2015-2016 FIRST Tech Challenge TIMS User Guide

2015-2016 FIRST Tech Challenge TIMS User Guide

2 FIRST Tech Challenge TIMS User Guide Volunteer Thank You Thank you for taking the time to volunteer for a FIRST Tech Challenge Event. FIRST and FTC rely heavily on Volunteers to ensure Events run smoothly and are a fun experience for Teams and their families, which could not happen without people like you. With over 3,500 Teams competing annually, your dedication and commitment are paramount to the success of each Event and the FTC program. Thank you for your time and effort in supporting the mission of FIRST! Sponsor Thank You Thank you to our generous sponsors for your continued support of the FIRST Tech Challenge! Official Program Sponsor CAD and Collaboration Sponsor

FIRST Tech Challenge TIMS User Guide 3 Revision History Revision Date Description 1 5/22/2015 Initial Release 2 5/29/2015 Updated with Storefront Walkthrough information Contents Welcome!... 4 What is the FIRST Tech Challenge?... 4 FIRST Tech Challenge (FTC) Core Values... 4 What is the FIRST Tech Challenge TIMS?... 5 Gracious Professionalism TM... 6 Gracious Professionalism for Teams... 6 FIRST Youth Protection Program... 7 Youth Protection Expectations and Guidelines... 7 NOTICE OF NON-DISCRIMINATION... 7 Quick Guide... 8 Let s Get Started!... 12 Appendix... 26 Appendix Resources... 27 Game Forum Q&A... 27 Game Manuals Part 1 and 2... 27 FIRST Headquarters Support... 27 Grant Information... 27 Online Resources... 27 Feedback... 27

4 FIRST Tech Challenge TIMS User Guide Welcome! What is the FIRST Tech Challenge? FIRST Tech Challenge (FTC) is a student-centered activity that focuses on giving students a unique and stimulating experience. Each year, Teams participate in a new Game that requires them to design, build, test, and program autonomous and driver-operated Robots that must perform a series of tasks. Teams work to overcome obstacles and meet challenges, while learning from and interacting with their peers and adult Mentors. Students develop a greater appreciation of science and technology and how they might use that knowledge to impact the world around them in a positive manner. They also cultivate life skills such as: Mentors/Coaches play a key role in creating the team and helping develop life skills that students take with them long after the FTC season is over. Planning, brainstorming, and creative problemsolving. Research and technical skills. Collaboration and Teamwork. Appreciation of differences and respect for the ideas and contributions of others. To learn more about FTC and other FIRST Robotics competitions, visit www.usfirst.org. FIRST Tech Challenge (FTC) Core Values Volunteers are integral to the FIRST community. The FIRST Tech Challenge relies on Volunteers to run the program at many levels, from managing a region to Mentoring an individual Team. FTC Affiliate Partners coordinate the program in each region or state. These FTC Partners fundraise, run Tournaments, hold workshops and demonstrations, market FTC locally, handle public relations, and recruit Volunteers and Teams. They are a tremendous resource for Mentors and FTC would not exist without them. FIRST asks everyone who participates in FTC to uphold the following values: We act with integrity. We are a Team. We do the work to get the job done with guidance from our Coaches and Mentors. We respect each other in the best spirit of Teamwork. We honor the spirit of friendly competition. What we learn is more important than what we win. We behave with courtesy and compassion for others at all times. We share our experiences with others. We display Gracious Professionalism in everything we do. We have fun. We encourage others to adopt these values.

FIRST Tech Challenge TIMS User Guide 5 What is the FIRST Tech Challenge TIMS? TIMS, or Team Information Matching System, is the portal through which FTC Adult Mentors/Coaches create and register their teams for the new season. Mentors/Coaches will be able to: Be screened (*Canada/US teams only). Register their team for the upcoming season. Pay the Program Registration Fee. Order a Kit of Parts (*Through AndyMark). Add Students to the roster.

