---Chief Judge's Duties --- Judge's Ballot Form - Download

Judge’s Eligibility:

1.    Members must be in good standing – if we pull up your membership on TI site would it show your dues are paid?

2.    Have you been a Toastmaster for six months?

3.    Have you completed six speeches in the TI CC manual or completed Level 1 and Level 2 in A (single) Path in Pathways?

4.    Have no conflict of interest with any of the contestants that would cause bias.

5.    At Division & District level only, you are not a member in the same club as any of the contestants.

[Chief Judge views all judges’ names and makes sure no one renames themselves as Judges are to be anonymous.]

Judges must read the Ballot for International Speech and Evaluation contest. Read and understand it before the contest.

"Does any judge wish me to read off the % and categories? Please explain?"

[listen and do]

Each judge will switch the chat to private chat with me, the chief judge.

On the chat, please confirm

-         You have been a paid member for six months?

-         You have completed six speeches in printed manuals or levels 1 and 2 of A pathway.

-         I will read the names of the contestants, I need to know if you are in the same club as ANY of the contestants.

If everything is fine, please type “Good to go”

If there is an issue, please type what the issue(s) is/are.

Judge’s Code of Ethics reviewed:

1.    You are here tonight to select the winners.

2.    Judging Criteria shall only encompass their performance tonight.

3.    No prior knowledge of Toastmasters ability or appearance before at a previous year’s contest shall have any bearing on your judging tonight’s performance.

4.    All personal biases and beliefs are left at the door. You only care if there is a structure of their presentation and the quality of their performance. We do not judge content.

5.    I have already explained the stage. Contestants may utilize the entire room they are in as a stage. They just have to use the “stage” effectively.

6.    Speech Contestants may utilize props including powerpoint. They just have to use props and computer aids effectively.

7.    If a person does something unusual or out of the ordinary, such action does not disqualify the speaker. The question is how does it enhance or relate to the overall performance.

8.    Notice that the top portion of the form is named “Guide” and the bottom is named “Ballot”. Only you will ever see the top part. Shred it and dispose of it off site. Also, if after all of the contestants you decide to rank someone higher than the points you gave him/her, then that is your prerogative. The top part is a “Guide” to help you do your work.

9.    Protests regarding any contestant’s eligibility may be made only by the contestants and judges.Protest on eligibility is done to the Contest Chair preferably prior to the start of the contest but most definitely prior to announcement of the winners. Eligibility would cover; :

a.     The club from which they advanced is in good standing;

b.    The contestant has paid their dues and maintained dues payment at each contest level

c.     The contestant has never judged at area or division for that particular kind contest during this 2020 contest season.

d.    For International Speech Contest, the Contestant has six months in Toastmasters. 

e.     Once again protests may be made by any Contestant or Judge. As a judge, if you hear a protest regarding eligibility, please bring it forward as soon as possible.

10.                       Protests on originality may be made by only the contestants and judges. The Chief Judge of the Contest needs to know of any “originality” protests as soon as possible. Preferably before the winner certificates are written but definitely before the winners are announced. To do a protest on originality, please utilize private chat with the Chief Judge.

11.                       In the event of a protest on originality, I will signal to the Contestant Chair and Zoom Master.  Zoom Master will bring all the judges into the break out room again. I will tell the judges what the protest covers. Then I will have the Zoom Master bring the contestant in.  The Judges will ask questions. The Contestant will leave. The judges shall vote.

12.                       Lastly, Everyone please remember to mute your microphone unless you have something to audibly say.

Judges’ Voting      Download the Ballot Form

The unlimited silence will be done in a break out room.  When the Toastmaster says, judges please look for an invitation to the room, make sure you are avidly watching and accept. Once in silence room, do your deliberation.  When you are ready for your vote to be recorded, please type “Ready” in the chat box.

Each Judge will be moved one by one into the room with the ballot counters and Chief Judge. The Tie Breaker Judge you will be the last even if you finish first.

Format.

Once in the room with Ballot Counters and Chief Judge you type in the chat to the whole room.  The format for voting is as follows:

·       Print your name

·       1    name of contestant  

·       2    name of contestant

·       3    name of contestant

Judges, you must break your own tie. If you write a tie on your ballot, your ballot will not count. Please note that typing your name first is what I’m calling the signature.

Tie breaking judge you must place all of the contestants. Tie Breaking judge you will private chat me, the Chief Judge, your vote.

You will be afforded one minute of silence between each contestant for marking your ballot. After the last contestant you will be given unlimited time to finish up that contest ballot. Please insert the ballot into the envelope and raise it in the air. (Alternatively, send the ballot by Chat file ???)

