successful. We want them to feel like they did a great job and what they did made a positive difference for the HOSA members in that event. Competitors We want them to feel like they were treated fairly, respectfully, and positively. We want to be friendly, nice, kind, and compassionate. We want them to walk away feeling like it was a good experience, no matter the outcome. Judges They are VERY IMPORTANT PEOPLE and need to be treated as such. Remember that they care about us so take the time to introduce yourself, tell them where you are from, ask them what they do, and thank them for taking the time to support HOSA. Each other Were a team. Success only happens when we ALL succeed. THINK AHEAD AND RUN ON TIME The CE management team must constantly be thinking ahead and aware of what will happen next. If you really think about it, every one of us is interdependent on someone else. We cant do our job unless the person before us did his or her job. Can you check your event rooms two hours before the orientation/event? If things are

not ready, do you have a plan? Is the event in the room ahead of you going to finish on time?

Do event personnel understand the importance of starting on time? Do they plan to make it happen?

Do you have enough people to finish up the process? Did you follow the event through to the completed stage? Did you review the event evaluations for immediate feedback? Did you talk to the event managers to get their impressions on how the event ran, and

how we can improve in the future?


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TASK REVIEW: COMPETITIVE EVENTS MANAGEMENT TEAM The CE Management Team is a group of hard working volunteers with a goal of delivering the highest quality National Competitive Events experience for all HOSA members. Volunteers who serve as members of the CE Management Team must understand the goals and philosophy as set forth by the NC HOSA Board of Directors. Meetings CE meetings are required to

assure high quality program management using a team approach. A meeting is held in February. During SLC week, the CE team meets on Wednesday and will work through Friday night of the SLC.

Funding The cost of participating in all CE meetings is funded through the local

LEA or state HOSA organization. Vision The State Competitive Events Management Team is committed to

providing the best possible event experience for HOSA members. The best possible experience takes into account the quality of event management, fairness to all competitors, and a warm, compassionate event environment.

Accountability CE members have specified responsibilities, and CE management is

hard work. Members rotate on the on the CE staff per NC HOSA Board Policies if time and personal responsibilities allow them to do their job well.

Team Concept HOSA CE team members work as a team, helping each other succeed.

The working environment in Competitive Events Headquarters is open and honest. It is never my event. Success exists when the entire program is successful.

Big Picture HOSA CE team members think from a National perspective, following

the principles and priorities established by HOSA leaders in years past. All decisions are made from the perspective of doing the right things for as many members as possible

Ethics HOSA CE team members are privy to confidential information; before,

during and after HOSA meetings and conferences. Confidentiality is imperative. Management team members are asked to maintain the integrity of the work of the organization by not inviting students, co-workers, or family members to join them in Competitive Events Headquarters.


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Voice Members of the Competitive Events Management Team have an active voice in policies and processes related to the delivery of a quality competitive events program. Staff members are a part of the program. They said this or they did that is NOT a part of their vocabulary. Everyone on the CE team is they and all work together in pursuit of excellence.

The Director They lead with wisdom and compassion. They understand the vision of the organization, and share that vision with others. They are always there (in event headquarters) when you need them. They are warm, patient, supportive, and all-knowing. They care equally about everybody and everything, and help to solve big-picture challenges.

The Co-director They are team leaders. They help the members of their team (Lieutenants) achieve their individual goals. They are willing to look behind the curtain to understand what is really happening. They serve as the bridge between the Lieutenants and Director. They are everywhere, making sure that the Lieutenants are successful in their roles.

The Lieutenant They coach the Event Manager to success. They work one-on-one to assure the Event Manager has the tools, knowledge, and skills to successfully manage a State HOSA competitive event. They are on the front line, providing active support to the Event Manager, and making sure the Event Manager is doing all the right things.

The Event Manager Conducts and directs the actual event. They manage the details and the people. They lead the event plan. They make sure the section leaders, timekeepers, judges and competitors are where they are supposed to be, playing the same song. Their actions coordinate the efforts of everyone involved with the event.

The Section Leader They police the details in their specific section, That includes making sure that everyone (competitors, judges, timekeepers) follows the guidelines and does what they are supposed to do, when they are supposed to do it. They know everything that is going on in their section, keep it running on time, and record all the details on the section summary report.

The QA (Quality Assurance) They watch over everybody and everything to make sure that the guidelines are followed and the event process meets the expectations of HOSA members and the NC HOSA Board of Directors.


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TASK REVIEW: ROLE OF THE LIEUTENANT

1. Pre-SLC Event Planning E-mail AND TALK to the Event Manager before the SLC. If you need help in identifying and/or communicating with the Event Manager, contact

the State Office for assistance. CC your Director and Co-Director on all pre-SLC contacts. Encourage the Event Manager to print and study the Event Manager Guide.

2. Know the Team

Are you 100% sure that the team is assembled? Do you know who is managing, when they are arriving, their cell phone numbers, and

who will be attending BOTH the Event Manager Orientation and the Event Personnel Orientation?

Are you prepared to supplement the general Event Manager Orientation with event-specific information?

3. Know the Rules Read your event guidelines frequently. Read the General Rules and Regulations at least three times. Talk to people who have run the event. What were their challenges? What were their

questions? Talk to HOSA members who have participated in the event. What did they learn?

What were the challenges? If possible, see or judge the event at the state level.

4. Know the SLC History

Study the Event Report from the previous year. Identify the challenges and successes. Develop a plan to improve event ratings and competitor satisfaction from the previous

year. Be sure to share the results from the previous year with the current years event

management team.

5. Know the SLC Plan Update and use the Fact Sheet. Use the CE Management Guide. Know the details for your events number of judges, posting times, orientation times,

bus times, etc. Walk the event space, and visualize EVERY DETAIL of the flow and timing of the

event. Share your vision with the Event Manager. MAKE SURE the event starts on time.


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Tests and Materials On Wednesday evening, be sure the Scantron key is bubbled in correctly. Check your boxes. Make sure there are enough (but not too many) materials for the

events to run smoothly. Check your materials, equipment and supplies. Make sure you have what is needed

for the event. Put a post-it note or sign on your box detailing the things that should be put in the box

BEFORE taking it to the event site, such as stop watches. Check the secure box. Make sure that what you will need is there. Check for resources, especially if you need them for your event. Add a reminder to the

Fact Sheet.

6. Continuously Monitor and Cheer Them On Have a presence at the event throughout the event, making sure that Event Personnel

have everything they need to run the event effectively. Talk to competitors, personnel, and section leaders to continuously monitor the flow of the event, and always let them know how much you appreciate their service to or involvement in HOSA.

Give frequent status reports to your Director and Co-director. Look at what is happening. Is the event running correctly? Are the forms being filled

out properly (judge scantron and event evaluation.) Talk with your Director, Co-director and Event Manager to solve challenges. Event clarity and understanding is our goal. Provide feedback to the Director if the

event does not run perfectly. Provide written feedback on the Section Summary form, guidelines, or however

appropriate. We want your suggestions too! If you have a great idea for event improvement share

it!

7. Evaluate Sit with the Event Manager and read the competitor, personnel and judge evaluations. Make notes to help us understand the evaluations. Go through the event materials BEFORE you turn them in. Does each section have a

section summary form? Look at the rating sheets. Was the event run correctly? Were essential materials (essays, portfolios, DVDs, HOSAs print copies, release

forms, etc.) delivered to Tabs?

