diff --git a/docs/competition/competition-roles.md b/docs/competition/competition-roles.md index 71f207b0..0451d496 100644 --- a/docs/competition/competition-roles.md +++ b/docs/competition/competition-roles.md @@ -45,7 +45,7 @@ Depending on the nature of the event, some of these roles may not be applicable. - [Battery Charging](/kit/event-operations/battery-charging.md) - [Battery Shuffler](/kit/event-operations/battery-shuffler.md) -- [Helpdesker](./team-support/helpdesk.md#helpdesk) +- [Helpdesker](./team-support/helpdesk.md) ## Reception @@ -53,5 +53,5 @@ Depending on the nature of the event, some of these roles may not be applicable. - [Photo Studio Helper](./teams/photo-studio.md#photo-studio-helper) - [Crimper](./teams/role-descriptions/crimper.md) - [Door Guard](./teams/role-descriptions/door-guard.md) -- [Kit Return](./teams/role-descriptions/kit-return.md) +- [Kit Return](./team-support/kit-return.md) - [Reception](./teams/role-descriptions/reception.md) diff --git a/docs/competition/team-support/README.md b/docs/competition/team-support/README.md index 7dc823a3..b3a3fb1c 100644 --- a/docs/competition/team-support/README.md +++ b/docs/competition/team-support/README.md @@ -1,26 +1,38 @@ ---- -original: - authors: Fiona Gillan, Richard Barlow, Rob Gilton and Thomas Leese - url: https://bitbucket.org/richardbarlow/sr-comp-team-support-coord/wiki/Home ---- -# Competition Team Support Documentation +# Team Support -This is the Competition Team Support Coordinator's documentation. The Competition Team Support Coordinator is responsible for ensuring that teams are supported, with technical problems, throughout the competition. The Competition Team Support team consists of four roles: +During the competition, teams will need support for various aspects of the event. Helpdesk is the first point of call for these issues, although it may not be helpdesk directly who resolve the issue. -* [Helpdesk](./helpdesk.md) Volunteers -* [Battery Shuffler](./battery-shuffler.md) +The Helpdesk team consists of four main roles: + +* [Head of Helpdesk](#head-of-helpdesk) ("Head Helpdesker") +* [Helpdesk](#helpdesker) Volunteers ("Helpdesker") +* [Battery Charging](./battery-charging.md) * [Roving Helper](./roving-helper.md) -These roles will be filled by various people throughout the competition. All volunteers filling these roles report to the Competition Team Support Coordinator and may not create subordinate roles. +These roles will be filled by various people throughout the competition. Because of its nature, these roles require a knowledge of the [kit](../../kit/README.md) and event. + +## Head of helpdesk + +The Head of Helpdesk ("Head Helpdesker") is the person who is overall responsible for the running of helpdesk. + +Effectively, they are the Helpdesker in charge. -## Helpdesk +### Responsibilities -The main source of support for teams is Helpdesk. Helpdesk is always manned by at least two volunteers and ideally three volunteers. There should always be at least one volunteer who has experience with the SR kit on Helpdesk at any point in time. Further details can be found in the [Helpdesk](./helpdesk.md) docs. +- Oversee the running of helpdesk +- Tracking patterns of issues across teams to identify wider kit issues as early as possible. +- Ensure team issues are being addressed and that the tickets are updated. +- Ensure the welfare of all helpdesk volunteers and roving helpers. +- On Sunday morning, chasing any teams that have not handed in overnight battery loans. See the overnight battery loan docs. +- If time, all of the responsibilities of the Helpdesker role below. -## Battery Shufflers +## Helpdesker -When teams arrive at the competition we take their batteries, chargers and battery bags off of them at the arrival desk. These parts need ferrying from the arrival desk to the battery charging station. Also, at the end of the competition, teams that have a loan extension approval will need to be given batteries, a charger and a battery bag before they leave. These parts need ferrying from the battery charging station to the kit return desk. Further details can be found in the [Battery Shuffler](./battery-shuffler.md) docs. One person is required to shuffle batteries/chargers on Saturday morning and one person is