Team 810 Smithtown FIRST Robotics Mechanical Bulls Handbook and Team Contract

         

 

“Nothing's impossible if you don't know it can't be done.”   Mr. Gibbons         

TABLE OF CONTENTS Mission Statement ........................................................................................................................................3 Introduction ..................................................................................................................................................3 Team Philosophy .........................................................................................................................................3 Code of Conduct ..........................................................................................................................................3 Achieving Success .......................................................................................................................................4 Safety ..........................................................................................................................................................4 Team Meetings.............................................................................................................................................4 Attendance ...................................................................................................................................................5 Calendar .......................................................................................................................................................5 Student Expectations ....................................................................................................................................6 Respect .........................................................................................................................................................6 Donations .....................................................................................................................................................7 Bring a Meal ................................................................................................................................................7 Leadership Committees – Travel, Food, Finance, Steering, Student Expectations, Engineering/Strategy/Design and Fundraising............................................................................................................................ 7-8 Booster Club ................................................................................................................................................9 Officers – President, Vice President, Secretary, Treasurer ..........................................................................9 Project Manager ...........................................................................................................................................9 Group Organization ...................................................................................................................................10 Group Leaders............................................................................................................................................10 Assembly Groups – Chassis, Drivetrain, and Mechanism ..............................................................................................................................10 Manufacturing Group.................................................................................................................................11 Electrical Group .........................................................................................................................................11 Pneumatics Group ......................................................................................................................................11 Robot Controls Group ................................................................................................................................11 Programming Group ..................................................................................................................................11 Business Awards Groups – Chairman’s Award, Woodie Flowers Award, Animation Safety Award, and Music Award .............................................................. 11-12 Communications Group .............................................................................................................................12 Media Group ..............................................................................................................................................12 Spirit Group ...............................................................................................................................................12 Rules Group ...............................................................................................................................................13 Parts Group ................................................................................................................................................13 Computer-Aided Design (CAD) Group .....................................................................................................13 Pit Crew .....................................................................................................................................................13 Competitions ..............................................................................................................................................14 Qualifications for Attending Competitions ................................................................................................14 Alumni Visiting or Joining Team 810 .......................................................................................................15 Mentor Responsibilities .............................................................................................................................15 Adult Team Members ................................................................................................................................16 Student/Parent Contract .............................................................................................................................17 Mentor/Alumni Team Contract..................................................................................................................18

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Mission Statement The mission of the Smithtown FIRST Robotics Team is to let students explore all areas of education and to work with mentors to share and apply knowledge of engineering, business, and leadership skills through a fun, hands-on experience. As a team, members work toward a common goal of designing, building, marketing, and operating a competitive robot in a business-like environment while supporting the ideals of FIRST.

Introduction FIRST (For Inspiration and Recognition of Science and Technology) Robotics Competition (FRC) is a unique sport of the mind designed to help high-school-aged young people discover how interesting and rewarding the life of engineers and researchers can be. To learn more about FIRST, visit their website: www.usfirst.org. The FIRST Robotics Competition challenges teams of young people and their mentors to solve a common problem in a six-week timeframe using a standard "kit of parts" and a common set of rules. Teams build robots to meet a certain task and enter them in competitions designed by Dean Kamen, Dr. Woodie Flowers, a committee of engineers and other professionals. FIRST redefines winning for these students because they are rewarded for excellence in design, demonstrated team spirit, gracious professionalism, maturity, and the ability to overcome obstacles. Scoring the most points is a secondary goal. Winning means building partnerships that last. Team 810 uses one phrase to describe the character of its members: “We not Me!” Each team member should strive to apply this philosophy to his/her every action as a Mechanical Bull. The winners of FIRST competitions are teams, not individuals. Being a team means not fighting over who is right or wrong. Discussion and compromise are the foundation for a successful team. Our robots are student designed and student built.

Team Philosophy Part of our philosophy is that our robot is student designed and student built. Groups design their components of the robot and Student Leaders work together to incorporate the designs into one robot. They must meet all rules set forth by FIRST. Mentors are there to guide and review issues, but it is ultimately the students’ decision. For better or worse, this is a student designed and built robot.