8. Go Above and Beyond How can you make this experience meet the expectations of the event personnel,

competitors, and judges? How can you make this a personally satisfying experience?


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TASK REVIEW: LIEUTENANT/EVENT MANAGER CALL CHECKLIST ___ 1. Identify the Event Manager. ___ 2. E-mail or call the Event Manager to set up a phone call PRIOR TO Feb 15. (See the

following sample initial contact e-mail.) ___ 3. Place the call as scheduled. The purpose of the call is to gather important information,

establish a positive rapport with the Event Manager, and to answer his/her questions. ___ 4. Call details: You will provide the following information:

A. Date/time/location of event orientation. _____________________________

B. Date/time/location of the event ___________________________________

C. Estimated # of competitors ______________________________________

D. Estimated # of sections _________________________________________

E. Bus information (if applicable) ____________________________________

F. Posting of finalists (if applicable) __________________________________

G. There are 3-4 orientations listed below. Explain the purpose of each (as applicable). There is a checklist for each in the Event Manager Guide. Event Manager This is a required orientation on Wednesday afternoon or

Thursday morning. They may bring Section Leaders if desired. The first part is presented by the Director, and then Lieutenants will meet individually to review event specific information.

Event Personnel Meeting This is scheduled for Thursday. The Event Manager runs this meeting for all event personnel. Lt. will be available as needed. BE SURE your Event Personnel understand their attendance is required.

Competitors you manage the planning and conduct the orientation. Judges you eat with judges and orient while personnel prepare site.

H. Role of Event Manager. You run the event.

I. My role. I support your efforts and the CE Team supports my efforts.

J. NEW ROLE = QA Someone whose responsibility it is to assure that the event guidelines were followed, all forms filled out completely and correctly, etc.

K. Goal to meet the expectations of competitors for a fair and state competitive events experience.

L. Information unique to this event: ____________________________________

____________________________________________________________

____________________________________________________________

You will ask: A. Did you receive and read a copy of the Event Manager Guide that you received

via mail (hard copy) or e-mail? ________

B. When are you arriving at the SLC? ________________________________

C. Do you have your hotel reservations? _____________________________


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D. What is your cell phone number? __________________________________

E. How familiar are you with this event/State event management?

____________________________________________________________

F. How many people are helping with this event? ___________

* Encourage them to use their students/family as event assistants. They can never have too much help.

G. Do they have roles assigned? ____________________________________

H. Do you have their contact information (cell #, e-mail)? _________________

I. Who will attend the Wednesday/Thursday Event Manager Orientation?

____________________________________________________________

J. Your Event Personnel Meeting is on Thursday at _______ (time) in

________________________ (room). Will your personnel attend this

meeting? ____________________

K. What questions do you have?

_______________________________________________________________

____ 5. SEND A WRITTEN FOLLOW UP EMAIL to your Director and Co-director with a summary of the call and any issues/concerns that need to be addressed.

____ 6. Plans for follow up and next steps:

___________________________________________________________________ Sample E-mail from Lieutenant to Event Manager Edit to fit your personality and needs! Hello. My name is ___________________ and I am the State HOSA Lieutenant for the ____________________________ event at SLC 2014 in Greensboro. Your contact information has been provided to us by your state advisor. It will be my pleasure to support your efforts as the Event Manager for __________________ (event).

I would like to set up a call with you to talk about your role as an Event Manager at SLC 2014. Could you please e-mail me and let me know a date and time for us to talk. (Then list your availability.)

In preparation for your call, you will want to know the names of the event personnel (section leaders, timekeepers, etc.) who will be helping with event management. Your state advisor should be helpful in providing this information.

There is a required Event Manager orientation on Wednesday afternoon or Thursday morning at the SLC.

It takes a team of dedicated leaders to successfully implement a State HOSA Competitive Events Program. Thanks for accepting the important role of Event Manager for ___________________ (event.) I look forward to working with you.


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SLC ORIENTATION PROCESS

The success of HOSA events at the State Leadership Conference is the result of diligent planning by the Event Manager the person assigned by the State advisor and the Competitive events committee to manage the event. In addition to running the event at the State Leadership Conference and coordinating a team of event personnel to manage the details of the event, the Event Manager attends three event orientations at the SLC.

1. Wednesday afternoon or Thursday morning - Orientation for the Event Manager 2. Thursday - Meeting for the Event Personnel facilitated by the Event Manager 3. Thursday, as scheduled - the Competitor Orientation

The SLC schedule is designed to provide maximum support for Event Managers. The goal is to provide information consistency (so that all event managers have similar information) with respect for the Event Managers time. In order to facilitate the process, the following recommendations are made:

Event Managers arrive at the SLC location by Wednesday afternoon or Thursday morning, and attend a required Event Manager Orientation.

The Event Personnel Meeting is scheduled on what about immediately following the advisors luncheon Thursday afternoonThursday morning. Times and rooms will be listed on the SLC agenda (do we need to have an open room for meeting) It has been being listed in the program as Colony C the problem is all event personnel

may not be there early enough to meet prior to the advisors luncheon Personnel and Event Orientation times and locations will be published in the SLC

Conference Program.

Event Manager Orienta-on

Presented by State CE Team Event Manager a1endance required Sec7on Leader and QA par7cipa7on op7onal

Event Personnel Mee-ng

Presented by the Event Manager Sec7on Leader and other key personnel who are running the event should a1end

Compe-tor Orienta-on

Presented by the Event Manager To prepare compe7tors for the event May include a Round One test or may be followed by the actual event


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TASK REVIEW: EVENT MANAGER AT THE SLC

This information page is designed to introduce the Event Manager to his/her role at the HOSA State Leadership Conference. The Event Manager should take the following steps PRIOR to attending the SLC. 1. Begin with a careful review of the event guidelines for which you are

responsible. Think through all steps of the event. Visualize each step as it should happen during the actual event. If you have any questions about the guidelines, write them down and be sure to get answers from a member of the State CE staff. It is your responsibility to understand the guidelines, and to assure all sections run according to the event guidelines.

2. Review information sent to you by the Competitive Events Lieutenant. Be sure you clearly understand your role as an event manager.

3. Determine what personnel you will need for this event, and who these people will be. Your Lieutenant will be sending that information to you prior to SLC. Be sure you communicate, in WRITING, with your section leaders BEFORE the SLC.

4. Plan to arrive at the SLC in time for your Event Manager Orientation. You may invite your section leaders to this orientation.

5. Participate in a phone conference or via e-mail with a member of the State CE staff. The state lieutenant for your event will call or e-mail you and arrange a time to talk about the event. During this phone call, you will be asked to confirm your correspondence with your event personnel and participation at the assigned Event Personnel Meeting on Thursday. (This is when you plan all the details with your Section Leaders, timekeepers, etc. The Lieutenant should attend if available.)

6. Manage the judge orientation (if applicable), event orientation and event. Section Leaders will prepare the event site while you orient the judges.

7. Turn in all paperwork and results at HOSA headquarters and debrief the event with a member of the State CE Staff. It is crucial that you provide immediate feedback on the success of the event, and written suggestions for improving event management or the event guidelines.

The success of events at the NC HOSA State HOSA Leadership Conference depends on the efforts of local advisors in implementing the national competitive events policies and procedures. Thank you for taking a leadership role in this important process!