required to shuffle them on Sunday afternoon. +The helpdesker is a volunteer who is generally located at the helpdesk to help with team issues. -## Roving Helpers +### Responsibilities: -Teams will always have quick questions about the kit, the game and the competition in general. Most of these questions can be handled by volunteers on the spot. To help deal with these questions quickly and efficiently there should be volunteers, known as Roving Helpers, wandering around the pits. There should be as many Roving Helpers as possible throughout the competition, but there is no minimum number. Further details can be found in the [Roving Helper](./roving-helper.md) docs. +- Create, attend to, update and resolve tickets as necessary +- Perform battery swaps for teams +- Answer team issues and questions, opening a ticket if required. +- Update the ticketing system for roving helpers and other volunteers without access to the ticketing system. diff --git a/docs/competition/team-support/battery-charging.md b/docs/competition/team-support/battery-charging.md index 3304cff7..ec610121 100644 --- a/docs/competition/team-support/battery-charging.md +++ b/docs/competition/team-support/battery-charging.md @@ -61,7 +61,9 @@ If at any point you have any doubts about safety, immediately summon the Health ### Swapping a team's battery - Helpdesk -Teams will bring discharged batteries to helpdesk and require a replacement charged battery. A Battery Charging volunteer should receive the discharged battery from the team and place it a battery bag in the discharged battery box. A charged battery should be removed from a battery bag in the the charged battery box and handed to the team. Do not allow teams to take batteries themselves - we want to prevent them from hoarding batteries. +Teams will bring discharged batteries to helpdesk and require a replacement charged battery. A Battery Charging volunteer should receive the discharged battery from the team and place it a battery bag in the discharged battery box. A charged battery should be removed from a battery bag in the the charged battery box and handed to the team. + +Do not allow teams to take batteries themselves - we want to prevent them from hoarding batteries. Batteries must only be swapped - don't give a battery unless we receive one in return. ### Swapping batteries - Shuffling diff --git a/docs/competition/team-support/battery-shuffler.md b/docs/competition/team-support/battery-shuffler.md index 0fef2fef..5f00b0a1 100644 --- a/docs/competition/team-support/battery-shuffler.md +++ b/docs/competition/team-support/battery-shuffler.md @@ -9,9 +9,9 @@ A battery shuffler is a volunteer that moves batteries, battery chargers, batter ## Saturday Morning Shuffling -Teams arrive on Saturday morning between 9:00 and 9:30. When they arrive we take the following items off of them at the arrival desk: +When teams arrive we take the following items off of them at the arrival desk: -* 1x Battery +* 2x Battery * 1x Battery charger * 1x Battery charger power supply * 1x Battery charging bag diff --git a/docs/competition/team-support/diagrams/kit-return-desk-flow.svg b/docs/competition/team-support/diagrams/kit-return-desk-flow.svg new file mode 100644 index 00000000..68d0cbda --- /dev/null +++ b/docs/competition/team-support/diagrams/kit-return-desk-flow.svg @@ -0,0 +1,1176 @@ + + + Produced by OmniGraffle 6.6.2 2017-03-24 08:21:10 +0000 + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + + Kit Return Desk + + Layer 1 + + + + + + + + + + + + + + + + + + + + + + + + + + + + + N + + + + TeamArrives + + + + + Do they have kitwith them? + + Y + + + + + Get them to comeback with their kitand RUB + + + + + + Is the kit in aRUB? + + + + N + + + + Check contentsand keep teamthere + + + Y + + + + Follow and tick offitems in the kit onlist + + + + + + Were all itemspresent? + + + + + + Complete“missing kit” form + + + + + Can team returnitemsimmediately? + + + + + N + N + Y + + + + Is any extra kitmissing (as perlist)? + + Y + + + + Y + + + + Remove batteriesfrom box + + + + + Team membermay leave + + + + + Put RUB partcode on the kitreturn form + + + + + Get teammember to signthe kit return form + + + + + Seal RUBhandles with tape + + + + + Stack RUB withasset code visible + + + + + + + N + + + + diff --git a/docs/competition/team-support/helpdesk.md b/docs/competition/team-support/helpdesk.md index f0f70699..57883024 100644 --- a/docs/competition/team-support/helpdesk.md +++ b/docs/competition/team-support/helpdesk.md @@ -37,9 +37,7 @@ Almost all of Helpdesk's operations are covered by the following procedures. ### Handling of all requests -Whenever a team comes to Helpdesk with an issue a Helpdesk Volunteer must fill in their TLA and a single-sentence description of the issue on an Issue Form. When the issue has been resolved a single sentence description of the resolution must be written on the form. This is primarily for analytical purposes so that we can improve the operation of Helpdesk in future years. - -Whenever a team comes to Helpdesk with an issue that cannot be solved instantly their TLA and a very brief (couple of words) summary of the problem must be written on a post-it note and stuck up on a board of current issues. This ensures that no problems get dropped while they are being investigated. When the issue is resolved the post-it note can be thrown away. If it appears that a particular post-it has remained on the board for an extended period of time and there has been no obvious activity to resolve the issue then a volunteer should be dispatched to the team to see if it's still a problem. +Whenever a team comes to Helpdesk with an issue that cannot be solved instantly, create a [ticket](./ticket-system.md). This ensures that no problems get dropped while they are being investigated. When the issue is resolved the ticket will be closed. ### Handling of requests for robot safety checks @@ -49,24 +47,9 @@ The robots require safety checking before they are allowed to compete in the com Many teams will come to Helpdesk requesting help with the development of their robot or, more likely, help using the Student Robotics kit and associated software. As mentioned earlier, Helpdesk volunteers are not expected to tell teams what to do, but rather offer advice. Helpdesk volunteers should strive to answer questions about the use of the kit and software. -Some queries may require a volunteer to visit the team in their pit to observe behaviour in situ. This must only be done by a Helpdesk volunteer if it will leave no fewer than two volunteers actively manning Helpdesk. If it is not possible for a Helpdesk volunteer to visit a team then a [Roving Helper](./roving-helper.md) should be summoned, via radio if necessary. - -In some rare situations it may be necessary to request the assistance of a person with more in-depth knowledge of the kit to help solve an issue. This should only be done if the issue is non-trivial, Here is a list of people to contact for further help: - -List for SR2019: - -Electronic Hardware - -: - Rob Gilton - -IDE - -: - Peter Law +Some queries may require a volunteer to visit the team in their pit to observe behaviour in situ. This must only be done by a Helpdesk volunteer if it will leave no fewer than two volunteers actively manning Helpdesk. -Python API - -: - Peter Law - - Rob Gilton +In some rare situations it may be necessary to request the assistance of a person with more in-depth knowledge of the kit to help solve an issue. Escalate the issue to the head helpdesker. ### Handling suspected damaged kit requests @@ -80,15 +63,15 @@ If a team comes to Helpdesk with a suspicion of some of the Student Robotics kit ### Swapping out kit -After determining that a piece of kit is most likely faulty it must be swapped with a working spare. Helpdesk has a supply of spare kit. To swap a piece of kit please fill in a [SR2019 Kit Swap Form](https://docs.google.com/document/d/1tvzO0WEqL8m0B0QEBJziylZGAx0bpNe0RP6K1INMVZA/edit?usp=sharing) and follow the instructions on there. Since there is a limited quantity of spare kit, all attempts must be made to verify that the issue being observed is not caused by something else. +After determining that a piece of kit is most likely faulty it must be swapped with a working spare. Helpdesk has a supply of spare kit. To swap a piece of kit please fill in a [Kit Swap Form](https://docs.google.com/document/d/1X4ewwhkTFKfCzQjlIUS-90ZhcFHzashRhz_kXnUlxjE/edit?usp=sharing) and follow the instructions on there. Since there is a limited quantity of spare kit, all