Code of Conduct Students must be able to function in a positive environment in order to be productive and ensure a positive atmosphere. All members of the team are expected to exhibit exemplary behavior and act as role models for their peers and other team members. Team members will be in the public eye both on and off the playing field. Knowing this, you must conduct yourself accordingly. The actions of a team member are a direct reflection of themselves, their team, their school or corporate sponsor, and family. As a team member you are expected to wear your team shirt with respect and pride in what it represents. “Good Sportsmanship” consists of respect for others and cooperation with teachers, coaches, teammates, and officials. Depending on the severity and seriousness of a behavior issue the team member may be dropped from the team, put on probation, or given a verbal warning. In all cases, the situation is expected to be rectified in a timely manner to the satisfaction of the school administration and team leaders. The Team asks that you treat everyone with respect. Please remember that all of the adults on the team are volunteers and are not receiving any payment to come and be part of the team. Please respect and thank them for this commitment!   3 

Achieving Success Success is an important part of FIRST and the team. It is not restricted to the robot, game performance, or how many trophies the team is awarded. Team members are successful only when they succeed in the classroom and participate in team activities. All team members are expected to make schoolwork and individual academic performance a priority over any team event or activity. Any student member of the team that is struggling with schoolwork can seek help. The team will have resources available to help students with schoolwork. To receive help… Just Ask! The build season, which is only six weeks long, is the reason for our team’s existence since this is the time when we design and build our robot. If we do not finish building a working robot within the allotted time, we will be disqualified and not allowed to compete in the FIRST competitions. The robotics team is a team like any other team. For example, what football team would allow its star quarterback to leave after half time to go to the movies? You must be willing to participate to your fullest ability. A team cannot succeed, if its members are not committed to working together to achieve the team’s goals. You are expected to make every meeting especially if you have an assigned task.

Safety In order to run any successful business or team, a high level of safety must be observed, practiced, and maintained. The following rules are designed to ensure the safety of students, mentors, and any visitors: • Horseplay will not be allowed at any time. • No student is allowed to use a power tool or machine without a supervisor’s permission and must have reviewed all safety aspects of that tool or machine. • Safety glasses must be worn at all times in the shop. • When using loud equipment, hearing protection must be worn. • You must be trained and certified before using any equipment. • All students and mentors are required to provide their own pair of safety glasses at the competitions. • See Mr. Dennis when dropping off and picking up students. This assures their safe arrival and departure from meetings and events.

Team Meetings The Steering Committee meets once a month. Student Steering Committee members and/or Student Leaders will run team meetings with occasional mentor comments. Group Leaders are expected to participate in all weekly team meetings. Student members are expected to attend all their group meetings and be on time. • Parents/guardians must be present at least five minutes prior to pick up. • Don’t Touch Anything – Parts, tools, and assemblies that are not your responsibility must be left undisturbed. You could inadvertently damage or disrupt someone else’s work. • Cooperate, Watch, Learn, Do – Most of the activities you will participate in while on the team will apply to your life, family, school, and work. • Practice Gracious Professionalism – Go out of your way to help put the success of the team and others before your own success. • Follow Through – When you have accepted a task, you must finish it on time and be proud of the quality of the finished product. • Work Safely at All Times – You must be trained on all proper use of all equipment and wear safety glasses and hearing protection. • HAVE FUN!

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Attendance Attendance will be taken at every meeting and at team events. It is your responsibility to see the Secretary when you arrive and again when you leave. Team members must realize that good attendance is essential to making the team successful. Attendance will also be a factor in determining which students make the travel team. • Your start time begins when the Secretary marks you present… No Exceptions. • Your end time ends when you leave and the Secretary marks you out. If you leave without notifying the Secretary or an advisor, you lose credit for that day’s attendance. • During build season, attendance is a must! We only have six weeks to work and every minute counts. If people don’t show up on time to work on their task, the whole team suffers. • If you are a group leader and cannot attend a team meeting, you need to speak with Mr. Dennis prior to the meeting. • If you do not remain in the classroom, you will be sent home and lose credit for that day’s attendance.

Calendar The Team Calendar is from July 1st to June 30th of the following year. We expect members to take part in events all year long. While we strive to have a regular build schedule many issues can change this schedule. Please check the Team Calendar on the Team 810 website for an up-to-date work schedule and calendar of upcoming events – www.smithtownrobotics.com. IMPORTANT: CHECK THE CALENDAR BEFORE ATTENDING MEETINGS FOR ANY LAST MINUTE CHANGES. Preseason is from September to January (approx. 14 meetings). During preseason, there will be on average, one meeting a week. The meetings will be held every Tuesday at Smithtown High School East, in room 142. The meetings will run from 6:30-7:30pm. Build Season is from January through mid-February (six weeks long). Kickoff is in early January. Following that the team will meet as follows: •

Team Meetings: Monday, Wednesday, and Friday o 2:00 pm - 3:00 pm - Homework Only o 3:00 pm - 6:30 pm – Work Session o 6:30 pm – 7:00 pm – Meal o 7:00 pm – 8:30 pm – Work Session o 8:30 pm – 9:00 pm - Cleanup + Wrap Up (no cleanup on Friday)

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Targeted Group Meetings: Tuesday and Thursday o 6:00 pm – 8:30 pm – Work Session o 8:30 pm – 9:00 pm - Cleanup + Wrap Up

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Team Meetings: Saturday o 9:00 am – 12:30 pm – Work Session o 12:30 pm – 1:00 pm - Wrap Up

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Team Meetings: Sunday o When Available.