6 FIRST Tech Challenge TIMS User Guide Gracious Professionalism TM FIRST uses this term to describe the program s intent. This is one of the most important concepts that can be taught to a young person who is learning to get along in the work world. At FIRST, Team members help other Team members, but they also help other Teams. Gracious Professionalism is not clearly defined for a reason. It can and should mean different things to everyone. Some possible meanings of Gracious Professionalism include: Gracious attitudes and behaviors are win-win. Gracious folks respect others and let that respect show in their actions. Professionals possess special knowledge and are trusted by society to use that knowledge responsibly. Gracious Professionals make a valued contribution in a manner pleasing to others and to themselves. An example of Gracious Professionalism is a Team loaning a spare motor to a competitor Team. In the context of FIRST, this means that all Teams and participants should: Learn to be strong competitors, but also treat one another with respect and kindness in the process. Avoid leaving anyone feeling as if they are excluded or unappreciated. Knowledge, pride, and empathy should be comfortably and genuinely blended. In the end, Gracious Professionalism is part of pursuing a meaningful life. When professionals use knowledge in a gracious manner and individuals act with integrity and sensitivity, everyone wins, and society benefits. Watch Dr. Woodie Flowers explain Gracious Professionalism in this short video. The FIRST spirit encourages doing high-quality, well-informed work in a manner that leaves everyone feeling valued. Gracious Professionalism seems to be a good descriptor for part of the ethos of FIRST. It is part of what makes FIRST different and wonderful. - Dr. Woodie Flowers, National Advisor for FIRST Gracious Professionalism for Teams It is a good idea to spend time going over this concept with the Team and to reinforce it regularly. Provide the Team with real-life examples of Gracious Professionalism in practice, such as when a Team loans valuable materials or expertise to another Team that they will later face as an opponent in competition. Routinely highlight opportunities to display Gracious Professionalism at events and encourage Team members to suggest ways in which they can demonstrate this quality themselves and through outreach activities.

FIRST Tech Challenge TIMS User Guide 7 FIRST Youth Protection Program The purpose of the FIRST Youth Protection Program (FIRST YPP) is to provide coaches, mentors, volunteers, employees, others working in FIRST programs, team members, parents, and guardians of team members with information, guidelines, and procedures to create safe environments for everyone participating in FIRST programs. The FIRST YPP sets minimum standards recommended for all FIRST activities. Adults working in FIRST programs must be knowledgeable of the standards set by the FIRST YPP, as well as those set by the school or organization hosting their team. Youth Protection Expectations and Guidelines Coaches and Mentors are expected to read and follow elements in the FIRST Youth Protection Program guide that are labeled as required are mandatory in the United States and Canada, and may not be waived without the approval of the FIRST Youth Protection Department. FIRST recommends that the standards set forth in the FIRST Youth Protection Program guide be applied outside of the United States and Canada to the extent possible. At a minimum, local regulations regarding youth protection must be complied with. Everyone working with FIRST Teams should be familiar with the FIRST YPP policies. Forms are available here: http://www.usfirst.org/aboutus/youthprotection-program Information on the US Screening process is available here: http://www.usfirst.org/sites/default/files/uploadedfiles/about_us/u S-Youth-Protection-Clearance-Process.pdf Information on the Canadian Screening process is available here: http://www.usfirst.org/sites/default/files/uploadedfiles/about_us/c anadian-youth-protection-clearance.pdf You can find FAQ and additional information about the FIRST Youth Protection Program on the FIRST website at: http://www.usfirst.org/aboutus/youth-protection-program NOTICE OF NON-DISCRIMINATION United States Foundation for Inspiration and Recognition of Science and Technology (FIRST ) does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the non-discrimination policies: Lee Doucette, Youth Protection Program Manager, 200 Bedford Street, Manchester, NH 03101, 603-666-3906, Ext. 250.

