REC Foundation Organizational Policy

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Organizations within a single REC Foundation program are defined by the location of the hosting school or group and can be described using the following criteria:

  • All teams within an organization reside in the same event region.  
  • Teams within an organization meet together consistently throughout the season at a central or common location.  
  • Each school in a school district is recognized as a different organization and should have their own set of team numbers.
  • Each location of a private or community-based club is recognized as a different organization and should have their own set of team numbers.
  • Organizations with multiple grade levels that reside at the same location can choose whether to register both grade levels under the same organization number, or under separate numbers for each grade level.  
  • Changes to the organizational address must be approved by the Regional Support Manager.

Exceptions:

  • Schools that have a JROTC program can register their JROTC teams as a separate organization if the JROTC teams are being run separately from their school programs.
  • Schools or groups that have more than 22 teams in a program can register an additional organizational number.

We appreciate that teams will try to follow this policy to the best of their ability, but that due to different circumstances it may be challenging to know if their teams should be classified as one or multiple organizations.  If organizations are unclear how they should be categorized, they should contact the REC Foundation for clarification.  

An organization's address may not be switched to provide a team with a competitive advantage by competing in a region that does not include their physical region. Teams that intentionally violate the REC Foundation Organizational Policy may be in violation of the Code of Conduct. The REC Foundation reserves the right to make exceptions to this policy to best fit the needs of the region.

Below are examples of organizations and how they are categorized per the REC Foundation organizational structure.

Examples of Organizations

Scenario Organization Policy Sample Team Number(s)
A school district has elementary, middle, and high school teams. Each school in the school district would be considered a separate organization and would need to register using separate base team numbers. ES #1: 1234A, 1234B, 1234C
ES #2: 7654A, 7654B
MS #1: 6543A, 6543B
HS #1: 9876A, 9876B
HS #2: 2446A, 2446B
A Girl Scout troop has four teams, including two VIQRC elementary and two VIQRC middle school teams. All of the teams meet together once a month to work on their robots and practice. The Girl Scout troop would be considered a single organization and can register using a single base team number. 1234A (ES), 1234B (ES), 1234C (MS), 1234D (MS)
A Girl Scout troop has VIQRC and V5RC teams that meet together once a month to work on their robots and practice. The teams for each program would register as a separate organization. Note: The base numbers can be the same or different depending upon availability.

VIQRC Teams: 123A, 123B
V5RC Teams: 321A, 321B

or

VIQRC: 6543A, 6543B  V5RC: 6543A, 6543B

A youth group has locations in multiple cities. Each location has a unique set of students participating on teams that meet at their local branch. Each location would be considered a separate organization and would use separate team numbers. Location 1: 2345A, 2345B
Location 2: 3456A, 3456B
Location 3: 5432A, 5432B
A school includes students ranging from K - 8th grade and will have teams that span multiple VIQRC grade levels. The VIQRC elementary teams are run by Coach A and the middle school teams are run by Coach B. The school can choose to register as a single organization or register using multiple organizations since they are run by separate coaches.

Option 1: 1234A (ES), 1234B (MS),

or

Option 2: 1234A (ES), 3456A(MS)

A youth group has four teams that are run independently by separate coaches; the teams do not meet together during the season. It’s likely in this scenario that these are four independent teams and each should be registered as separate organizations.   1234A, 2345A, 3456A, 4567A
A private club has four teams that are run collaboratively in a single location with separate coaches; they meet together periodically during the season. The private club would be considered a single organization and can register using a single team number. If they had multiple grade levels in the same program, they could decide to have a second organization or have all under one organization.

1234A, 1234B, 1234C, 1234D,

or

1234A, 1234B (MS)3456A, 3456B (HS)

A high school has a V5RC program and an Aerial Drone Competition program. Both programs are run by the same coach at the same location. Each program in the high school would be considered a separate organization. Note: The base numbers can be the same or different.

V5RC: 6543A, 6543B
ADC: 9876A, 9876B,

or

V5RC: 6543A, 6543B
ADC: 6543A, 6543B

2024-2025 Competition Season Team Registration Fee

  • VEX Robotics Programs: $200 per team*
  • Aerial Drones Competition: $175 per team*

*Registration fees for non-US teams and organizations will be determined by the area RSM.