attempts must be made to verify that the issue being observed is not caused by something else. -### Handling requests for batteries/chargers/bags on Saturday evening +### Swapping out batteries -Some teams may wish to work on their robot on Saturday night and will therefore require batteries, a charger, a charger PSU and a battery bag. If a team requests these items, note down their TLA and the part codes of the five items on the 'Overnight Battery Loan Form' sheet and give them the parts. On Sunday morning one helpdesk volunteer must ensure that all of the parts listed on this sheet are collected from the teams and returned to the battery charging station, and marked as returned on the form. +See [Battery charging](./battery-charging.md#swapping-a-teams-battery-helpdesk) -### Handling requests for batteries/chargers/bags on Sunday evening +### Handling requests for batteries/chargers/bags on Saturday evening -Some teams have been granted permission to keep the kit for a little while after the competition. To be able to make use of the kit they will require batteries, chargers, and bags. They **MUST NOT** be given any of these items from helpdesk. They will receive these items at the 'Kit Return Desk' when they leave. All teams must go to the Kit Return Desk, regardless of whether they are returning their kit or not, as that is where teams keeping kit will receive all the needed items. +See [Overnight battery loan](./overnight-battery-loan.md). ### Handling requests for flag fittings @@ -96,13 +79,21 @@ Teams may request a pipe connector to use on their robot for the purpose of atta Also, please show teams how to remove the fittings, as they are very strong and need to be released in the correct way (Press down on the center ring) +### Handling of team name changes + +Teams are allowed to request that the name on the scoreboard is changed. This is an action that needs to be performed by a volunteer that is trained to use the SRComp software or GitHub repository. + +Changes of name should be reviewed by the team supervisor before being actioned, to ensure the change is accepted by the entire team. + +!!! note + The name is the name of their "team" not the name of their "robot". + ### Frequently Asked Questions Based on issues handled in previous years, the following may be helpful: | Key phrase | Resolution | |------------|------------| -| "Failed to dequeue buffer Assertion 'frame != ((void*0)' failed" | There was a problem with the webcam. Make sure it's plugged in. Make sure the webcam is plugged directly into the brain board (not via a USB hub). If the problem keeps occurring, try swapping out the webcam (following the procedure). | -| Need to initialise servos to non-zero position | Use 'Custom Robot Object Initialisation' and set position between `.init()` and `.wait_start()`. (On 'Programming->sr' page of docs near the bottom) | -| How to access starting corner/zone number in code | Use 'R.zone' (On 'Programming->sr' page of docs in the 'Other Robot Attributes' section) | -| Worried about token/marker offset of 100 in competition mode | We handle this automatically, they do not need to worry. If their code works in development mode with development markers, it will work in competition mode with competition markers. They must ensure that they plug the arena/competition key provided to them in the staging area into their robot before they turn the power on. | +| Need to initialise servos to non-zero position | Use [Custom Robot Object Initialisation](https://studentrobotics.org/docs/programming/robot_api/#custom-robot-object-initialisation) and set position between `Robot(wait_for_start=False)` and `.wait_start()`. | +| How to access starting corner/zone number in code | Use `robot.zone` (On 'Programming / Robot API' page of docs in the 'Other Robot Attributes' section) | +| Where can I find out when my matches are | On our website: [studentrobotics.org](https://studentrobotics.org) | diff --git a/docs/competition/team-support/kit-loan-extension.md b/docs/competition/team-support/kit-loan-extension.md deleted file mode 100644 index 2995d3c9..00000000 --- a/docs/competition/team-support/kit-loan-extension.md +++ /dev/null @@ -1,27 +0,0 @@ -# Kit Loan Extension - -As per appendix A.2 of the [rules][rules], teams