8 FIRST Tech Challenge TIMS User Guide Quick Guide For more detailed instructions, please click on the hyperlinked step to be taken to the exact location. Visuals and further explanation will be located there. The following Quick Guide is meant for individuals who do not require detailed explanation for each step. Step 1: Navigate to http://www.usfirst.org/roboticsprograms/ftc Step 2: Hover over Register a Team to expand the menu and Click on Starting a Team. Step 3: Click on Registration. Before leaving this page, make sure to take a look at the other resources and tips housed on this site. If this is a new team it is recommended that this page is bookmarked for future reference. Step 4: Click the Register Now Button at the top of the page. This page gives an excellent overview of all the components to starting a new FIRST Tech Challenge team. It is recommended that those new to FIRST Tech Challenge take a moment to explore this site and read up on costs, materials, and systems used. Step 5: If you are a New User, Click Create User Account. Returning Users, please Login with your User Name and Password. If you are new to FIRST Tech Challenge and/or FIRST, please create a New User Account in order to access the Teams Information Management System (TIMS). If you have a FIRST account in any of the other system (FRC TIMS, previous versions of FTC TIMS, FLL TIMS, Jr.FLL TIMS, MyEvents, or VIMS), the same email and password will grant access. NOTE: Even if you have previous FIRST account, if this is the first time accessing the FTC TIMS portal you may be require updated information. Step 6: Read the Terms & Conditions, and Click I agree to move forward. Step 7: Fill out required fields (indicated by the red dots) to create a New User Account. Please fill this out using your LEGAL name. ALL INFORMATION MUST MATCH WHAT YOU WILL PROVIDE THE SCREENING COMPANY. Step 8: Activate Account After completing the required fields, click Finished. An activation link will be sent to the email address provided. Login to the email account associated with the User profile, and look for **FTC TIMS email**/activate your FIRST Account. Click on the link within this email to activate the new TIMS account.

FIRST Tech Challenge TIMS User Guide 9 Please make sure to check the SPAM or JUNK folder in case the email was accidently placed there. Add ftcteams@usfirst.org to Contacts so this does not occur in the future. The link will take the User back to TIMS. The User can now log in to the system with their email/password and finish registration. An automatic Activation email will be generated. No action is necessary with this email. NOTE: You must activate your account in order to access TIMS. If you do not receive the email, please contact ftcteams@usfirst.org. Step 9: Accept FIRST Consent & Release Form After Login, the FIRST Tech Challenge Dashboard will load. Click Respond to complete the FIRST Consent & Release Form. This form needs to be completed every new season. Read and click I Accept to electronically sign the Consent & Release Form. A pop-up screen will appear to confirm. Click OK. The User will return to the FIRST Tech Challenge Dashboard and the Consent & Release Form will show an Accepted Status. Step 10: Create a Team Click Create Team under the Team Section on the FIRST Tech Challenge Dashboard. NOTE: The colors green and yellow will flash around buttons at every step of this process to make the next step more recognizable. A pop up screen will automatically appear to confirm you would like to create a team. Click OK to continue. Step 11: Youth Protection Screening (For US/Canada based teams) Immediately following clicking OK to create a new team, the User will be redirected to a Youth Protection Program (YPP) screen. Please read the information and click Continue. You may defer the screening process to a later time, but screening MUST be completed by both Mentor/Coaches in order to access the FIRST Tech Challenge Storefront, invite parents of students to join the team, and compete in events this season. At this point, all data that the User has entered in the User Profile has been transferred to the Screening Company, Verified Volunteers (US based teams) or mybackcheck (Canada based teams). The User will be redirected to the Screening Site and prompted through screening. Please make sure you are accessing the screening site through the TIMS portal. For visuals of the screening process, and up to date information about FIRST Youth Protection Program, please visit: The Youth Protection Program Website