Additional information about the team registration structure can be found in this REC Library article.

REC Foundation Programs

The REC Foundation supports a variety of programs aimed to inspire and motivate students to excel in STEM education. When referring to programs in the context of the REC Foundation Organizational policy, these programs include programs that are open for registration on RobotEvents.com. Examples of REC Foundation programs include:

  • VEX IQ Robotics Competition
  • VEX V5 Robotics Competition
  • VEX U Robotics Competition
  • VEX AI Robotics Competition
  • Aerial Drone Competition

Grade Levels

The grade level for a team is ultimately determined by the definitions in the Game Manual corresponding to the program and are usually dependent on the age of the students on the team.  Typical grade level categories include Elementary School, Middle School, High School and University. Please select the appropriate program in the main page of the REC Library to locate Game Manuals.

Team Contact Definitions

There are many types of contacts associated with a team in RobotEvents.com: Primary Coach, Secondary Coach, Financial Contact, and Organizational Contact. Every named Team Contact must have a verified RobotEvents.com account and verified email address, which enables them to manage the team’s registrations. All Primary and Secondary Coaches must complete a background check.

It is important to note that all team contacts will have the ability to manage the team in RobotEvents.com, including registering the team for the season, registering for events, and modifying team information. 

If the team is associated with a school, at least one contact must be a staff member from that school. Schools that add parents as team contacts are encouraged to develop an internal process and guidelines for exactly what the non-school staff contacts are allowed and not allowed to do. 

Primary Coach (required)

The majority of email communications from the REC Foundation and Event Partners are sent to the Primary Coach.

  • The Primary Coach is typically the “head coach” of the team, and is responsible for maintaining the accuracy of all contacts and account attributes. Teams associated with schools will typically use a staff member as the Primary Coach. 
  • Any major changes to a team’s Robot Events account should be made by the Primary Coach.
  • The Primary Coach is typically responsible for registering the team for the season and events, and for ensuring that payments have been made.
  • The Primary Coach is responsible for ensuring that REC Foundation Participant Release Forms are completed for each student on the team.
  • The Primary Coach should attend events with the team.
  • The Primary Coach is the primary person responsible for the students on the team and will be the first person contacted with team-related communications. 
  • Primary and Secondary Coaches can post questions in the Official Q&A systems on RobotEvents.com.
  • The Primary Coach must be an adult (18+ years old) and cannot be a student team member associated with a current team in that program, unless the team is registered for a college/university competition program.
  • The Primary Coach must complete a background check.

Financial Contact (required)

A team’s Financial Contact is the person responsible for processing payments through RobotEvents.com. 

  • The Financial Contact can be the same person as the Primary Coach.
  • The Financial Contact coordinates payments for team registration, event registrations, and any product purchases made through RobotEvents.com. 
  • The Financial Contact must be an adult (18+ years old) and cannot be a student team member associated with a current team in that program, unless the team is registered for a college/university competition program.

Secondary Coach (optional)

A team’s Secondary Contact is an additional individual who will help manage the team in RobotEvents.com, and is optional. 

  • The Secondary Coach is typically an “assistant coach” or other adult who will attend events when the Primary Contact cannot attend.
  • The Secondary Coach can complete team and event registrations, update Secondary, Financial, and
  • Organizational Contacts, and assist with managing Student Participant Release Forms.
  • Primary and Secondary Coaches can post questions in the Official Q&A systems on RobotEvents.com.
  • The Secondary Coach must be an adult (18+ years old) and cannot be a student team member associated with a current team in that program unless the team is registered for a college/university competition program.
  • The Secondary Coach, if listed in RobotEvents, must complete a background check.

Organization/Administrative/District Contact (optional)

The team’s Organization/Administrative/District Contact is used when there is a centralized person who helps manage multiple teams or organizations. 

  • The Organization/Administrative/District Contact does not serve as the “head coach” or Primary Coach for a Team.
  • Examples of Organization/Administrative/District Contacts are:
  • A school district STEM Coordinator who pays registration fees for teams at multiple schools within the district.
  • A non-profit manager who helps with administration of multiple programs across different sites. 
  • The Organization/Administrative/District Contact must be an adult (18+ years old) and cannot be a student team member associated with a current team in that program, unless the team is registered for a college/university competition program.