may request to keep the kit after the competition. - -## Requesting a loan extension - -Instructions for teams to request a loan extension are located in A.2 of the [rules][rules]. Generally this involves emailing Student Robotics before a specific deadline. Requests which come in after this deadline should be denied, unless there are exceptional circumstances. - -The rules do not define how long the loan extension can be given for. Historical this has been anywhere to a few weeks after the competition to 2 months. This is the date the kit should be returned, rather than when the teams dispatch it. - -If a team is granted a loan extension, make sure they are aware, and explicitly note when the kit is expected back. - -[Example email for kit loan extension](https://github.com/srobo/team-emails/blob/master/SR2019/2019-03-11-competition-information.md#kit-loan-extension) - -## Kit Return Pack - -Teams who have requested loan extensions should be issued with kit return packs at the end of the competition. The pack is mostly comprised of jiffy bags suitable for the fragile boards, and stickers. Teams should be instructed to securely pack and plastic wrap the RUBs for shipping, ensuring the contents can't roll around. - -## Returning the kit - -The teams are responsible for arranging and paying for a courier to return the kit to us. - -When leaving the competition, teams should also be issued with [this form](https://github.com/srobo/kit-coordination-documents/tree/master/authorized-to-keep-kit), ensuring they've got all the information they need to return the kit back to us. - -[Example email prompting teams about kit return](https://github.com/srobo/team-emails/blob/master/SR2019/2019-05-15-kit-chase-round-1.md) - -[rules]: https://studentrobotics.org/docs/rules/ diff --git a/docs/competition/team-support/kit-return.md b/docs/competition/team-support/kit-return.md index e23f3ee6..96488d3a 100644 --- a/docs/competition/team-support/kit-return.md +++ b/docs/competition/team-support/kit-return.md @@ -2,11 +2,17 @@ ## At the competition -At the end of the competition, teams are asked to return their kits to reception. Appendix A.1 of the [rules](https://studentrobotics.org/docs/rules/) notes the list of items expected back, items on this list are not expected back, but it's fine for them to be. At reception, the contents of the RUB should be checked to ensure it contains at least all the items on this list. Ensure there is nothing else left in the RUB the team may want back. +At the end of the competition (or before if the team wishes to leave early), teams are asked to return their kits to reception. [The docs](https://studentrobotics.org/docs/kit/) notes the list of items issued in the kit, most of which we expect back. At reception, the contents of the RUB should be checked to ensure it contains at least all the items on the Kit Return list. Ensure there is nothing else left in the RUB the team may want back. -The [Kit Contents Checklist](https://docs.google.com/document/d/1ZZocQadG0WTchh-pgLypEJkNYkU_imU6F6bUv-ZTF58/edit) should be used to ensure all the items are present and correct. One form should be used per team, and this form should be kept to prove the kit was returned correctly. Once completed, keep the form with its respective kit. +The Kit Return List ([example][kit-return-list]) should be used to ensure all the items are present and correct. One form should be used per team, and this form should be kept to prove the kit was returned correctly. Once completed, keep the form with its respective kit. -When fully checked, the supervisor should fill out the [Kit Return Form](https://docs.google.com/document/d/1eegZOBdhhDcwjxq9rwLbtxBbY3gxckNpkNXDLWMA8Yo/edit?usp=sharing) to confirm everything is complete. +When fully checked, the supervisor should fill out the [Kit Return Form][kit-return-form] to confirm everything is complete. + +If a team has received a replacement part throughout the year, they may have an additional item. Teams with additional kit should be known in advance. + +The workflow is shown in the diagram below. + +![Kit return flow](./diagrams/kit-return-desk-flow.svg) ### Batteries @@ -14,8 +20,16 @@ As we handle charging during the competition, teams will have 1 Battery. We don' ### Missing