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EVENT MANAGER ORIENTATION CHECKLIST This meeting is scheduled for Wednesday afternoon or Thursday morning. Location _________________________________ CE Management team Member brings: Fact Sheet for Event; CE Guide, Event Report General Event Management Information (By the CE Director) Specific Event Review (By the Lieutenant and/or Chair) 1. Review the event guidelines to assure that there is a consistent understanding of the event. 2. Review the event FACT SHEET for specific details related to this event. 3. Review every file in the event box. Tell the event manager EXACTLY where, when

and how to pick up the box before the competition. 4. Determine EXACTLY how, when and where the Lieutenant will provide secure items

for the Event Manager. 5. Review the event evaluation from last year in the Competitive Events Report. Ask

the Event Manager how he/she will improve the ratings this year, and reinforce the importance of all competitors, judges and personnel filling out the evaluation CORRECTLY. (We analyze the feedback.)

6. Talk about timing issues. Help the Event Manager understand that the event MUST

run on time. 7. Judge Orientation: (If applicable) Discuss where and when. Make sure the Event

Manager knows that he/she must orient the judges. ___ 8. Event Resources: Be sure personnel know what resources (materials, equipment,

signs) they should bring to the event, and where to find them. 9. Process of completion of the event: Be sure the Event Manager knows what to bring,

where to bring it to, and whom to check out with when the event is complete. 10. Date, location and notes regarding the Event Personnel (Team) Orientation: 11. Thank event managers. Be sure they know how to get in touch with you.


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TASK REVIEW: SECTION LEADER AT THE SLC

This information page is designed to introduce the Section Leader to his/her role at the HOSA State Leadership Conference.

1. Begin with a careful review of the event guidelines for which you are responsible. Visualize each step as it should happen during the actual event. If you have any questions about the guidelines, write them down and be sure to discuss the event process with your Event Manager and other Section Leaders so that the event will run consistently from one section to the next.

2. Review information sent to you by the State Event Manager. Be sure you clearly understand your role as a section leader, where you need to be, and when you need to be there. You should plan to attend an Event Personnel Meeting AND the Competitor Orientation, as well as your event.

3. Talk about Time Management. Be sure you have a plan to assure the event starts and stops on time. Yes, you will hit the ground running, but so will everyone else. The opportunity to provide the HOSA experience for 2000+ state competitors depends on our efficient use of space and resources.

3. One hour before the event start time, you should prepare the site for the event. Your Event Manager will be orienting the judges (if applicable). You are responsible to assure that all the planning you have done with your Event Manager is ready to be implemented. Look around you. Do you have everything you need to successfully manage your section?

Event printout by section Rating sheets and/or Tests and/or pre-slugged Scantron forms Competitor ID labels (if applicable) Judge and event supplies Evaluation forms and pencils

4. During the event, remember to: Be kind. Competitors are typically extremely nervous, and your warm and caring

attitude toward them makes a big difference. Take competitors in the order on the printout. Escort competitors to the place in the room they will sit or stand to compete, and

INTRODUCE them to the judges by name and ID number. (Judges, this is team number 07654, Kathy Smith and John Doe.)

If there is a timekeeper who stands or holds up a time card during the event, point out the timekeeper to the team/competitor before the event begins, and be sure the timekeeper is seated in clear view of the team.

Have the timekeeper record the skill or speaking times (as appropriate) Check the rating sheets and listen to the judges to BE SURE they are following the

event guidelines. It is your responsibility to assure that the event is being run according to the guidelines. If you see ANYTHING that may not be right, notify your Event Manager.

Involve the Event Manager if there are any challenges or rule violations.


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5. After the event, review every Scantron form to be sure that all rows have been scored, all bubbles are filled in darkly and completely, and no rows have been double-bubbled. Transfer any notations that might affect the final results to the Section Summary form. These items may include but are not limited to dress code violations, rules violations, and any change from what is listed on the printout. (For example, a HOSA Bowl team with 4 team members registered but only 3 show up to compete.)

6. Turn in all paperwork and results to your Event Manager and review notations on the Section Summary form. It is crucial that you provide feedback on the success of the event, and written suggestions for improving event management or the event guidelines.

The success of events at the State HOSA Leadership Conference depends upon the efforts of local advisors in implementing the state competitive events policies and procedures. Thank you for taking a leadership role in this important process!


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EVENT PERSONNEL MEETING CHECKLIST The EVENT MANAGER runs this meeting! It is individually scheduled on the agenda for all event personnel (section leaders, timekeepers, patients, event assistants, etc.) and will be held on Thursday. Appointment Time ____________________ Location __________________________________ Event Manager brings: Event Box and Fact Sheet for Event 1. Welcome participants. Introduce self and other event personnel, as appropriate.

____ 2. Review the schedule (SLC Program) who should attend the event orientation, when and where, and timing expectations for the event.

3. Review the event guidelines to assure that there is a consistent understanding of the event.

___ Determine who will do what and when in the event management process.

___ Section Leaders must assure that judges are following the event guidelines when evaluating competitor performance and correctly filling in the rating forms. (Check the rating sheets and make sure.)

4. Review the event FACT SHEET for specific details related to this event.

5. Review every file in the event box. Be sure event personnel know how to fill out the forms that pertain to their responsibility.

6. Determine EXACTLY how, when and where the Event Manager will provide secure items and tests for the Section Leaders.

7. Talk about the process for the event evaluation forms (using a number #2 pencil ONLY). Encourage written comments on the back of the Scantron form or on the Round 2 Evaluation Form. NOTE that there is a different evaluation form for Event Personnel and Judges.

8. Advise event personnel that any challenges (for example, dress code) must be brought to the Event Manager to be resolved.

9. Review Timing strategies. This event MUST start and run on time. Make it happen!

10. Judge Orientation: (If applicable) Explain that the Event Manager orients the judges while the section leaders prepare the site and, if necessary, begin the check-in process.

___ 11. Scenario (If applicable) Time starts when the competitor receives the scenario. Competitors may take the scenario into competition with them and refer to it during the event. Event personnel will collect the scenario before the competitor leaves the room.

___ 12. If competitors have concerns or believe an error has been made, address the situation immediately bring it to the attention of the Event Manager.

13. Room Set: Section leaders report to the event location one hour before the first competitor(s). CHECK THE ROOM SET. You may need to move a few tables or chairs around in the room. Be sure all sections are set similarly. Do not move furniture in or out of the room. Call the event Lieutenant with any concerns.

13. Additional concerns specific to this event.

14. Thank all event personnel. Be sure they know how to get in touch with you.


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COMPETITOR ORIENTATION CHECKLIST The EVENT MANAGER orients the competitors! For large events, begin the check-in process at least 30 minutes before the scheduled start time. Competitor lists Check and organize before the event. Extra copies of the list can be provided if you will have

multiple check-in stations. Plan ahead so that this process will run smoothly and quickly.

___ 1. Sign-in process: Conduct competitor sign-in process.

___ a. Check-in students as pre-registered on print-out and give out pre-slugged test Scantron form (if appropriate).

___ b. Do not substitute a name on the computer print-out with someone else's name or add a number. If they are not on the list:

Notify the Lieutenant Orient the student or allow them to take the test Write the name, school and state and the competitors cell # on the competitor list The Lieutenant MUST follow up with Tabulations to determine competitor eligibility,

and convey that information to the Event Manager.

___ c. If someone is a no-show, draw a line through the name and print no-show.

___ d. Give the competitor the label with their ID number to stick on the back of their name tag. (In team events, all competitors must register.)