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Student Expectations Students will put priority on their grades over the team’s needs. Grades are important. Students must complete schoolwork before participating in team work sessions and activities. REMEMBER – HOMEWORK COMES FIRST! • • • • • • • • • • • • • • • • • • • • • •

Maintain good study habits and grades during the season. Read and understand all the rules of the competition. Understand our team’s robot and competition strategy. Remain on task at all times. Act in a gracious and professional manner. Follow all safety rules. Eat at home during pre- and post-season. Check their email daily. Wear team uniform at team events. All team members must also follow the rules in the Smithtown High School handbook. Remain seated and listen while officers and supervisors are trying to speak to the team. The less interference, the more work we can get accomplished. If you miss a meeting, it is your responsibility to find out what happened at the meeting. Absolutely no members are allowed to be in the robotics room without a supervisor. Dues are $25 and must be paid by November 30th. During build season, attendance is a must! We only have six weeks to work and every minute counts. If people don’t show up and do their jobs, the whole team suffers. Don’t Touch Anything – Parts, tools, and assemblies that are not your responsibility must be left undisturbed. You could inadvertently damage or disrupt someone else’s work. If you do not know what to do while you’re at the meetings, ASK! We need everyone working as hard as they can to meet the deadlines. At the end of the work session, students are required to help clean up. If a student needs to leave early, he/she should cleanup their area and ask an adult what else they should do before leaving. Students may not wander the building or go to their lockers without the permission of an adult. Remain in Room 142 during the work session. If you do not remain in the classroom, you will be sent home and lose credit for that day’s attendance. Arrange for their parents/guardians to be present at every meeting at least five minutes prior to pick up.

• ALWAYS leave and enter through Room 142’s outside door. If you don’t know what is going on or are unsure how to accomplish a task assigned to you, Ask

for Help!

Respect Team members are expected to show respect to everyone. Please remember that all of the adults on the team are volunteers and are not receiving any pay to come and be part of the team. Please respect and thank them for this commitment! Gracious professionalism must be practiced at all times. "Yes, respect is a two-way street and, when given, we will return respect for respect, tolerance for tolerance, acceptance for acceptance." -- Theodore Bikel (Country Singer)   6 

Donations The team tries to fundraise to support its self, but it also depends on the donations of corporate sponsors. Parents/Companies wishing to donate to the team may do so. Parents wishing to ask about employee-matched donations can request the appropriate papers or any other information. We encourage parents to ask their places of employment for donations. Donations should be made payable to Smithtown Robotics Team 810 Booster Club Inc.

Bring a Meal Every family is asked to bring at least one meal during the build season. Feel free to partner with another family in putting a meal together. These meals can be homemade or purchased. Meals include dinner during the week and lunch and dinner on weekends. You will receive full information by email in December so that you can sign up for the meal(s) you would like to provide. Mentors and students work very hard during this time and do not have the opportunity to go out to eat. If you have any questions, issues, or need dinner ideas, contact Mrs. Gargiulo.

Leadership Committees Several standing committees need to be in place for the smooth operation of the robotics team. The committees listed and described below require dedicated students and mentors.

Travel Committee This is a small committee comprised of mentors and student officers. This committee will decide who will attend out of town robotics competitions, as well as make decisions and arrangements for travel. They will be responsible for preparing trip proposals and permission slips to submit to Mr. Dennis.

Food Committee This very important committee is typically comprised of a few parents who coordinate the food arrangements. Note: All parents are asked to provide food for at least one night during the six-week build season.

Finance Committee This committee is comprised of an adult mentor and the student treasurer. Their role is to set the annual budget, approve and reimburse for purchases, and collect dues.

Steering Committee Team 810’s steering committee is composed of four mentors and four student leaders: Adult Members: Head Supervisor – Mr. Dennis Mentor – Mr. DiFiore Finance – Mrs. Gargiulo Chief Designer – Mr. Gibbons Student Leaders: President – Vice President – Treasurer – Secretary – This committee will meet monthly or bi-monthly during the season. The group’s purpose is to create a schedule of activities and goals for the season, manage the team’s finances, organize travel, set team policies, discuss and handle team member issues and concerns, and other general team management.   7 

Student Expectations Committee This is a small committee comprised of mentors, parents, and the student vice-president. They will make sure that students are aware of their responsibilities and personal accountability, as well as the consequences for breaking the rules.