Items -If a kit is not complete, the [Missing Kit Form](https://docs.google.com/document/d/1G9Rv0hWHamecVhk1saslqfMxlYuAg5miJwzOg4GCpVo/edit?usp=sharing) should be completed noting which items of kit have not been returned. After the competition, these forms are tabulated and the teams contacted to ensure the safe return of the items of kit. +If a kit is not complete, the [Missing Kit Form](https://docs.google.com/document/d/1G9Rv0hWHamecVhk1saslqfMxlYuAg5miJwzOg4GCpVo/edit?usp=sharing) should be completed noting which items of kit have not been returned. + +!!! tip + Ask the team to search their pits again to confirm they haven't missed the forgotten item + +After the competition, these forms are tabulated and the teams contacted to ensure the safe return of the items of kit. [Example email for teams with outstanding single items of kit](https://github.com/srobo/team-emails/blob/master/SR2019/2019-05-28-single-item-kit-chase.md) If the team cannot find the item of kit, a like-for-like replacement (or as close as possible) should be ordered and shipped to us. + +[kit-return-list]: https://docs.google.com/document/d/11W2pB2FzoIncv22DgOUHnk_hH0bLkGInXoIL7pCbwOA/edit?usp=sharing +[kit-return-form]: https://docs.google.com/document/d/1eegZOBdhhDcwjxq9rwLbtxBbY3gxckNpkNXDLWMA8Yo/edit?usp=sharing diff --git a/docs/competition/team-support/overnight-battery-loan.md b/docs/competition/team-support/overnight-battery-loan.md index b8ce724e..23b23590 100644 --- a/docs/competition/team-support/overnight-battery-loan.md +++ b/docs/competition/team-support/overnight-battery-loan.md @@ -4,10 +4,14 @@ Teams often request a battery and charger for use overnight to test their robots ## Obtaining batteries -Batteries and chargers should be collected from helpdesk by teams. Teams should be given a charger, a battery bag, and 2 batteries. +Batteries and chargers should be collected from helpdesk by teams. Teams should be given a charger, a battery bag, and 2 batteries (including the battery they already have). -The teams TLA, and the part codes of the batteries and changer should be recorded on the [Overnight battery loan](https://github.com/srobo/kit-coordination-documents/tree/master/overnight-battery-loan) form. +The teams TLA, and the part codes of the batteries and changer should be recorded on the [Overnight battery loan](https://docs.google.com/document/d/15zaiGbdbxJrYfghv3s3jhYgCXu8Th_W43FbUj6R4gzU/edit?usp=sharing) form. + +At the end of the day on Saturday, Roving Helpers should search all pits for batteries. All batteries will be stored securely in LiPo bags overnight. ## Returning batteries Batteries should be returned to reception on Sunday when teams enter the venue. The list of teams who took batteries overnight should be used to confirm which teams bring them back. + +On Sunday Morning, the Head Helpdesker is responsible for checking that all loaned batteries and chargers were handed in by teams. diff --git a/docs/competition/team-support/roving-helper.md b/docs/competition/team-support/roving-helper.md index c01606a9..444358f4 100644 --- a/docs/competition/team-support/roving-helper.md +++ b/docs/competition/team-support/roving-helper.md @@ -3,10 +3,18 @@ original: authors: Richard Barlow url: https://bitbucket.org/richardbarlow/sr-comp-team-support-coord/wiki/Roving_Helper --- + # Roving Helper -A Roving Helper is a volunteer who wanders around the pit areas to assist teams with quick and simple problems. If an issue cannot be easily resolved then the team should be referred to [Helpdesk](./helpdesk.md). Ideally a Roving Helper has some experience with Student Robotics kit, but this is not essential. In most cases good knowledge of the [Docs](https://www.studentrobotics.org/docs) and [Rules](https://www.studentrobotics.org/rules) will suffice. +A Roving Helper is a volunteer who wanders around the pit areas to assist teams with quick and simple problems. If an issue cannot be easily resolved then a ticket should be opened. Ideally, a Roving Helper has some experience with Student Robotics kit, but this is not essential. In most cases good knowledge of the Docs and Rules will suffice. +Every volunteer acting as a Roving Helper should regularly (**at least every 30 mins**) check in with helpdesk to see if any teams need