___ e. Ask for proxy forms. Another person may act as proxy for a competitor but must have a signed proxy sheet. One team member may act as proxy for missing team members but must have signed proxy form. (NO PROXIES allowed in any event with a Round One test or Preliminary Round during the orientation.)

___ 2. Welcome competitors. (Be positive, smile, high energy, acknowledge their accomplishments.)

___ 3. Introduce self and other event personnel as appropriate.

___ 4. If test: Clearly explain the Scantron form and ask them to check and assure that the pre-printed information on the form is correct. (The remaining test instructions should be given immediately prior to the start of the test.)

___ 5. Read the guidelines for each specific event. Explain any equipment needed by competitor, if appropriate.

___ 6. Explain the dress code. (Refer to the SLC program and event guidelines.)

For competitors who come to orientation that are not in proper attire, create an opportunity to talk in private with those competitors after the orientation. Ask what they plan to wear for the event, and use the opportunity to help them understand the dress code.

If the orientation & event are combined, the competitor must be in proper attire to receive bonus points.

Notify the Lieutenant or Director of any dress issues. The Lieutenant and/or Director will make the final determination of dress points. The loss of dress points must be written on the Section Summary form and initialed by the Lieutenant.

___ 7. Tell competitors to be on time. (Point out location in SLC program guide.) Plan to arrive on site at least 15 minutes before scheduled appointment time/start of event. If they are not staying at the Sheraton make sure the competitor knows the shuttle bus

schedule. Tell them where to catch the bus.


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___ 8. Explain that upon completion of the event, each competitor MUST complete an evaluation form.

___ 9. Explain that the top 10 finalists will be recognized during the awards session and that 1st, 2nd, and 3rd place winners will receive medallions and represent NC HOSA at Nationals.

___ 10. Skill Events: Explain that time starts when competitor receives the scenario. The competitor may take the scenario into competition and refer to it during the event. At the conclusion of the skill, event personnel will collect the scenario.

___ 11. Ethics and confidentiality: Secret topics must be kept confidential until the conclusion of the event. Discussion of secret topics before the conclusion of the event is an ethical violation.

___ 12. Immediate intervention: Every effort is made to follow the event guidelines. If they perceive an error was made during their event, they should immediately go to the Event Manager to voice their concern. The Event Manager will address the problem and request help from the Lieutenant or CE Management if needed.

___ 13. Personal items and cell phones: CELL PHONES MUST BE OUT OF SIGHT AND SOUND!

If these items are brought to the room for a test:

Place all personal items under the table.

Place cell phones on the table in the off position (or with the battery removed) in plain sight of the Section Leaders. If the cell phone makes any noise or vibrates during the event, penalty points may be assessed.

___ 14. Event Conditions Keep Calm and Carry On!

Every effort will be made to provide you with the optimal event conditions. Be assured that our first priority is fairness and equality for all competitors. You may experience cold meeting rooms, tight spaces, and multiple competitors or sections in the same room. No matter what you encounter, have enough confidence in your skills to focus on doing your best and enjoying the entire SLC experience.

___ 15. IF this event has a Round Two, share:

Posting time: Appointment time

Date and time:

Location:

___ 15. Specific event information:

___ 16. Answer questions from the competitors.

___ 17. Thank them for their attention and wish them luck!


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TASK REVIEW: RESPONSIBILITIES OF THE JUDGE Prior to the day of competition, please review the packet of information sent which should include:

Event guidelines Rating sheet General conference information Map/Directions to event site

On the day of competition, you will attend a judges orientation session to receive specific instructions and announcements concerning the event which you are judging and have the opportunity to meet other event judges and HOSA event personnel. At this orientation, you will:

Receive specific instructions from the Event Manager. Review and discuss the rating sheets before competition begins. Agree upon

interpretation as necessary for rating consistency. Clarify any questions/concerns about the packet of information regarding secure

items -- topic or situation statement, related forms and material, etc. During the actual event, it is your responsibility to:

FOLLOW THE EVENT GUIDELINES if you have any questions about the guidelines, ask the Event Manager.

Check the identification number on the rating form against competitor introduction to be sure they agree.

Score each competitor as competitor competes based upon skill performance noted on rating sheet. Do not use this time for teaching. Ratings are done independently.

On Scantron rating sheets, bubble in the score you wish to give following the instructions on the form. You may make comments at the bottom of the rating sheet.

Consensus Policy: After individually rating all competitors, Judges MAY compare ratings before turning in the rating forms. If the point spread is greater than 10 points, Judges MAY discuss why they rated the way they did and MAY choose to adjust their score, if needed.

To change a score, clearly erase and correctly bubble the score you wish to award. Remarks are for your benefit while judging and for the benefit of the competitor, as

rating sheets are returned to the competitor to help them prepare for Nationals. Do NOT leave any areas blank unless you wish to give a score of zero. If so, write a 0 at the extreme end of the row. A computer is used to balance multiple sections in selected events. For the fairest results, scores should range from a low of 60 to a high of 99. Sign your name to each rating form. You may smile at competitors during the event, but do not talk with them before, during

or after the event. Complete the evaluation form at the end of competition so that HOSA will receive your

feedback in order to continue to improve each event.


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JUDGE ORIENTATION CHECKLIST * Orientation by Event Manager

1. BEFORE THE ORIENTATION: The Judge Coordinator or Competitive Events staff will balance judge

assignments based on the number of judges that attend the orientation. Do not start the orientation until judge assignments are finalized.

2. Welcome judges. Introduce self and other event personnel, as appropriate. 3. Thank them for coming to judge. Have judges sign the sign-in sheet with appropriate address. 4. Ask if any of them have done this before. Explain about HOSA if necessary.

5. Take judges to event area.

6. Select experienced judge (or other) as lead Judge. Assign judges to sections as appropriate. 7. Review guidelines. (Specifically, those items that may affect judging.) 8. Go over judge's rating sheets and answer questions: ___ a. Stress they are not to omit anything. If no score, bubble in or write a zero (0). ___ b. Ask judges to either sign or initial each rating sheet. ___ c. One rating sheet per judge must be completed (per section). ___ d. Judges should rate independently. ___ f. May reevaluate 1st competitors after evaluating other competitors ___ g. Should make comments on the bottom or back of the Scantron form. 9. Discuss time frame: ___ Appointment times ___ Time allotted for rating sheets, etc. ___ Let judges know how long the event is scheduled to last. ___ Ask if they can stay for the duration of the event. 10. Explain that the event manager will handle dress code violations. Judges do NOT take off points for dress. 11. Explain that a computer program will mathematically balance the sections, providing a fair scoring system in

events that have multiple sections. ___ 12. Explain the consensus policy and ask judges to be judicious when giving perfect scores.

___ 13. Explain specific event procedures, noting anything that will affect judges for this particular event:

14. Explain that judges may smile at the competitors but should not talk to any competitors before, during, or after the event.

___ 15. Ask them to turn their cell phones to off or silent.

16. Offer a rest room break. Explain that out of respect for their time, there will be no further scheduled breaks until the conclusion of the event.

17. THANK THEM - Have them fill out the Judge Evaluation Scantron using a #2 pencil.


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PROCESS REVIEW: TABULATION PROCESS Before you begin:

This process will vary slightly with some events, depending upon the uniqueness of the event. Event personnel should use good judgment in following these process guidelines.

Have practice rating sheets available, and IF possible, make every effort to help judges become familiar with and/or practice with the rating sheet.

