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Volunteer!Spelling!Bee!Guide!2015!!!!!!!!!!

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Hello!and!thank!you!for!your!help!in!the!National!Spelling!Bee!2015!!!Please!refer!to!the!HCN!Teacher!Spelling!Bee!Guide!for!all!official'rules'and'handouts!associated!with!Spelling!Bee.!!!!Included!in!this!packet!are!guidelines!for!all!volunteers!who!will!be!helping!to!facilitate!spelling!bees!in!their!region!and!who!will!be!helping!with!the!National'Event!in!Skopje.!Please!review!the!information!provided!in!this!packet,!as!some!of!it!is!new!for!2015!and!is!not!included!in!the!HCN!teacher!guide.!!!

Table'of'Contents'''!3K5!!!!!!!!!!!!!!Regional!Bee!Venue!!!6K7!!!!!!!!!!!!!!Regional!Bee!Procedures!!!8!!!!!!!!!!!!!!!!!Regional!and!National!Bee!Roles!and!Descriptions!!!9K10!!!!!!!!!!!Official!Rules!for!Regional!and!National!Bee!!11! ! Volunteer!ChecklistKRegional!Spelling!Bee!!12! ! Volunteer!ChecklistKNational!Spelling!Bee!'

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Regional'Bee'Venue'

Choosing'a'venue:!!Volunteers!are!generally!responsible!for!choosing!a!space!for!the!Regional!Spelling!Bees!in!their!regions.!!If!you!are!asked!by!the!Spelling!Bee!committee!to!secure!a!space,!there!some!details!which!should!be!considered.!The!ideal!location!for!a!Regional!Bee!no!matter!whether!it!is!large!or!small!is!a!school.!There!are!two!basic!formats!to!choose!from:!Gym/Auditorium'Style!or!Classroom'Style.!The!format!that!you!choose!is!only!dependent!on!what!you!have!available!to!you!at!your!site.!Both!styles!provide!students!with!equal!opportunities!during!the!Spelling!Bee.!Because!Regional!Bee!information!should!be!available!to!share!during!Local!Bees!in!March,!all!coordinating!volunteers!should!have!secured!a!location!for!their!Regional!Bee!by!March!1st!2015.!!!!!!Regional'Bee'Basic'Format'Descriptions:!!1.!Gym/Auditorium!Style:!!

Each!Grade!level!is!given!a!time!to!arrive!and!register.!The!regional!bees!for!each!grade!level!will!take!place!over!1.5!hours.!! Students,!teachers!and!parents!will!be!invited!to!remain!in!the!auditorium!during!their!bee!time!slot.!Teachers!and!parents!will!be!asked!to!sit!in!the!audience.!Students!will!sit!on!stage.!! Each!student!will!be!called!one!at!a!time!(by!their!assigned!number)!to!spell!a!word.!If!they!spell!the!word!incorrectly!they!will!leave!the!stage!and!be!met!at!the!bottom!by!their!teachers.!Those!who!spell!the!words!correctly!will!remain!on!stage.!!!!!!!!

See#sample#schedule#on#the#next#page:#!

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Sample'Schedule'for'Regional'Bee''Gym/Auditorium'Style!Grade 8:15-10:00 9:45-11:30 11:15-1:00 12:45-2:30 2:15-4:00 3:45-5:30

5th Grade

Sign-In (8:15 - 8:29) and Bee (8:30 -

10:00)

6th Grade

Sign-In (9:45 - 9:59) and Bee

(10:00 - 11:30)

7th Grade

Sign-In (11:15 - 11:29) and Bee (11:30 -

1:00)

8th/9th Grade

Sign-In (12:45 - 12:59) and Bee (1:00 -

2:30)

1st/2nd Year

Sign-In (2:15 - 2:29) and Bee (2:30 -

4:00)

3rd/4th Year

Sign-In (3:45 - 3:59) and Bee (4:00 -

5:30) !!!!!!!!!!!

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2.!Classroom'Style:!!!! !Depending!on!the!number!of!students,!each!grade!level!will!be!assigned!a!time!slot!and!a!classroom.!Students!should!register!in!their!assigned!classroom.!!!!! Each!classroom!in!which!a!competition!is!taking!place!should!have!2!judges!and!the!appropriate!translators.!!!See#sample#schedule#below:!!!!!Sample'Schedule'for'Regional'Bee'DD'Classroom'Style'!!Time! Classroom'1! Classroom'2! Classroom'3! Classroom'4!9:00K10:00! 5th!Grade!SignKIn! 6th!Grade!SignKIn! 7th!Grade!SignKIn! 8th/9th!Grade!SignKIn!!10:00K12:00! 5th!Grade!Bee! 6th!Grade!Bee! 7th!Grade!Bee! 8th/9th!Grade!Bee!12:30K1:30! 1st!Year!SignKIn! 2nd!Year!SignKIn! 3rd!Year!SignKIn!! 4th!Year!SignKIn!!1:30K3:30! 1st/2nd!Year!Bee! 3rd/4th!Year!Bee! ! !!***'Depending!on!the!number!of!participants!in!each!grade,!and!the!space!available,!students!will!need!to!be!divided!into!smaller!groups!for!miniKcompetitions.!!!!!! !!!!!!!!!