Tip for Judges       Download the Ballot Form

The Guide is numbered left #1 to right #10.  The following tips might help you avoid inadvertently being influenced by how you marked a previous contestant:

1.    Partially tear off the ballot now from right to left leaving the left side still attached.

2.    Start by writing the names of  the contestants in order from the far right going to left -- Write contestant 1 at the far right in column labeled for contestant 10

3.    As you get done writing numbers for each contestant, fold back the paper on the line. Thus you won’t see the numbers you wrote for the previous contestant. If you don’t have a form, then use a separate sheet for each contestant.

4.    Figure out a consistent system in advance now to help you figure out ties later. Some use +/-. Some use notes.

Speech running overtime?

Judges shall refrain from viewing and bearing in mind the Timer with Lights.  I can’t prevent you from seeing it. Thus I only can caution you not to weigh it during balloting. 

With that said, remember that if a contestant is overtime, THAT IS THE JOB OF THE CHIEF JUDGE to weigh the consequences. It is NOT the duty of voting judges. If you think that speaker 3 is the best but you also suspect Speaker 3 went over time, then you would vote for speaker 3 as 1st place winner and let the chief judge do his/her job.

Time overage is a yes or no question.  The determination and ruling falls upon the chief judge.

If everything goes according to plan, the speaking order will be announced prior to each contest beginning.

 Judges are asked to PIN the contestant as they begin to compete.  This will help minimize you’re seeing the Timer with Lights.  This pinning will help you see a fuller screen of the contestant.

Judges need to remember that contestants were told that the stage area is the room in which the contestant is in.  Contestants are told, per international rules, they should not electronically make the camera zoom in and zoom out.  We are also asking that they do not manually make the camera zoom in and zoom out. Remember how I did it. 

Contestant actions

Contestants were told that they may stand or sit. Judges should not mark a contestant down for using headphones or having wires that tether the contestant to the computer. In fact sound is better if the contestants use a headphone with mic built in. So think of the headphones like glasses or hearing aids. Those pieces of equipment are there to aid the user but we should NOT discriminate against them for the need or use.

If you have seen the contestant perform before or you know anything about the contestant, please erase all memory.  Your judging should be only about the performance today. Judges must judge what you see today.

Time to complete Ballot

Between each contestant, the Toastmaster will call for one minute of silence for judges to complete their ballot. After the last contestant you will all be taken to a break out room for your unlimited silence.

When you are done, please send me a private chat “done”. I will check off my list of who’s done. Once every judge says done, including the tie breaker, I will then signal to Toastmaster and Zoom Master.

"Judges do you have any questions?"

[listen and respond]

"At this time, we may all rejoin the main room. Thank you."

>
Instructions for Chief Judge

• Before the meeting at {Specify the time}
              Deliver the briefing as shown above in Judges' Instructions
  

• After the last contstant is finished

• When all Judges have left the room,

• Assign the Ballot counters to the Ballot Counters' room
• From the Main room, instruct the ballot counters to enter the breakout room
• Once the ballot counters are in the breakout room, remind them of what they have to do. take any questions.
• Conduct the ballot counting.
• When counting is complete, release the Ballot Counters
• Report results to the Contest Chairl
• When the counting is complete, release the Ballot Counters to the main room.

• Before the meeting at {Specify the time}
• Instruct the Ballot counters on the following:
• Their duties
• How they will enter and leave the Judges room for ballot counting.
• How to score the ballots.
• Ask for questions
  
• After all the Judges have been released
• Assign  all Ballot Counters to the Judge's room
• Invite the Ballot Counters to enter the room
• Briefly remind them of their duties
• Ask for questions
• As each Ballot Counter announces completion:
• Accept and validate the submission
• Release the Ballot Counter from the room
• Convey the results to the Contest Chair

• Instructions to all Contestants
• Before the meeting at {Specify the time}
• Assign Contestants to the Chief Judge's room for orientation
• From the main room, invite all contestants to the breakout room
• In the Chief Judge's room, Inform the Contestants of the Contest Rules
  
• Go through, in detail the process for using Zoom to their best advantage
• Let the Contestants know how they will be introduced as their cueue to beging their speech
•      "Name  --  Speech Title  --  Speech Title  -- Name
  
• Walk the Contestants through the process, assuring that all understand what they must do.
• Q&A, including pointed questions to make sure they understand.
• Release the Contestants who will not be competing in the Evaluation contest
• Special instructions to Evaluation Contestants
• Instruct the Evaluation Contestants of the note-taking process, especially the process to assure they only have five mintutes to work on their notes.
• Instruct the Contestants on how they will be entering and leaving the breakout room.
• Let the Contestants know how they will be introduced as their cueue to beging their Evaluation.
•      "Name  --  Name
• Describe the process thoroughly, walking them through. assure that they understand.

• When the International speeches - and when Evaluations - are complete
• Assign the Judges to the breakout room
• From the main room, invite them into the room.
• Briefly, remind them of what they are to do
  
• Ask for questions
• As Each judge submits a ballot
• Verify that it is correct
• Invite the Judge to leave the room