In the event room:

1. Judges independently rate the competitor using the criteria on the rating sheet and, if using a Scantron form, following the instructions for bubbling in scores.

2. Section Leader and Event Manager assure that the rules of the event are being followed by the judges.

3. Section Leader and Event Manager assure that all areas have been rated.

4. Once the Section Leader is sure that all rating sheets are filled out correctly and completely, he/she bundles the rating sheets in the order of competition and binds them to the Event Section Summary with the top part of the form completed. The Section Leader signs the Event Section Summary.

5. The Section Leader turns his/her event materials over to the Event Manager.

a. Rating sheets and Competitor List attached to the Event Section Summary (Note: the Competitor List should include names checked off, or no show marked through with one line and no show written to the side.)

b. Judge evaluations and sign in sheet

c. Any other event materials (portfolios, etc.) for his/her section.

d. Personnel evaluation

e. Any other pertinent information (competitor who missed orientation, etc.) about the competitors or the conduct of the event should be listed on the Event Section Summary form.

6. The Event Manager reviews the event materials:

a. Review rating sheets to assure process was followed and take a big picture look at the results.

b. Check that all event materials have been turned in by the Section Leader.

c. They write a notation for anything to note on the Event Section Summary and both initial the notation (dress penalty, missing orientation, no show, etc.)

7. When all processes have been correctly followed, the Event Manager:

a. Reviews any special notations with Lieutenant. If the Lt. agrees, he/she must initial the notation.

b. Signs all Event Section Summary forms and bundles all sections together.

c. Turns event materials over to the Lieutenant and debriefs the event.

8. The Lieutenant reviews the rating sheets and Event Section Summary for a big picture look at the event and to note anything unusual.


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9. The Lieutenant reviews the entire event package to assure that everything was done correctly and everything makes sense.

10. The Lieutenant touches base with the Co-Director or Director with a big-picture summary of the event.

11. The Director or Co-Director binds all sections together and sends the event results to the Tabulations room.

12. Tabulations: Scores are scanned.

13. Tabulations: In the event of ties in medal position, tabulations team members will facilitate the tie-breaking process. Ties that have a judged tie-breaker will be judged by a judge with the appropriate professional expertise. All other ties will be broken by the computer.

14. Tabulations: Final scripts (PowerPoint pages) are printed.

15. Final Quality Assurance Review: The Director or Co-Director (or designee) reviews every aspect of the event from start to finish, and the final results, to assure that the accuracy of the final results.

16. Tabulations: The Tabulations Director approves the final script.

Any time there is a score discrepancy in any part of the process, the error must be corrected and results re-checked by a third person.


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PROCESS REVIEW: HOSA EVENT SCORING CHART Health Science Events

Event Test Round Two or Event Performance

Results Math Formula?

Med Term Dental Term Knowledge Tests

100 items 90 mins.

No Test score + dress bonus

No

Medical Spelling

50 items 60 mins

Test qualifies competitors for spell down

Final placing in spell down

No

Medical Math Medical Reading

50 items 90 mins. 60 mins.

No Test score + dress bonus

No

Health Professions Events


Final Results Math Formula?

Biotechnology Dental Science Home Health Aide Med Asst Physical Therapy Nursing Assisting Clinical Nursing Sports Medicine Veterinary Science

50 items 60 mins

Selected Skills competitor must score 70% or higher on combined skills to be recognized as an award winner

Test score + skill score +dress bonus

No

Personal Care None Selected Skills competitor must score 70% or higher on combined skills to be recognized

Skill score + dress bonus

No

Clinical Specialty None Interview and DVD Interview and DVD scores + dress bonus

Yes

Emergency Preparedness Events



Life Support Skills

None Selected Skills competitor must score 70% or higher on combined skills to be recognized as an award winner

Skill score + dress bonus

No

CPR/First Aid EMT CERT Skills

50 items 60 mins Scores averaged

Selected Skills team must score 70% or higher on combined skills to be recognized as an award winner

Test score + skill score +dress bonus

No


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Epidemiology 50 items (2 hours) AND A case study consisting of between five (5) and twenty (20) short answer questions worth 50% of the final total score.

Test + Case Study + dress bonus

No

MRC None Judged presentation Presentation score + dress bonus

Yes

Public Health

Prelim Round Top 12 teams

Presentation 1 section Presentation + dress bonus

Yes Round 1

Leadership Events

Event Results Math Formula?

Job Seeking Skills Interviewing Skills

Interview + dress bonus Yes

Prepared Spkng Speaking Skills

Speech + dress bonus Yes

Ext. Hlth Poster Ext. Writing

Judges divided into teams who choose 10 posters/essays from each group. Then, all judges will use rating sheets to pick the Top 10 winning posters/essays + dress bonus

No

RPS Speech/Research Paper + dress bonus Yes Medical Photo Photographs + dress bonus Yes Healthy Lifestyle Round One

Test 60 mins.

Test qualifies competitors for Round Two and IS ADDED to the final score

Judge Interview + dress bonus

Yes Judge Interview

Teamwork

Event Round One Round Two or Event Performance


CPS Forensic Medicine Biomedical Debate

50 items Team average score 60 mins.

Test qualifies teams for Round Two but is NOT added to final score

Performance score + dress bonus

Yes

HOSA Bowl 50 items Team average score 60 mins.

Test qualifies teams for Round Two but is NOT added to final score

Final order of finish after elimination rounds

No

Parli Pro 100 items 90 mins. Team average score

Test qualifies teams for Round Two AND NAP membership, but is NOT added to final score

Performance score + dress bonus

Yes

Health Career Dis PSA

No Performance score + dress bonus

Yes

Health Education No Interview score + dress bonus

Yes

Community Aware No Performance score + dress bonus

Yes


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HOSA Event Section Summary Event _______________________________________ Section # _____________________ Event Manager ________________________________________________________ Secondary Postsecondary Collegiate Mixed Actual Start Time _________________ Competitor Completion Time ___________________

Section Leader Signature Event Manager Signature QA Signature Strengths of Event:

Weaknesses of Event: Specific Recommendations for Improvement of Event Guidelines: Dress Code Violation: (List name, ID #, and specific violation.) Process Violation: (List name, ID #, and specific violation, such as missed orientation, failed to bring event guidelines, etc.)

Event Lieutenant Signature __________________________________________________________ Director/ Co-Director Signature ____________________________________________________________ Attach this form to the front of the packet containing: Competitor list by section Rating Sheets Evaluations Event materials (HOSA copies of portfolios, etc.) * Attach additional pages if needed.

C Signatures indicate that all event processes were done correctly, and all materials are complete and attached.


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PROCESS REVIEW: DRESS CODE HOSA members should follow the event guidelines in determining appropriate competitive event attire. Competitors (teams) who are appropriately dressed will earn bonus points for proper dress.

For all competitive events, five (5) bonus points will be added once per competitor and/or team to the tally sheet for appropriate dress. In team events, all team members must be properly dressed to receive the bonus points. Exceptions are as noted in the event guidelines. At the SLC, dress bonus points are awarded unless a dress code violation is agreed

upon by the Event Manager and a member of the State HOSA CE staff. The Event Manager must notify the Event Lieutenant or Co-Director. When dress points are not awarded, this must be indicated on the HOSA Event Section Summary form, and signed by a member of the CE Program staff.

Judges are NOT responsible for the dress code. Dress code points are awarded by competitive event personnel.