10 FIRST Tech Challenge TIMS User Guide NOTE: YPP screening may take between 8-36 business hours. The User is encouraged to return to TIMS to accept the Consent & Release Form, invite the Alternate (Lead Coach 2), and complete the Team Information. However, both Mentor/Coaches must have passed YPP screening to enter the FIRST Tech Challenge Storefront and Contact Parents of Student Participants. Step 12: Add Team Information If the User chose to go through screening in the previous step, they must return to TIMS, log back in using their email/password, and click on the Team Summary button. On the Team Summary Page, Click Edit/View to add Team Information. Fill out all required fields under the Team Information page (indicated by the red dots). There is optional team information that is listed for the Mentor/Coach to fill in at their discretion. When completed, click Finished. A summary of what has been entered will appear. If edits are needed, click Edit Details. If all details are correct, click Finished. Upon saving this information, the User will be redirected back the Team Summary page. Step 13: List Organizations Click Edit/View to Add Organizations that the Team will be associated with (i.e. High School Name, Girl Scouts, 4H, neighborhood and community based teams). Upon selecting the category the team is associated with, a list of local schools and organizations may populate for the User to choose from based on location and category. Once the User has clicked Finished, they will be redirected to the Team Summary Page. You can click the Edit/View in the Organizations portion and add Team Sponsor Organizations. After adding sponsor information, click Finished. The User will be redirected to the Team Summary Page. Step 14: Click Edit/View to add the Alternate (Lead Coach 2) to Team Contacts. Like the Main (Lead Coach 1), the Alternate (Lead Coach 2) must create a TIMS User Account and complete the FIRST Youth Protection Program screening. In addition to screening, both Lead Coaches must also accept the 2015-2016 Consent & Release form on their FIRST Tech Challenge Dashboards. Click on Edit/View for Team Contacts. Click Invite Alternate (Lead Coach 2) to invite the Second Coach/Mentor for the team. List their name and email. Click on Invite.

FIRST Tech Challenge TIMS User Guide 11 An invitation email is sent to the Alternate (Lead Coach 2). The status of this section is listed as Incomplete until the Alternate Lead Coach creates a User Account in TIMS and accepted the invitation. The User is still able to Resend Invitation or Cancel Invite if needed. If the Alternate (Lead Coach 2) becomes unavailable for any reason, the Lead Coach can Click Invite Replacement under the Team Contacts page. If the Main (Lead Coach 1) becomes unavailable at any point in the season, they can also Invite Replacement for themselves. Additional contacts can be invited and listed. These contacts are not required, but may prove helpful if listed for later use. Step 15: Access FIRST Tech Challenge Storefront, select Product, and pay for Registration and Product. For 2015 FIRST Tech Challenge US Teams Ordering Instructions, please check the Team Resources page. Step 16: Invite Parents/Legal Guardians of Student Participants Parents of students must be invited to join the team, NOT the students themselves. Parents/Legal Guardians of Student Participants must be invited in order for students to compete on a Registered Team. From the FTC Dashboard, click Team Summary. Go to Student/Roster Section. Parents/Legal Guardians cannot be invited until both Adult Lead Contacts have passed YPP screening. Click Invite when it becomes available. Enter the name and email of the Parent/Legal Guardian of student participants to send an invitation. When the Parent/Legal Guardian of the student participants have created accounts in Youth Team Membership Registration and have applied to the team, their information will populate in the Student Team Members area of the Student/Roster section. Click on Edit/View of the Student Team Members area to respond to their application. From this page, you can Accept and/or change the status of a Student s participation on the Team. Note: Until the Consent & Release form has been accepted by the Parent/Legal Guardian, the student contact information will not be available to the User.

12 FIRST Tech Challenge TIMS User Guide Let s Get Started! Step 1: Navigate to http://www.usfirst.org/roboticsprograms/ftc http://www.usfirst.org/roboticsprogra Step 2: Hover over Register a Team to expand the menu and Click on Starting a Team.

FIRST Tech Challenge TIMS User Guide 13 Step 3: Click on Registration. Before leaving this page, make sure to take a look at the other resources and tips hosted on this site. If this is a new team it is recommended that this page is bookmarked for future reference. Step 4: Click the Register Now Button at the top of the page. This page gives an excellent overview of all the components to starting a new FTC team. It is recommended that those new to FTC take a moment to explore this site and read up on costs, materials, and systems used.

14 FIRST Tech Challenge TIMS User Guide Step 5: If you are a New User, Click Create User Account. Returning Users, please Login with your User Name and Password. For a User with an already existing FIRST account For a User new to FIRST If you are new to FIRST Tech Challenge and/or FIRST, please create a New User Account in order to access the Teams Information Management System (TIMS). If you have a FIRST account in any of the other system (FRC TIMS, previous versions of FTC TIMS, FLL TIMS, Jr.FLL TIMS, MyEvents, or VIMS), the same email and password will grant access. The only difference is that the FTC TIMS portal you are accessing here may require updated information.