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Regional'PreDBee'Procedures!1. Obtain!a!venue!(as!described!on!the!previous!pages).!!2. Obtain!paperwork!from!the!National!Spelling!Bee!Committee,!which!includes!the!number!of!registered!students!for!your!competition,!their!schools!and!grade!levels.!!3. Gather!PCVs!to!help!at!the!Bee!as!well!as!HCNs!who!are!willing!to!work!as!translators.!Assign!roles!(see!page!6).!Note!that!you!will!need!more!judges!and!translators!if!you!choose!the!classroom!style!format!for!your!Bee.!!4. Gather!materials!(see!checklists)!!Regional'DayDof'Procedures!1. Students!should!check!in!and!be!given!a!number.!!The!check!in!should!occur!15!minutes!before!the!bees!begin!(i.e.!if!the!bee!begins!at!10:30!registration!should!be!from!10:15!to!10:29.!!This!means!registration!will!end!at!10:29!and!the!bee!will!start!at!exactly!10:30).!If!there!are!100!5th!grade!students,!each!student!in!the!5th!grade!should!be!numbered!1K100.!!2. If!students!show!up!more!than!ten!minutes!late,!(i.e.!the!bee!begins!at!10:30!and!a!student!comes!to!register!at!10:41)!volunteers!at!the!signKin!table!will!inform!the!student!he!or!she!is!disqualified!from!the!bee.!3. Students!are!sent!to!the!appropriate!area!for!their!Bee.!They!are!arranged!in!order.!In!addition!to!students,!there!should!be!at!least!2!judges!and!translators!for!the!needed!languages!(Albanian,!Macedonian!etc.)!4. Judges!will!receive!a!word!list!to!read!from!which!has!been!randomized.!The!words!are!not!in!the!same!order!as!the!original!one,!which!was!given!to!students.!The!judge!will!read!the!words,!1!per!student,!in!order!and!check!off!each!word!as!it!is!read.!!5. When!the!student!at!the!front!of!the!line!hears!the!word,!they!will!write!it!on!the!board.!The!judges!will!inform!them!if!it!is!correct.!!

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6. If!the!word!is!not!spelled!correctly,!the!students!will!be!automatically!out!of!the!competition.!!7. When!5'rounds!have!been!completed,!i.e.!each!person!in!line!has!been!given!a!word!to!spell!5!times,!the!judge!can!move!to!the!word!list!for!the!next!grade!level.!When!5!rounds!have!been!completed!with!that!list,!the!judge!has!the!right!to!move!on!to!the!next!grade!level!and!so!on.!!8. When!the!line!of!students!is!down!to!5!people!left,!those!5!will!go!on!the!National!Bee.!!9. The!top!5!students!from!each!grade!level!will!be!given!invitations!to!the!National!Bee,!as!well!as!National!Qualifier!certificates.!10.!The!coordinator!for!the!Regional!Bee!should!also!record!the!! names!and!relevant!information!of!the!top!5!students!from!! each!grade!level!who!are!selected!to!go!to!the!National!Bee.!!11.!The!coordinator!for!the!Regional!Bee!should!record!this!! information!on!the!National!Qualifier!form!on!our!website.!!!'''''''''''''''

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Regional'and'National'Bee'Roles'and'Descriptions!! Sign'in'Table!!Responsible!for!signing!students!in!when!they!arrive!and!directing!them!to!the!correct!room,!as!well!as!writing!students!names!on!National!Qualifier!Certificates.!! American'Judge!!Responsible!for!choosing,!reading,!and!judging!students!spelling!bee!words.!(See!further!information!for!how!to!choose!words!below).!!! Translator!!Should!be!host!country!nationals.!Responsible!for!giving!word!translations!to!students!who!request!them!in!Macedonian,!Albanian,!or!Turkish.!!!! Runner!!Assists!volunteers!in!making!sure!all!supplies!are!stocked!in!the!rooms!(word!lists,!markers/chalk,!paper,!pens!etc.).!Assists!in!relaying!information,!directing!students!to!the!correct!classrooms,!and/or!checking!in!on!each!classroom!during!the!bee.!! Photographer!!Takes!photos!throughout!the!event.!!!

***!The!number!of!volunteers!needed!for!each!role!will!depend!on!the!location!and!size!of!the!bee,!as!well!as!the!number!of!classrooms!simultaneously!running.!!!!!!!!!!!