HOSAs dress code pertains to dress only. When in doubt, personnel should award dress points. Competitors with blue hair, large earrings, sleeveless blouses, and colorful clothing may still be dressed professionally and should be awarded the dress bonus.

Bonus points are not awarded or deducted at event orientations unless the orientation includes competition. Competitors who are not properly dressed at orientation should be counseled to assure they understand the dress code for the event.

Proper Business Attire

Females -- Business suit, tailored dress or blazer and skirt or slacks with tailored blouse Males -- Business suit or sport coat, vest, or sweater, and slacks with dress shirt and tie (optional) No dress code can cover all contingencies so HOSA members must use a certain amount of judgment in their choice of clothing to wear. HOSA members who experience uncertainty about acceptable HOSA attire should ask his/her HOSA local or state advisor.

Here are a few more tips to help you understand Business Attire.

No denim clothing or canvas shoes will be acceptable. Denim pants in colors other than blue are not permitted. Blue jean skirts and dresses are NOT acceptable.

Dress pants are acceptable but shorts, capri pants and other short pants are not acceptable. Casual tank or tube tops, t-shirts, sweat pants/shirts, or tennis shoes are never acceptable. Business-casual attire may include khaki pants and polo tops. Clothing that works well for the beach, yard work, dance clubs, exercise sessions, and sports contests is NOT

appropriate. Clothing that reveals excessive cleavage, your back, your chest, your stomach or your underwear is not appropriate

for HOSA delegates. Clothing should be pressed and never wrinkled. Torn, dirty, or frayed clothing is unacceptable. Any clothing that has

words, terms, or pictures that may be offensive is unacceptable. Open-toed shoes and heeled sandals are permitted. Flip-flops are not.

The General Session dress code and the CE

dress code IS DIFFERENT! Follow

the event guidelines for CE dress requirements.


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Definition of Flip-Flops

Flip-flops and thong sandals are flat, backless, made of rubber or leather, plain or embellished with beads, etc., consisting of a flat sole held loosely on the foot by a Y-shaped strap, like a thin thong, that passes between the first (big) and second toes and around either side of the foot.

Clinical Uniform for Skill Events For most skill events, scrubs and clinical shoes or white leather tennis shoes are acceptable clinical attire.

Other dress may be appropriate to the occupational area and acceptable for HOSA competitive events. Shorts and flip-flops are not acceptable HOSA clinical attire.


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EVENT MANAGER INFORMATION: WRITTEN TESTS 1. Prior to the test, obtain the correct number of written tests, pre-slugged Scantron sheets, and event printout

from the Competitive Events Headquarters.

2. Check to be sure you have a Scantron form for each competitor on the event printout, and additional blank Scantron forms to use if needed.

3. Be at the administration site at least 30 minutes prior to testing time. Once you arrive on site, check the room set-up and be sure there is adequate seating, good lighting, and as much freedom from noise and disturbances as possible.

4. Check-in each competitor. When using pre-slugged Scantron forms, give the correct form to the competitor at check-in.

5. If a competitor comes to the test who does NOT have a pre-slugged Scantron form or who is NOT on the competitor list, politely question the competitor to make sure he/she is in the right test. Then give the competitor a blank scantron and write his/her name, school, etc. on the bottom of the printout, with as much information as possible. Meanwhile, give the Lieutenant the information so that he/she can check the eligibility of that competitor.

6. If the competitor brings materials or personal belongings, have the competitor put them under his/her chair and take them when finished with the test. Ask them to put cell phones on their table, in full view of the proctors, in the off position.

7. Distribute a test (and Scantron sheet if not pre-slugged) to each competitor and give instructions for filling out the scantron and writing their ID number on the test booklet, and test booklet number on the Scantron. Direct them NOT to open or begin the test until directed to do so.

8. IF THERE ARE TABLECLOTHS, instruct competitors to place the scantron on the test booklet when bubbling in responses. This will provide a smooth, flat surface.

9. There will be an announcement at the start of all tests that will inform competitors of the start and stop times. In addition, there will be a verbal announcement when there are 15 minutes remaining for the test period.

10. For all written tests, a late competitor will be allowed to take the test. The competitor will stop when all other test-takers are stopped.

11. Time limit for written tests: All of the 100 question exams and Medical Math will be scheduled for 90 minutes with all other 50 question exams being scheduled for 60 minutes. Epidemiology (test and case study) will be scheduled for two (2) hours.

12. All tests must be collected and returned to CE HQ in order. Do NOT remove tiebreaker.


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SCANTRON FORMS

State HOSA uses pre-slugged Scantron judge rating forms. When used properly, these forms greatly increase accuracy and decrease the time needed to tabulate events.

BEFORE THE EVENT - Events with appointment times: Group Scantron forms by section in order of

competition. Be sure you have one form for each judge. Be sure the right form is being used to rate the

competitor by introducing the competitor to the judges by name and school or ID #.

BEFORE THE EVENT - Tests, or when all competitors begin at the same time:

Group Scantron forms in the order they will be distributed. (For individuals, usually alpha by last name. For teams, usually alpha by school.)

JUDGES MUST: Use a #2 pencil

Bubble the entire bubble

Make comments on the bottom or back of the form, or in the Items Evaluated column

Note all scores of zero

Fairly and consistently award guidelines (process) points if they are a part of the rating sheet.

PERSONNEL MUST: Check each rating sheet for one mark per criteria and zeros

REFRAIN from using paper clips on forms to be scanned

Take responsibility to assure the form is filled in correctly, including the Event Personnel section at the bottom of the form

Separate completed forms from unused forms before turning them into Tabulations. You may paperclip unused forms to be recycled.


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TROUBLE SHOOTING

1. If you have a form with no competitor listed, chances are they were deleted after the forms were printed. Hold on to the form and mark on the top Not listed on printout.

2. If you have a name listed with no form, chances are they registered late. Use a blank rating form, fill in the name, school, division, and state, and use a post-it to flag the form so that Tabulations will add an event ID # before the form is scanned.

3. During large tests, you may need to give out the correct Scantron forms, and check them off your printout after the event. (Understanding how important it is to get the event started on time.)

4. DO NOT combine forms to be scanned with forms that are NOT to be scanned (such as no-shows.) The forms that should not be scanned CAN be paper clipped together and noted as NOT TO BE SCANNED.

5. Be sure you are working from an updated event printout, listed in the order needed. (By section, by school, by last name, etc.) If you have any doubts about having the current event printout, be sure to ask the Lieutenant for assistance.

6. When turning in test Scantrons, count the number of forms to be scanned, and write it on a post-it note and place it on the top of the first test form.

7. IF the tables have tablecloths, show competitors how to place the Scantron form on the actual test booklet to provide a smooth surface when bubbling an answer.

THE EVENT PERSONNEL BOX

This box is to be left blank UNLESS there is a violation of the rules.

The Section Leader confirms the violation with the Event Manager before marking the box, and before the competitor leaves the event site. (If appropriate.)

The Section Leader transfers all violation information to the Section Summary form.

The Event Manager reviews all violations with the Lieutenant during or after the event. Confirmed violations must be initialed by the Lieutenant.

WHY?

Our past history shows that individual advisors have different interpretations for process violations, particularly for dress code. In order to provide a fair and consistent event experience, we want to assure that all competitors are being held to the same high standard. For that reason, we will continue to enforce the dress code as written in the event guidelines, and will not penalize competitors for appearance issues that are not a direct dress code violation.