Engineering/Strategy/Design Committee This committee is composed of two engineering mentors and six student leaders: Mentors: Head Supervisor – Mr. Dennis Chief Engineer – Mr. Gibbons Student Leaders: Project Manager – Mechanical Design – Electrical – Rules – Pneumatics – Mechanism Design – This committee is responsible for developing a game playing strategy and a list of functional specifications for the robot as quickly as possible. They will meet once a week during the build season. At these meetings, engineering, manufacturing, and other resources will be prioritized and may be reassigned for the timely completion of the robot. The purpose of this committee is to guide and review students’ designs and ideas. They will assign tasks to the assembly, electrical, pneumatics, programming, and controls groups. They will communicate the strategy and specifications to the rest of the team. The mentors do not make final decisions on the robot, unless the students cannot come to a consensus in a reasonable amount of time. In that event, all mentors will come to a consensus as to what is in the best interest of the students. The student leaders are responsible for the robot design and construction. They will meet twice a week during the build season to vote and discuss what needs to be accomplished. They are students that have typically been on the team for one complete season. These students work closely with the engineering mentors in the leadership and organization of team events. Prospective student leaders must show good technical and communication skills. Students must request to be a student leader. The group leaders will meet with their groups to develop robot subsystems and electrical/control requirements to achieve their assigned tasks. They will then meet to present their subsystems to the committee and develop an initial design for the robot.

Fundraising Committee The Fundraising Committee is responsible for planning, coordinating, and implementing all fundraising activities in support of the program. It should involve as many members, adults and students, as possible and be fun. It should not be a burden to the team members or parent volunteers or conflict with other school, or community events. The Committee is to become familiar with state and local requirements for fundraising. These include the school district policy for use of school grounds, equipment, food services, the local permits for solicitation, and municipal regulations for public gatherings fire, curfew, traffic, food sales, health and safety; and regulations governing tax-reporting requirements.   8 

BOOSTER CLUB The Booster Club is fully comprised of parents to promote and support Smithtown FIRST Robotics Team 810. and is designed to raise funds for the team. They are responsible for fundraising and collecting donations from businesses and organizations. This club has a president, vice president, and treasurer: President – Linda Cassidy Vice President – Jill Botto Treasurer – Grace Garguilo If you are interested in joining this club, please email Linda Cassidy - [email protected]. For information and updates, go to the team’s website www.smithtownrobotics.com.

Officers The team will have four officers who will be elected - President, Vice-President, Secretary and Treasurer. The President and Vice-President must be a junior or senior. During the election process, students will be asked why they feel they are qualified and about their other after-school commitments. Students will then vote as to which of the nominees are best qualified for the position. Students will nominate fellow teammates for the elected positions. The nominee can either accept or decline the nomination. There must be at least seven days after nominations before the election can be held. Elections will be held in the spring between the last competition and the team banquet. Graduating seniors will not vote in the election.

President The President will be the official spokesperson for the Smithtown FIRST Robotics team and cannot be a group leader. This leader will be in charge of running all general meetings and develop the meeting agendas. Communications with all mentors must take place and be agreed upon before any events or meetings can be set up. The President is a member of the Steering Committee.

Vice President The Vice President will aid the President in all duties and fill in for the President in case of absence. The Vice President will manage all team communications with the President and mentors. The Vice President cannot be a group leader. The Vice President is a member of the Steering Committee.

Secretary The Secretary will be in charge of keeping records of attendance and meeting minutes. The Secretary will be responsible for collecting home/work phone numbers, email addresses and developing a team database. The Secretary is a member of the Steering Committee.

Treasurer The Treasurer will be in charge of keeping records of all donations, dues, and purchases. The Treasurer is a member of the Steering Committee.

Project Manager The Project Manager oversees the entire robot-build process and works closely with the Chief Engineer and group leaders to ensure a successful build season. The Project Manager is appointed by the Steering Committee and may not be a group leader. The Project Manager is in charge of the scouting of other teams at the competitions and prepares scouting reports of each team to be used for devising strategies for each match. He/she also prepares a ranked list of teams for the purpose of choosing alliance partners at the end of qualifying matches. The Project Manager is responsible for promoting Team 810 should our team not be one of the top eight teams at the end of the qualifying matches to ensure that we have a better chance of being selected for the final rounds. He/she may recruit students and mentors from other groups to assist in their responsibilities.   9 

Group Organization During the build and competition season, the team is organized into a series of groups with each group being led by one or two student leaders. By dividing into specialized groups, students are able to focus on specific aspects of the project. Students will volunteer and/or be assigned by the Steering Committee to these groups in the fall, well ahead of the beginning of the build season. There are many groups in which members can specialize. Students will select three groups from the list below in the order of their preference. They will be placed into a group based upon their first preference whenever possible.