help and are not being attended to. This can be done by the roving helper if they have access to the helpdesk system. + +A Roving Helper may be requested, by Helpdesk, to investigate a particular issue a team is having / ticket. This will most likely involve working through the problem with the team in their pit. In some cases it might involve observing and aiding a team over the period of a couple of matches to help them solve particularly obscure issues. + +When idle, roving helpers can wait around at the helpdesk until there are teams in need of help. -Every volunteer acting as a Roving Helper should collect a clipboard with Issue Forms on from Helpdesk. They should speak to Helpdesk for information on how to use these forms. +## Responsibilities: -A Roving Helper may be requested, by [Helpdesk](./helpdesk.md), to investigate a particular issue a team is having. This will most likely involve working through the problem with the team in their pit. In some cases it might involve observing and aiding a team over the period of a couple of matches to diagnose particularly obscure issues. +- Regularly check in with helpdesk to report team progress and any issues. +- Report any team issues and updates to the ticketing system if necessary, or ask a helpdesker to do so. +- Roving Helpers should be in the pits, test arena, at helpdesk or with teams in another area of the venue. diff --git a/docs/competition/team-support/ticket-system.md b/docs/competition/team-support/ticket-system.md new file mode 100644 index 00000000..afae4177 --- /dev/null +++ b/docs/competition/team-support/ticket-system.md @@ -0,0 +1,41 @@ +# Ticket System + +Certain aspects of helpdesk use a ticketing system to track team progress and issues. The source for the system can be found on [GitHub](https://github.com/srobo/helpdesk-system). + +A view of the current problems that teams are having and how many teams are in a queue can be found on the ticketing system. + +!!! tip + Please try and keep tickets updated with comments and updates. + + Information on the system is often used by commentators to give "behind the scenes" updates. + + It is also critical to handing issues over between volunteer shifts and identifying patterns of issues between teams. + +## Accessing the system + +The ticket system on your laptop, tablet or phone - Go to https://helpdesk.studentrobotics.org. + +If you have one, you can log in with your Student Robotics Google Workspace account. If you don't, you can sign up with a username and password. You may need the sign up code, which can be found at the helpdesk. + +The easiest way to get to a team page is to search for the TLA in the search bar. + +## Ticket Queues + +The Ticketing System uses several different "queues" of tickets to track different team requests: + +- Helpdesk Queue - General support tickets that require a volunteer visit to a pit. +- Kit Expert Queue - A complex issue that has been escalated and needs a volunteer who understands the kit well. +- SRComp - A queue of requests for a team name changes or other SRComp related requests, to be checked by a volunteer that can use SRComp. +- Overnight Battery Loan - See [overnight battery loan](./overnight-battery-loan.md). + +## Attending a team pit + +1. Get the ticket for the issue assigned to you + 1. If a ticket does not exist, but there is an issue, make sure you create a ticket so that the issue is recorded. It is important that we record all non-trivial issues so that we can track patterns of problems across teams. + +2. Attend the team pit, ask questions and help the team resolve the issue. + +3. If you resolve the issue, awesome! + 1. Make sure you update the ticket with a comment and mark it as resolved. + +4. If you are unable to resolve the issue, you can escalate the issue to a kit expert by pressing the “Escalate” button on the ticket. diff --git a/docs/competition/teams/diagrams/kit-return-desk-flow.svg b/docs/competition/teams/diagrams/kit-return-desk-flow.svg deleted file mode 100644 index d77180e3..00000000 --- a/docs/competition/teams/diagrams/kit-return-desk-flow.svg +++ /dev/null @@ -1,3 +0,0 @@ - - - Produced by OmniGraffle 6.6.2 2017-03-24 08:21:10 +0000Kit Return DeskLayer 1NTeam ArrivesDo they have kit with them?YGet them to come back with