MT #78


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QUALITY ASSURANCE THE QA

State HOSA depends on the work of local volunteers in managing the HOSA competitive events program at the HOSA State Leadership Conference. In addition, HOSA is excited about the progress and efficiency that comes with the use of advanced techology in scanning rating sheets and managing competition data.

While we are pleased with the dedication of state event personnel and expediency of electronic scoring, there is never a time where we lose sight of the importance of each individual competitor.

We know that Event Managers and Section Leaders work hard to manage the flow of competitors through the event process. In order to backup their efforts and assure that events are conducted and scored with 100% accuracy, we are introducing a new position on the state event personnel team the QA. While the other personnel focus on hundreds of details, the QA has only one focus quality assurance.

Each event will have one person assigned as the QA.

Prior to the SLC, the QA is asked to read the event guidelines at least two times, and forward any questions about the event process to the Event Manager and Lieutenant assigned to that specific event.

At the SLC, the QA is required to attend a the event manager orientation on Thursday. During the event, the QA should monitor the event process to assure that the event guidelines are

being followed. Any questions should be directed to the Event Manager and Lieutenant for the event.

The QA will have a written copy of the Scantron Forms process, and is responsible to assure that all Scantron forms are filled out correctly.

The QA will sign the Section Summary form, assuring that all forms are filled in completely and correctly, information that needs to be communicated to Tabulations is provided in writing, and the event was conducted according to the National and State guidelines.

The QA works as a member of the state event team to provide a system of checks and double-checks. He/she serves in a support role, and communicates openly with the Section Leaders, Event Manager, and Lieutenant. When questions arise, he/she becomes a problem solver to assure that the right result is achieved for all competitors.

The QA watches over everybody and everything

to make sure that the guidelines are followed and the event process

meets the expectations of HOSA members and the

HOSA, Inc. Board of Directors.


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COMPETITIVE EVENTS BEST PRACTICES Every year, HOSA takes a careful look at the successes and challenges of the State Competitive Events Program in order to make improvements each year. And it works! The following best practices should be shared with event personnel in an effort to assure the best possible event experience for HOSA. 1. TIMING

a. Stopping time For all HOSA events, time is called at the end of the time allowed and the competitor is stopped. This rule includes Special Needs events.

b. Recording Time to Complete Skills In skill events, please record the time it takes the

competitor to complete the skill. If time was called and the skill was not completed, please have the judges indicate on the rating sheet the step the competitor was performing when time was called.

c. Appointment Times Competitors should be asked to arrive 15 minutes before their

scheduled appointment time. When too many competitors arrive too soon, the area around the event rooms becomes crowded with people, noisy, and difficult to manage. Event Personnel should be sensitive to noise and crowding issues if they occur, and work with the State CE Management team to correct the problem. If an event starts to run late, Event Personnel should notify competitors who are waiting to help ease their stress-level.

2. PAPERWORK & FORMS

a. Tests If Event Personnel or judges find ANYTHING questionable in a written test or word list, they MUST circle the problem on the test document, describe the concern in writing, and give it to a member of the CE Management team.

b. Scantron For any event with a Scantron, the Lieutenant must review the steps for filling out the Scantron with the Event Manager, and the Event Manager must go over the Scantron instructions with event personnel as part of the Event Personnel Orientation.

c. Rating Sheet Details - All challenges and potential scoring issues should include a written

explanation on the event rating sheet or Section Summary. For example, a competitor in a skill event does not complete a skill because he/she began feeling ill. Rather than just writing zeros for the remaining steps, have the judge or section leader write a brief explanation of what happened, what was said, etc.

d. Section Summary Follow process for submission of Section Summary forms. All rating sheets for a single competitor/team should be together, and all rating sheets from a section should bound together by a rubber band with a detailed Section Summary form as a cover page.

e. Event ID Labels & Pre-Slugged Scantron Forms - Some events use ID labels and some

events use pre-slugged test Scantrons and rating forms. Event personnel should know what method of competitor identification will be used for each event, and check those methods of identification against the event printout.

f. Scenarios and Secret Topics Give competitors (teams) the written scenario or topic. Do not

read it to them. Do not alter the written scenario or topic.


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g. Triple-check Event Boxes Make sure event boxes have all the needed paperwork and

forms. Are there extra scantrons? Are there enough rating sheets for the number of judges and the number of skills/competitors? Are there enough evaluations for competitors and event personnel?

h. Sections Do NOT change competitor sections at the SLC. If sections are changed, make a

note of the change on the Section Summary form and notify the Tabulations Director.

i. Check Rating Sheets During Event - Event Managers and Lieutenants need to review rating sheets while the event is in progress to assure that correct processes are being followed and that there is consistency in judging the event.

3. BEHAVIOR & POLICIES

a. Compassion Remind event personnel and judges to be NICE to competitors. There are too many competitor comments each year about mean judges and personnel. We need to treat each other kindly and that includes HOSA competitors.

b. Eliminate the word disqualify from the CE vocabulary - Stress to Event Managers that this word should not be uttered by event personnel, especially directly to a student.

c. Providing Reasonable Explanations Event personnel at all levels should help each other and HOSA members understand event practices and processes. Explaining the why and honestly answering questions can help alleviate frustration and improve understanding of the event process and results.

d. Unusual Circumstances Anytime something unusual happens that is not directly addressed in the guidelines, ask the Lt how to handle. When in doubt, ask the Director or Co-Director.

e. Cell Phone Policy Competitors will place their cell phones on the table during a test in the off position, in the plain sight of Event Personnel. DO NOT take and hold competitor cell phones, purses, or valuables. If Event Personnel are using a cell phone for timing purposes, explain this to the competitors. Also verify the timers cell phone is on silent, not just on vibrate.

4. POINTS

a. Points for Following Guidelines When the rating sheet awards points to competitors for following the guidelines, the Section Leader can help the judges determine if points should be awarded. And, when points are NOT awarded following guidelines, the judge or Section Leader should note the infraction on the rating sheet.

b. Points for Dress Code Dress code points are not awarded by the judges. The Event Lieutenant in conjunction with the Event Chair should determine any dress code violations. Event Personnel should not tell students they have lost dress points. This causes undue stress to the competitors.

5. INTRODUCTIONS

a. Competitor Introductions It is the Section Leaders responsibility to introduce a competitor

or team to the judges by walking the competitor/team to the place they are to sit or stand, and then announcing to the judges the competitors (teams) number and name. First and last names are fine. The judges should verify that they are using the corrected pre-slugged rating


38

based on the information in the competitor introduction. (The process will be modified to align with specific event needs.)

b. Personnel Introductions It is also the Section Leaders responsibility to ensure the competitor/team knows the role of the Event Personnel in the event room. Competitors should be introduced to and/or be able to clearly identify the judges, timers, patients, and any other personnel.

6. ORIENTATION (GENERAL TIPS)

a. Orientation Support - The Lieutenant should attend the Event Personnel and competitor orientations whenever possible to provide support or clarification as needed.

b. Fact Sheets - Have HOSA Fact Sheet available for event personnel orientation.

c. Walk-Through Lieutenants should walk the space for their events. The Lieutenants should walk the space with the Event Managers to determine set-up. (Also see where other events are located especially with big events next to each other.)