Group Leaders Within each group, there shall be one or two group leaders appointed by the Steering Committee. Any team member may request to be a group leader. Requests are reviewed by the Steering Committee. In the event that there are more group leader openings than requests, the Steering Committee will request students to fill the openings. Group leaders oversee all tasks that are assigned to their group. These tasks include ensuring completion of their group’s agenda, which will be emailed to Mr. Dennis at least two days before the meeting. Within two days after the meeting, they need to email Mr. Dennis what did and did not get accomplished on that meeting’s agenda. Group leaders consult with mentors about their progress and effective organization within the group. They work closely with their mentors to meet deadlines. Group leaders need to guide their group and bring them to a consensus. They will sometimes work with other groups to complete their tasks. Group leaders meet frequently to discuss the progress of the group and promote effective communication between groups. All robot-related group leaders will be members of the Engineering Committee.

Assembly Groups Chassis The chassis group is responsible for assembling the robot chassis, as well as coordinating the location of the various components to be mounted on the chassis, which includes the drive train, electrical components, pneumatics and any special devices unique to the game. This group is also responsible for the center of gravity of the robot. This group is responsible for meeting the specifications and functions defined by the engineering committee.

Drivetrain The drivetrain group is responsible for assembling the drivetrain, including selecting the motors, gearbox/shafts/chains and wheels. This group is responsible for meeting the specifications and functions defined by the engineering committee.

Mechanism The mechanism group is responsible for assembling the devices that are unique to the current year’s game, such as the arm, gripper, or other mechanisms. This group is also responsible for meeting the specifications and functions defined by the engineering committee. In the past, this has included devices to stack boxes, gather balls or pick up tubes.   10 

Manufacturing Group The manufacturing group will fabricate and machine all parts of the robot to the design group’s specification. They will also keep all machines clean and in working order.

Electrical Group The electrical group is responsible for wiring all motors, compressor, victor relays, solenoids, sensors, etc. This group is also responsible for the labeling and neat arrangement of wires for ease of maintenance. This group is also responsible for meeting the specifications and functions defined by the engineering committee.

Pneumatics Group The pneumatics group is responsible for pneumatic equipment, including storage tanks, valves, and tubing. This group is responsible for meeting the specifications and functions defined by the engineering committee.

Robot Controls Group The robot controls group designs the robot controller which includes joysticks and/or the equivalent remote control module to steer the robot. This group designs a button control panel wired to the operator interface which controls the mechanism’s functions that are unique to the current year’s game. They are responsible for meeting the specifications and functions defined by the engineering committee.

Programming Group The programming group uses software provided by FIRST to create a program that allows the robot to perform various tasks and functions either autonomously or by human control. They are responsible for learning LabView before the build season. This group is responsible for meeting the specifications and functions defined by the engineering committee.

Business/Awards Groups Chairman’s Award – The Chairman’s Award is the greatest honor in the FIRST competition.

The award is given to the team that best exemplifies the ideals of FIRST. To exemplify FIRST, a team must show community involvement, demonstrate their partnership, inspire other teams, be a role model and be of service to the community of FIRST. To earn this award, the team must demonstrate all aspects of their team by the creation of a Chairman’s award submission. There are very specific criteria for this submission, as well as a specific due date. This group is made up of students that are interested in documenting our team’s efforts in the form of a submission. Coordination with other groups is essential for the success of the project. The resulting document is a chronicle of our team’s efforts.

Woodie Flowers Award – The Woodie Flowers Award is the greatest honor given to a teacher or engineer in FIRST Robotics. The award is given to the teacher or engineer that best exemplifies the ideals of FIRST. The mentor teaches and shares his/her experiences with those he/she works with. To earn this award, the team must demonstrate why their mentor deserves this award by the creation of a written submission. There are very specific criteria for this submission, as well as a specific due date. This group is made up of students that are interested in documenting the teacher or engineer’s efforts in the form of the above-mentioned submission. Coordination with other groups is essential for the success of the project. The resulting document is a chronicle of the mentor’s efforts.   11 

Music Award The Musical Theme Contest was originally held in 2007 because members of the Long Island FIRST community and SBPLI Board and Council members were interested in associating a musical theme with the competition, similar to “Monday Night Football or “The Simpsons.” Participation has steadily grown and students are encouraged to take advantage of this opportunity to submit a theme for consideration. Be creative and think of ways to get the crowd in the stands moving! The music should have an upbeat, catchy, thematic sound that will be used at various times at the annual event, as well as in any promotional broadcast spots. It may be of any musical genre and may use conventional instruments and/or electronic/digital devices…no lyrics. A panel of judges from the SBPLI-LI First Board/Council will decide the winning entry.

Animation Safety Award – The animation group uses a software program provided by FIRST to create a safety animation.

