Introduction
All team participants (players, coaches, mentors, and parent volunteers) must complete a Participant Release Form before participating in an official REC Foundation event. The form can be completed online or as a hardcopy that is uploaded by the coach to the team profile on RobotEvents.com. Once a team participant completes the form, it is applied automatically to every official REC Foundation event the team registers for during the current season. Each time a team registers for an event, the consent forms uploaded for that team will be automatically applied to the event registration.
Note: Teams will not be allowed to turn in hardcopy forms at events. All Participant Release forms must be completed online or submitted via hardcopies uploaded by the coach
Link to Online Consent Form with Prefilled Team Number
Coaches of teams have access to a link that has the team number prefilled in. Coaches can access this link (and then share with team) by:
- Logging into RobotEvents.com
- Click on My Account
- Click on button that says Consent Forms
- Click on button that says "Copy link to Online Consent form..."
- Share with Team
- Each Team number will have it's own link. For example 2035A and 2035B will each have it's own link to prefilled forms. Be sure to send the correct link to team members.
Completing Online
Participants who are age 18 or older should complete and submit the Participation Release form as described in the steps below. For participants under the age of 18, the form should be completed and signed by a parent or guardian.
Using Link to Pre-filled Form
- Obtain the link to the form from your coach which will have the team number and letter prefilled in the first field under ‘Team Information’.
- Follow all onscreen instructions and complete the form. Note: Be sure to select the correct program.
If Link to Pre-filled Form Isn’t Available
- Obtain the team’s program and team number/letter from the coach. Examples: Program: ADC, Team number/letter: 404C
- In a browser window, navigate to the REC Foundation Smartwaiver form. Alternatively, navigate to the Spanish language version.
- Follow all onscreen instructions and complete the form. Note: Be sure to select the correct program and to enter the EXACT team number/letter without additional spaces or characters. (Not acceptable: '404 C', '404', '404C ', or '404A/404B').
- If a mentor, coach, or parent volunteer needs to complete a form for more than one team, the form should be submitted separately for each team. In other words, only one team number/letter can be on each form.
Completing a Hardcopy
- Participant Release Form, hardcopy (English Version)
- Participant Release Form, hardcopy (Spanish Version -coming soon)
Participants
Participants who are age 18 or older should complete and submit the Participation Release form as described in the steps below. For participants under the age of 18, the form should be completed and signed by a parent or guardian.
- Obtain the team’s program and team number/letter from the coach. Example: Program: ADC, Team number/letter: 404C.
- To complete the consent form, initial page 1, complete all of the information on page 2, and sign page 2.
- Turn in the form in to the coach.
Coaches
The team’s registered Primary, Secondary, and Financial Team Contacts can upload hardcopy consent forms to RobotEvents.com.
- Gather all hardcopies from students, parents, and mentors.
- Scan or take a high-quality picture of each completed form and save them on your computer. The forms can be submitted as image files such as .JPG or .PNG, or as Adobe Acrobat .PDF files. Note: Each release form must be saved to a separate file. For example, if you have 4 team members and 1 coach there should be 5 image files or PDF documents, one for each participant.
- Login to your account at Robotevents.com and click on 'My Account.'
- Next to each registered team you will find a Consent Forms button. Click the button for the desired team.
- Enter the participant’s first name and last initial.
- Click “Choose File”, then locate and select the participant’s form on your computer and click “Open”.
- Click “Upload” to submit the selected participant’s form.
- Repeat for each team participant. If you have multiple teams, repeat for each team.