FIRST Tech Challenge TIMS User Guide 15 Step 6: Read the Terms & Conditions, and Click I agree to move forward. Step 7: Fill out required fields (indicated by the red dots) to create a New User Account. Please fill this out using your LEGAL name. ALL INFORMATION MUST MATCH WHAT YOU WILL PROVIDE THE SCREENING COMPANY.

16 FIRST Tech Challenge TIMS User Guide Step 8: Activate Account After completing the required fields, click Finished. An activation link will be sent to the email address provided. Login to the email account associated with the User profile, and look for **FTC TIMS email**/activate your FIRST Account. Click on the link within this email to activate the new TIMS account. Click on this link to activate the account Please make sure to check the SPAM or JUNK folder in case the email was accidently placed there. Add ftcteams@usfirst.org to Contacts so this does not occur in the future. The link will take the User back to TIMS. The User can now log in to system with their email/password and finish registration. the An automatic Activation email will be generated. No action is necessary with this email. NOTE: You must activate your account in order to access TIMS. If you do not receive the email, please contact ftcteams@usfirst.org.

FIRST Tech Challenge TIMS User Guide 17 Step 9: Accept FIRST Consent & Release Form After Login, the FIRST Tech Challenge Dashboard will load. Click Respond to complete the FIRST Consent & Release Form. This form needs to be completed every new season. Read and click on Accept to complete this agreement. Read and click I Accept to electronically sign the Consent & Release Form. A pop-up screen will appear to confirm. Click OK. The User will return to the FIRST Tech Challenge Dashboard and the Consent & Release Form will show an Accepted Status. Step 10: Create Team Click Create Team under the Team Section on the FIRST Tech Challenge Dashboard. Both Main and Alternate must complete Screening and fill the Consent & Release form in order to access the FTC Storefront in order to pay Registration Fee, select and buy Competition Set, and compete for this season. Screening is prompted upon creating a team.

18 FIRST Tech Challenge TIMS User Guide NOTE: The colors green and yellow will flash around buttons at every step of this process to make the next step more recognizable. This pop up screen will automatically appear. Click OK to continue and create a team. Step 11: Youth Protection Screening (For US/Canada based teams) Immediately following clicking OK to create a new team, the User will be redirected to a Youth Protection Program (YPP) screen. Please read the information and click Continue. You may defer the screening process to a later time, but screening MUST be completed by both Mentor/Coaches in order to access the FIRST Tech Challenge Storefront, invite parents of students to join the team, and compete in events this season. Click Continue to proceed to screening At this point, all data that the User has entered in the User Profile has been transferred to the Screening Company, Verified Volunteers (US based teams) or mybackcheck (Canada based teams). The User will be redirected to the Screening Site and prompted through screening. For visuals of the screening process, and up to date information about FIRST Youth Protection Program, please visit: YPP Website NOTE: YPP screening may take between 8-36 business hours. The User is encouraged to return to TIMS to accept the Consent & Release Form, invite the Alternate (Lead Coach 2), and complete the Team Information. However, both Mentor/Coaches must have passed YPP screening to enter the FIRST Tech Challenge Storefront and Contact Parents of Student Participants.

FTC TIMS User Guide 19 Step 12: Add Team Information If the User chose to go through screening in the previous step, they must return to TIMS, log back in using their email/password, and click on the Team Summary button. On the Team Summary Page, Click Edit/View to add Team Information. Fill out all required fields under the Team Information page (indicated by the red dots). There is optional team information that is listed for the Mentor/Coach to fill in at their discretion. When completed, click Finished. A summary of what has been entered will appear. If edits are needed, click Edit Details. If all details are correct, click Finished. Upon saving this information, the User will be redirected back the Team Summary page.

20 FTC TIMS User Guide Step 13: List Organizations Click Edit/View to Add Organizations that the Team will be associated with (i.e. High School Name, Girl Scouts, 4H, neighborhood and community based teams). City, State/Province, Zip/Postal Code, Country Upon selecting the category the team is associated with, a list of local schools and organizations may populate for the User to choose from based on location and category. Once the User has clicked Finished, they will be redirected to the Team Summary Page. You can click the Edit/View in the Organizations portion and add Team Sponsor Organizations. After adding sponsor information, click Finished. The User will be redirected to the Team Summary Page.