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Official'Rules'for'Regional'and'National'Spelling'Bee!*Note:)Please)familiarize)your)qualifying)students)with)these)rules)before)the)competition.)Special)treatment)will)not)be)given)for)students)who)are)not)familiar)with)the)rules.!**Note:)Students)who)are)late)for)the)competition)by)more)than)10)minutes)will)not)be)allowed)to)compete)unless)a)judge)or)Spelling)Bee)Coordinator)was)otherwise)notified)before)the)competition.!!1.!Students!may!be!split!into!smaller!miniKBees!before!competing!in!the!gradeKlevel!Bee.!This!is!dependent!on!the!number!of!students!competing.!!2.!Students!are!to!stand!in!a!line!according!to!their!assigned!number!(number!will!be!!assigned!at!Registration!the!morning!of).!!3.!Each!student!will!be!given!one!word,!one!at!a!time,!in!which!they!must!write!the!correct!!spelling!on!the!board.!**Note:)These)words)will)be)chosen)by)the)judges)according)to)a)fair)and)unbiased)system)set)and)agreed)upon)by)all)judges)before)the)competition.!!4.!Once!a!student!has!begun!to!write!a!word!on!the!board,!they!are!not!allowed!to!erase!or!cross!out!any!letters.!They!may!choose!to!add!to!a!letter!(for!example!changing!an!o!to!an!a!)!or!they!may!add!a!letter!in!between!two!others.!!5.!If!the!student!spells!the!word!correctly,!they!move!onto!the!next!round!and!are!to!return!!to!the!end!of!the!line.!If!the!student!spells!the!word!incorrectly,!they!are!out!of!the!competition!and!must!leave!the!room.!!6.!When!a!group!of!students!has!completed!5)rounds,!the!judges!switch!lists!and!give!the!students!words!from!another!gradeKlevel!list!or!a!secret!bonus!list.!These!may!not!be!words!they!have!studied.!!!!!! !

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7.!Years'1D4!may!be!asked!to!spell!words!orally!instead!of!writing!them!on!the!board.!This!will!only!happen!during!the!final!gradeKlevel!Bee!at!the!National!Competition.!In!the!event!that!this!occurs,!students!must!spell!the!word!clearly,!slowly,!and!loudly,!using!the!Latin/English!letters,!not!the!sounds!the!letters!make.!!!!!!!!!!!!!!!!!!!!!!!! !!8.!If!a!student!gives!help!to!anyone!or!receives!help!from!anyone,!they!are!disqualified.!!9.!Any!talking!or!looking!at!lists!while!waiting!in!line!will!be!considered!cheating!and!that!student!will!be!disqualified.!!!!!!!!!!!!!!!!!!!!!!!!! !!!10.!Students!are!encouraged!to!ask!for!the!translation!into!their!native!tongue.!!!!!!!!!!!!!!!!!!!!!!!!!!!11.!Students!may'not!ask!for!the!word!to!be!repeated!by!the!Macedonian/Albanian/Turkish!judge.!!All!students!have!the!opportunity!to!listen!to!the!native!pronunciation!online!through!National!Spelling!Bees!Spellingcity.com!account!before!the!competition.!Only!native!English!speakers!will!read!the!words.!!12.!If!the!word!has!both!an!American!and!a!British!spelling,!either!spelling!will!be!accepted.!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! !!!13.!The!winning!speller!must!spell!one!additional!word!correctly!in!order!to!be!awarded!first!!place.!If!they!are!not!successful,!the!spellers!eliminated!in!the!previous!round!will!continue!competing.!!14.!Judges/Translators!who!have!children!or!students!participating!in!the!Spelling!Bee!will!not!be!allowed!to!judge!for!their!own!children/students.!They!may!however!be!judges!for!other!groups.!!!!

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Volunteer'Checklist''Regional'Spelling'Bee'

Materials'for'Bee'! Lists!of!all!registered!students!(by!grade!level)!! SignKIn!sheets!for!all!grade!levels!!! SignKIn!sheet!for!teachers!! SignKIn!sheet!for!volunteers!! Chalk!and/or!whiteboard!markers!for!all!rooms!!! Word!list!for!each!grade!level!! Additional!copies!of!higher!word!lists!for!every!grade!(ex:!5th!grade!should!! have!lists!for!5th!grade!K!4th!year!+!secret!word!list,!6th!grade!should!have!lists!! for!6th!grade!K!4th!year!+!secret!word!list,!etc.)!!' Invitations!for!student!who!qualify!for!Nationals!' Certificates!for!students!who!qualify!for!Nationals!! Copies!of!rules!and!procedures!for!each!room!! Any!additional!signs!(to!direct!students,!to!label!signKin!tables!or!classrooms!!etc.)!! Camera!!! Pens!(for!signKin!tables,!and!classrooms/auditorium)!!!!

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!Volunteer'Checklist''National'Spelling'Bee'

Materials'for'Bee'! Lists!of!all!qualifying!students!(by!grade!level)!! SignKIn!sheets!for!all!grade!levels!!! SignKIn!sheet!for!volunteers!! Whiteboard!markers!for!each!classroom!!! Word!lists!for!each!grade!level!! Additional!copies!of!higher!word!lists!for!every!grade!(ex:!5th!grade!should!! have!lists!for!5th!grade!K!4th!year!+!secret!word!list,!6th!grade!should!have!lists!! for!6th!grade!K!4th!year!+!secret!word!list,!etc.)!!' Copies!of!rules!and!procedures!for!each!classroom!!! Any!additional!signs!(to!direct!students,!to!label!signKin!tables!or!classrooms!!etc.)!! Camera!!! Pens!(for!signKin!tables!and!each!classroom)!!!