Communications Group The communications group is responsible for all forms of team communication. This includes the website, newsletter, and school announcements. All forms of communication must represent Team 810 in a professional manner, must include visual representations of its main sponsors, and must be approved by Mr. Dennis. The team website is http://www.smithtownrobotics.com. Students must know basic website codes, such as HTML, XHTML, etc., to design, maintain, and update the website. This communications group must also monitor and respond to the questions regarding the “forums” and other team issues. The newsletter, named Smithtown FIRST Robotics Corporation, must be published monthly during preseason and postseason, but bimonthly during build season. It should contain information strictly on Team 810, FIRST, or other related matters of interest. School announcements must follow the school’s guidelines.

Media Group The media group is in charge of team photos and videos, as well as team media opportunities. Media opportunities include newspaper articles, yearbook, videos, photos, or anything else that documents accomplishments. Team photos should be consistent in size and resolution to avoid future problems. They must be professional and represent the team as whole. Photos should be taken year-round, at all team activities and also at team meetings, since they are the best way to preserve Team 810’s accomplishments and memories. These photos may also be used in award submissions (the Chairman’s Award) and sent to contacts for media opportunities. Videos capturing the team should be taken during all team activities and also at team meetings. They will serve as a moving document to preserve the team. They must also be professional and represent the team as a whole. Videos capturing the competitions will be used to analyze our team, as well as other teams at the competitions. Students in the media group will be responsible for contacting media personnel to cover Team 810.

Spirit Group The spirit group is responsible for the team’s visual appearance at competitions. Members will work on promotional items, such as pens, buttons, and signs. This group is responsible for the mascot and team uniforms. The pit is a major task for this group. The spirit group is responsible for the decoration and business organization of the pit to attract more people to come see Team 810. This group is in charge of preparing a theme and executing it throughout the year. They are responsible for hosting activities, such as team meals during build season and the end-of-the-year awards banquet. This group is responsible for keeping the team cheering and actively participating in the stands during competitions.   12 

Rules Group The rules group will study the robotics game rules and ensure that they are followed during the build and competition seasons. This includes but is not limited to design, procurement, manufacturing, and assembly rules. They are responsible for communicating with the mechanical, electrical, pneumatics, and robot controls groups to make sure that from the initial design, no illegal materials or methods are used.

Parts Group The parts group must monitor the weight of all materials used by each group, keep the closet in room 142 organized, keep an inventory of all tools making sure that they are returned at the end of each work session. After kick off, they are responsible for ordering all free materials (Bimba, Andy Mark, etc.). It is this group’s responsibility to review the section on parts in the Competition Manual and ascertain that all parts of the kit have been received. The parts group will also oversee the purchase of all components and raw materials for the robot. All purchasing must go through Mrs. Gargiulo and Mr. Dennis. No mentor or student is allowed to purchase items without their approval. If an item is purchased without approval or without a receipt, no reimbursement will be given. This group will provide procedures for the timely receipt of all necessary purchased parts keeping in mind the timeframe and budget for the build season. They will provide a bill of materials for inspection of the robot at competitions.

Computer-Aided Design (CAD) Group The CAD group is responsible for all drawings of parts that need to be manufactured. This group is also responsible for all assembly drawings of the robot. This group is responsible for meeting the specifications and functions outlined by the engineering committee.

Pit Crew The pit crew is made up of two mentors and three group members selected by the Steering Committee. Pit crew members may come from any group. The pit crew has several functions depending on what stage of the competition we are in. The Steering Committee will pick two team members to arrive early at competitions to uncrate the robot and start to set up the pit. The pit crew is responsible for: • In preseason, maintaining last year’s robot and tools. • Setting up pit area for the competitions. • Making the pit usable during competitions. • Maintaining a list of items for the robot to bring to the competition. • Bringing all necessary items for maintaining the robot in the pit. • Keeping a continuous inventory of tools and cleanup of pit area during competitions. • Policing the pit area and making sure all tools are put away at the end of the day’s competition. • Pit crew pins will be distributed to students selected for the pit crew by the Steering Committee.

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Competitions Team members traveling with the team to competitions are expected to participate at all times with gracious professionalism while on the trip. Team members are expected to cheer and do whatever is necessary to help the team be successful. During competitions, the team will follow these procedures: • Attendance will be taken twice in a role call fashion. • Role call will be taken upon departure from the high school and again upon leaving the competition. • If a student leaves early, he/she must inform Mr. Dennis, in writing, and have a Parent/Guardian present. • Additional role calls may be taken for overnight events. • Team members are expected to wear their team shirt at all times when traveling with the team. • Team members (scouters chosen by the project manager) will participate in scouting and gathering other teams’ robot information. • Field players (Driver, Navigator, and Human Player) will be selected before attending competitions by the Steering Committee. Students will need to try out for these positions. Teamwork, skills, and knowledge of rules will be factors in choosing students for these positions. • Only team members wearing pit crew pins are allowed in the pit during competitions. Note: The team is not responsible for lost or stolen items while traveling.