FTC TIMS User Guide 21 Step 14: Click Edit/View to add the Alternate (Lead Coach 2) to Team Contacts. Like the Main (Lead Coach 1), the Alternate (Lead Coach 2) must create a TIMS User Account and complete the FIRST Youth Protection Program screening. In addition to screen, both Lead Coaches must also accept the 2015-2016 Consent & Release form on their FIRST Tech Challenge Dashboards. Click on Edit/View for Team Contacts. Click Invite Alternate (Lead Coach 2) to invite the Second Coach/Mentor for the team. List their name and email. Click on Invite.

22 FTC TIMS User Guide An invitation email is sent to the Alternate (Lead Coach 2). The status of this section is listed as Incomplete until the Alternate Lead Coach creates a User Account in TIMS and accepted the invitation. The User is still able to Resend Invitation or Cancel Invite if needed. If the Alternate (Lead Coach 2) becomes unavailable for any reason, the Lead Coach can Click Invite Replacement under the Team Contacts page. If the Main (Lead Coach 1) becomes unavailable at any point in the season, they can also Invite Replacement for themselves. Additional contacts can be invited and listed. These contacts are not required, but may prove helpful if listed for later use. What your Alternate (Lead Coach 2) sees: The Alternate (Lead Coach 2) must click this link and create a User Account to be listed for a team.

FTC TIMS User Guide 23 Click here if you already have a FIRST User Click here if you are a NEW Once the Alternate (Lead Coach 2) has accepted and gone through YPP screening: USER Now marked as Complete Step 15: Access FIRST Tech Challenge Storefront, select Product, and pay for Registration and Product. For 2015 FIRST Tech Challenge US Teams Ordering Instructions, please check the Team Resources page. Step 16: Invite Parents/Legal Guardians of Student Participants Parents of students must be invited to join the team, NOT the students themselves. Parents/Legal Guardians of Student Participants must be invited in order for students to compete on a Registered Team. From the FTC Dashboard, click Team Summary. Go to Student/Roster Section. Parents/Legal Guardians cannot be invited until both Adult Lead Contacts have been passed YPP screening.

24 FTC TIMS User Guide Click Invite when it becomes available. Enter the name and email of the Parent/Legal Guardian of student participants to send an invitation. Click Invite to send the invitation When the Parent/Legal Guardian of the student participants have created accounts in Youth Team Membership Registration and have applied to the team, their information will populate in the Student Team Members area of the Student/Roster section. Click on Edit/View of the Student Team Members area to respond to their application.

FTC TIMS User Guide 25 From this page, you can Accept and/or change the status of a Student s participation on the Team. NOTE: Until the Consent & Release form has been accepted by the Parent/Legal Guardian, the student contact information will not be available to the User.

26 FTC TIMS User Guide 2015-2016 FIRST Tech Challenge TIMS User Guide Appendix

FTC TIMS User Guide 27 Appendix Resources Game Forum Q&A - http://ftcforum.usfirst.org/forum.php Game Manuals Part 1 and 2 - http://www.usfirst.org/roboticsprograms/ftc/game FIRST Headquarters Support Email: FTCTeams@usfirst.org Grant Information Grant information: http://www.usfirst.org/roboticsprograms/ftc/grow Online Resources 2015-2016 FTC Game Page (http://www.usfirst.org/roboticsprograms/ftc/game) This page will have both Game Manual Part 1 and 2 as they become available. These manuals will have resources including: Allowed/unallowed robot parts Tournament overview Judging and Awards criteria Game description and rules FIRST Tech Challenge Team Resources (http://www.usfirst.org/roboticsprograms/ftc/teamresources) This website provides many resources to new and returning teams! Build resources Programming Resources WiFi Resources Design Resources Sensor Resources The Field Control System Preparing for Competition FTC Training Videos Marketing and Fundraising FTC Forum (http://ftcforum.usfirst.org/forum.php) This site provides Teams the opportunity to ask and answer each other s questions. Teams are also able to ask questions about the game rules, inspection rules, and build rules. Feedback We strive to create support materials that are the best they can be. If you have feedback regarding this manual, please email ftcteams@usfirst.org. Thank you!