7. JUDGE ORIENTATION a. Stress to judges the importance of running the event on time. Tell them ahead of time that

competitors will be coming in back-to-back with little downtime.

b. Do a mock competition with judges if feasible.

c. Be sure there are judge ribbons for each judge.

d. Box Lunches For Judges - If the costs are reasonable, boxed meals for judges will be ordered so that orientations can be conducted in an area best suited to the orientation. All judges would still report to the assigned Judge Orientation room. The judge coordinator will still provide a welcome, and a CE designee will balance the judges so that all events are appropriately covered. At that point, Event Managers can either stay in the room to conduct the orientation while the judges eat, OR, take the judges/meals to the event location for orientation.

e. Judges and Rating Sheets - After each competitor, section leaders should take the rating sheets from the judges to check for any omissions or two scores bubbled on the same line, and look for any problems in following the guidelines for the event. The rating sheets can then be returned to the judges who may wish to look back on how they evaluated a previous competitor. Judges may change scores if they wish.

8. COMPETITOR ORIENTATION

a. Missing Orientation According to Rule #14 in the General Rules and Regulations, there is a 10-point penalty for missing orientation. This should be indicated on the tally sheet BUT NOT factored into the score. These points will be deducted AFTER the event is tabulated.

b. Ethics Remind competitors that ethical behavior is expected in all competitive events. They may not cheat, falsify information, share secret topics with ANYONE until the conclusion of the event. Competitors who violate ethical standards will be disqualified from competition.

c. Immediate Intervention - Explain to competitors that we run events according to guidelines, however, if they perceive that an error was made during their competition, they should


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IMMEDIATELY go to the Event Manager to voice their concern. The Event Manager will address the problem and request help from the Lieutenant or CE Management if needed.

d. Communication & Event Set-Up - Tell students where the event will be held and what to expect in terms of set-up. Point out the room location or the bus departure location in the program. If they will be competing in the same room at the same time as other competitors, be sure to let them know. Explain how that will work, and that all competitors will have the same event setting. Be sure they know what room to report to when they arrive to complete.

e. Materials Collection - Some events require materials (for example, two copies of portfolios) to be turned in at orientation.

i. Ask for the materials as competitors check in, before the orientation begins. ii. Collect and keep all that the guidelines specify, and ONLY what is specified. iii. If the competitor or team does NOT have the materials, allow an opportunity to obtain

and submit the materials. iv. Anything turned in after the conclusion of the orientation is considered late and subject

to 5 penalty points.

f. Equipment - When possible, bring equipment to be used during the event (and equipment that wont be used in this particular year) to the orientation for review by competitors, in an effort to make them more comfortable about the use of equipment in Round Two.

9. EVENT MANAGER ORIENTATION

a. Participants - The Event Manager orientation should include the event manager, and at least one or two section leaders or co-event managers. The Lieutenant should attend if available.

b. State CE Management team members should avoid orienting two events at the same time. The Lt. should talk with the Event Manager BEFORE the SLC to determine a date and time to meet at the SLC. The Lt. should clearly communicate the expected participants and the date and time IN WRITING to the Event Manager, and CC the Director AND State Advisor.

10. MISCELLANEOUS a. Supplies National HOSA maintains a generous supply of stopwatches, calculators, pencils,

pens, note cards, and other event supplies in CE Headquarters. If event personnel need supplies during an event, they should ask the Lieutenant who can obtain those needed supplies.

b. Skill Event Patients Event Managers must assure that the patients in any skill event are as similar as possible regarding gender and stature, in an effort to provide fairness and consistency among sections.


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Competitive Events Management Team A few more things you need to know

Understanding skill steps. Each skill procedure in a HOSA skill event is aligned to a text resource. It is often helpful to read the section of the text that relates to the skill to get more information on the details of the required skill steps.

Performance feedback. The HOSA State Leadership Conference provides competitive events to evaluate performance, in order for HOSA members to be recognized for outstanding achievement. A state competitive event is not a training opportunity that requires feedback. After the SLC, the event rating sheets are not returned but rather are analyzed to help HOSA improve the overall event process. The top ten places are posted on the HOSA website.

Timing. Competitors are strongly encouraged to wear a watch during their event to keep track of their own time. This is especially helpful during tests and events with long time periods, such as the Community Awareness 15 minute set-up time. Often, competitors are so focused on their performance that they dont see the warning times presented to them.

Cold meeting rooms. Hotel meeting rooms are often cold. Bring a sweater or jacket.

IF it does not say you can do something in the guidelines that generally means you cannot do it. For example, if it doesnt say you can give a gift to the judges, then that means you cannot do it. HOSA events rely on competitors to use logic, reasoning, and common sense when reading the guidelines. Play it safe and follow the guidelines as written.

Whats on HOSA Tests? Competitors often want more details about whats on the test, either through web sample tests or detailed test plans. The truth is, HOSA tests are not designed like school tests with specific learning to be tested. Rather, HOSA tests evaluate a broad range of content in an effort to measure who knows more than everyone else taking the test.

We should communicate the details to competitors This includes telling them how much time they will have, or what will happen next. The time they took, and the time they have, is not a secret.

Bathroom breaks for judges HOSA generally does not schedule judge breaks for events. Out of respect for the judges time, we want to make the best use of their time by getting them in and out as quickly as possible. Quite often there are no shows in national events, and short restroom break is possible during natural breaks in the event.

Quiet Often the Event Manager is outside the event, and can monitor hallway noise. Quiet Please. Event in Progress. signs will be available. In addition, CE personnel should avoid talking in the event room when their actions could disturb competitors.

Hand sanitizer for judges If an event could result in competitors shaking the judges hand, alcohol-based handrub should be available to the judges.

Timekeepers make sure that timekeepers are sitting in sight line of competitors.

Confidentiality vs. the-good-of-the-process. Sometimes fairness involves sharing information that you normally would not share, but is important information for the time and place, and to improve the event experience for competitors.

FINAL REMINDER We are a team! Sometimes a decision is a no-brainer and you will make it easily. Sometimes you will make a quick decision with one or two other team members because of timing. And sometimes you will call a team meeting because the conditions warrant that many frontal cortices.


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HOSA Event Characteristics Profile Show-

case

Official note-book

Two Paper

Copies

70% mastery standard for skills

Rnd 1 Scores to advance to Rnd 2

Number Team

Members

Event elementat

orien-tation*

Computer balance multiple sections

2 BJSA and MRC Vol Recog n/a Biomedical Debate 3-4 Biotechnology CERT Skills 2 CPR/First Aid 2 Health Career Display 2 HOSA Happenings n/a Clinical Nursing Clinical Specialty Community Awareness 2-4 Creative Problem Solving 3-4 Dental Science Medical Spelling Dental & Medical Terminology EMT 2 Epidemiology Extemp Health Poster Extemporaneous Writing Life Support Skills Forensic Medicine 2 Health Education 2-4 Home Health Aide HOSA Bowl 3-4 Interviewing Skills Job Seeking Skills All Knowledge Tests Medical Assisting Medical Math Medical Photography Medical Reading MRC Partnership 2-6 National Service Project n/a Healthcare Issues Exam Nursing Assisting Outstanding HOSA Chapter Scrapbook Parliamentary Procedure 5-8 Personal Care Physical Therapy Prepared Speaking Public Health 2-6 (Rnd 1) Public Service Announcmnt 3-6 Researched Persuasive Spk Speaking Skills Sports Medicine Veterinary Science Healthy Lifestyle

(Interview) * Includes part of the event (test, essay, job application, etc.) at NLC event orientat

nc hosa competitive events guide 2014

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