Qualifications for Attending Competitions Due to the large number of team members, there will be occasions where the whole team may not be able to go to an event. No student is automatically included on the travel team. These events will be attended by members of the travel team, which is comprised of students and mentors. Travel team members will have to meet the following qualifications and responsibilities: • Keep up grades and attendance at school (no exceptions). • Demonstrate a high level of dedication to both the ideals of FIRST and the Smithtown Robotics team. • Sell minimum of three boxes of candy. If a member joins the team after candy sales, that member is required to sell a minimum of three boxes of candy ($60). • Exhibit appropriate behavior at all times. This includes behavior within the classroom and school as well as at competitions or events. • Complete and return all paperwork and make all payments in a timely manner. • Work a minimum of 20 quality hours to attend the local regional competition, 50 quality hours to attend an away regional competition, and 100 quality hours to attend the championship competition. Simply showing up, signing in, hanging out, and leaving do not constitute “quality” hours and they will be dropped from your total hour count. • Comply with all attendance procedures as stated in the Attendance Section of this Handbook. • Participate with a positive attitude. If you or your family is unable to meet any of these requirements, please speak with Mr. Dennis.

Alumni Visiting or Joining Team 810 Alumni are highly valued members of Team 810 and are welcome to contribute. They need to recognize that they are no longer high school students, but are adults as far as the team is concerned and need to act accordingly. Adult mentors will support them through the transition from team member to team mentor.   14 

Alumni Visiting or Joining Team 810 continued Alumni are expected to be role models and follow all safety rules and behavior standards. They will be assigned an adult mentor, who will meet with them to discuss what their role will be, and how their expertise will be best utilized by the team (for example, be assigned to assist a certain working group of students). Since alumni may not be able to attend all work sessions, the adult mentor will update them on the progress that has been made and the tasks for the current work session. Alumni should feel free to approach an adult mentor and ask them to handle any behavior or safety issues that they feel uncomfortable handling themselves. Acceptance for travel with the team is not dependent on the number of hours they were able to attend, but will depend on how they conducted themselves as mentors during the work sessions they attended. They will be asked to pay for their travel expenses, if they wish to travel with the team to regional and national competitions. The Steering Committee will have the final determination on their accompanying the team If proper safety or behavior standards are not maintained, the adult mentor will discuss this with the alumni immediately to correct the situation and, if needed, refer the issue to the Steering Committee for further action.

Mentor Responsibilities Next to the students, mentors are the most important members of the team. Mentors are expected to be role models, maintain a positive attitude, and an optimistic outlook at all times. They are encouraged to read the FIRST Mentoring Guide available at the FIRST website (www.usfirst.org). For the safety of students, mentors must remain alert at all times in the classroom. Mentors are not allowed to transport students in their own vehicles and they are not to be alone with a student in the classroom or in a hotel room. Mentors are responsible for: • Inspiring students in science and technology. • Motivating and engaging students in meaningful activities in the designing, building, marketing, and operating of the robot. • Inspiring the students to do more than most people expect of high school students. • Teaching and guiding students in all parts of the designing, building, marketing, and operating of the robot. • Creating an atmosphere of open communications where students feel free to think independently, voice their opinions, and take risks as long as they do not impose a safety hazard. Mentors are expected to be active listeners and they are expected to make sure that everyone understands what is being said or what is being decided. • Following safety procedures such as wearing safety glasses and using power equipment properly. • Making sure that students are completing tasks on time. This includes providing a timeline for activities and trusting students to complete tasks while holding them accountable for their assignments. • Creating an atmosphere of trust and respect. Mentors are expected to show trust and respect to every student while fostering the same trust and respect in themselves. This may include being a confidant for students who are looking for a trustworthy, mature person to share personal information with. • Making sure that a safe environment is maintained and safety procedures are being followed. If there is an unsafe condition, mentors must step in and restore safety to the situation. • Referring any student behavioral problems to the Faculty Advisor(s). • Facilitating instruction and having students do as much of the work as possible. They are to coach, teach, and observe students while remaining ready to step in as needed.

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Adult Team Members Helping the students reach their full potential is the primary reason for participating in FIRST. We know that mentors have families, jobs, and other important commitments outside of the team. We ask that mentors properly inform us up front as to how much time they think they will be able to contribute. Adult chaperones on team outings are not allowed to consume alcoholic beverages. We also expect adult members to follow all the guidelines stated in this handbook. The parents/guardians of our students are an important part of the success of our team and are considered to be team members. Whether they are mentors, part of a support group, or spectators at competitions, they fill a vital role. Parents/guardians are encouraged to keep up-to-date with what their child is working on with the team and the progress that the team has made. Parents should stop in at the build site from time to time to see how things are going. Parents/guardians are encouraged to become team mentors. Becoming a mentor adds additional responsibilities, but is a very rewarding experience. They do not have to be engineers to qualify to be mentors. Parents/guardians are responsible for: • Attending all parent meetings. These meetings are normally held at the beginning of the school year in order to provide information about the team. Additional meetings may be called at other times during the year. • Seeing Mr. Dennis when dropping off and picking up their children. This will assure their safe arrival and departure from meetings and events. • Providing drop-off transportation to make sure that students are on time for meetings and events. • Providing pick-up transportation before the end of meetings and events. • Signing and returning permission slips, waiver forms, and other legal documents on a timely basis for their children under the age of eighteen. • Providing Mrs. Gargiulo with accurate medical information for their children. • Providing telephone numbers where they can be reached in case of an emergency. • Providing a contact phone number and a dependable email address so the team can provide them with information about upcoming activities and events. Email is the primary and often the only method of contacting members of the team. • Checking their email often and communicate any correspondence with their families. • Providing at least one meal during the build season. The food committee puts together the schedule for dinners. • Providing transportation, at their cost, to return the student home, if there is a violation of the code of conduct while on an out-of-town competition. • Attending events and providing support for the team. These events may be competitions, team gatherings, or public events.

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Smithtown FIRST Robotics Team Student/Parent Contract Full Name____________________________________________________________________________ PLEASE PRINT NEATLY This contract is designed to ensure that every student fully understands the expectations of the Smithtown FIRST Robotics Team. Participation in the Smithtown FIRST Robotics Team will require a large commitment on your part. To be a part of the team, you must: • Keep up grades and attendance at school (no exceptions) • Sell minimum of three boxes of candy. If a member joins the team after candy sales, that member is required to sell a minimum of three boxes of candy ($60). • Exhibit appropriate behavior at all times. This includes behavior within the classroom and school as well as at competitions or events. • Complete and return all paperwork and make all payments in a timely manner. • Participate with a positive attitude. • Understand that there will be consequences for any inappropriate behavior (e.g., sent home). • Understand the responsibilities of all student leaders and respect their authority. • Don’t Touch Anything – Parts, tools, and assemblies that are not your responsibility must be left undisturbed. You could inadvertently damage or disrupt someone else’s work. • Be accountable for your attendance and productivity as a member of the team. • Support the ideals of FIRST and the goals of the Smithtown FIRST Robotics Team. • Work a minimum of 20 quality hours to attend a local regional competition, 50 quality hours to attend an away regional competition, and 100 quality hours to attend the national competition. • Understand the development of a robot is a cooperative learning experience of both mentors and students. • Speak with Mr. Dennis prior to any meeting if you are a group leader and cannot attend that meeting. • Help in 20 shop clean-ups or otherwise equivalent work (must be agreed upon by mentors) and three dinner clean-ups. • Arrange to be picked up at the end of each work session. • Follow all guidelines and safety rules set forth in this handbook. If you or your family is unable to meet any of these requirements, please speak with Mr. Dennis. I have read the Smithtown FIRST Robotics Team Handbook. I understand that if I wish to attend any of the competitions, I will be required to earn that privilege by participation in the activities mentioned above. Member Signature_____________________________________________ Date________________________ I have reviewed this handbook with my child and understand the commitment that will be required. I agree to have my child participate on the Smithtown FIRST Robotics Team. No child will be allowed to leave a work session without a parent/guardian. I understand that Mr. Dennis needs to know who is taking my child home. Therefore, either I or an authorized person on file must be present for the last five minutes of each work session to assure proper and safe transportation for my child. By signing this contract, parents/guardians are agreeing to retrieve their child should the need arise. Parent/Guardian Signature_______________________________________ Date_______________________   17 

Smithtown FIRST Robotics Team Mentor/Alumni Team Contract

Full Name______________________________________________________________________________ PLEASE PRINT NEATLY

Participation in the FIRST Robotics Team will require a large commitment on your part. To be a part of the team you must: • Exhibit appropriate behavior at all times. This includes behavior within the school as well as at competitions or events. • Complete and return all paperwork and make all payments in a timely manner. • Participate with a positive attitude. • No alcoholic beverages will be consumed before or during team work sessions and events. • Follow all guidelines set forth in this handbook • Mentors are there to guide the student through the process of building the robot that the students have conceived and designed. Failure to follow these guidelines will result in the Steering committee intervention and possible removal from the team. I have read the Smithtown FIRST Robotics Team Handbook. I understand failure to follow these guidelines will result in the Steering committee intervention and possible removal from the team.

Member Signature__________________________________________________ Date _________________

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