their kit and RUBIs the kit in a RUB?NCheck contents and keep team thereYFollow and tick off items in the kit on listWere all items present?Complete “missing kit” formCan team return items immediately?NNYIs any extra kit missing (as per list)?YYRemove batteries from boxTeam member may leavePlace name label on end of RUB and put team TLA on itPut RUB part code on the kit return formGet team member to sign the kit return formSeal RUB handles with tapeStack RUB with team TLA visibleIs team keeping their kit (as per list)?NNPut RUB part code on the kit return formYProvide team with 2 batteries, a charging bag, a charger and PSURecord part numbers of the 5 parts on the kit return formProvide team with return shipping kit Get team member to sign the kit return formAttach “authorised to keep kit” to RUBTeam member may leave with kitAre they happy to pay for shipping?YN diff --git a/docs/competition/teams/role-descriptions/door-guard.md b/docs/competition/teams/role-descriptions/door-guard.md index a4c60908..84a7c704 100644 --- a/docs/competition/teams/role-descriptions/door-guard.md +++ b/docs/competition/teams/role-descriptions/door-guard.md @@ -18,8 +18,7 @@ Door guards shouldn't constrict access to the exits, but instead challenge people exiting: * Has your team been signed out at reception? -* (If carrying kit **without** a kit authorisation sticker on it) Send them to the kit return desk before allowing them to leave. If they think they should be able to retain their kit (pre-agreed with SR before the competition), make sure they have visited the kit return desk prior to leaving to obtain the relevant authorisation sticker. -* (If carrying kit **with** a kit authorisation sticker) Allow them to leave. +* (If carrying a kit) Send them to reception before allowing them to leave to return their kit. Guard duty starts from the moment the kickoffs begin (many teams don't wait for awards or to see matches they aren't participating in before leaving). diff --git a/docs/competition/teams/role-descriptions/kit-return.md b/docs/competition/teams/role-descriptions/kit-return.md deleted file mode 100644 index 9c990d55..00000000 --- a/docs/competition/teams/role-descriptions/kit-return.md +++ /dev/null @@ -1,70 +0,0 @@ ---- -original: - authors: Jeremy Morse, Rob Gilton and Sean Bedford - url: https://github.com/srobo/comp-team-coord-docs/blob/master/RoleDescriptions/kit-return.md - extra: | - The original work is based on work done by Jeremy Morse, which was under the - Creative Commons Attribution 4.0 License. To view a copy of this license, - visit https://creativecommons.org/licenses/by/4.0/. ---- -# Kit Return Volunteer - -Kit return staff are responsible for receiving kit from teams at the end of the -competition and checking it. A combination of door guards and teams having to -sign out at reception should ensure that kit return staff do not have to -actively solicit kit from teams: they should present it to the staff. - -Kit should only be accepted when it is placed in a RUB: loose kit should be -rejected. When presented with a RUB full of kit, kit return staff should: - -**Don't let people leave the competition for good with any kit if they aren't on the list of teams authorised to keep their kit** - - -## Teams returning kit - -* Check the contents against a list of parts expected in the kit. - Make all reasonable attempts to retrieve kit there and then i.e. if they've left a bit upstairs they go and get it. -* If they do not have something, record it on a missing kit form. -* If the kit return form indicates that they have more than a normal kit to return (i.e. they had broken kit and did not return it upon arrival), see if they can return it now. If not, record it on a missing kit form. -* Indicate if all parts are present or if a missing kit form has been filled in on the kit return form. -* Write down the part code of the Really Useful Box on the kit return form. -* Get their team leader to sign and write their name on the kit return form. - -After the competition, the missing kit for teams will be sent to them by the teams coordinator to ensure the kit is returned. Kit should be shipped to the postal address listed on [the website](https://studentrobotics.org/contact/) - -### Teams leaving before competition-end - -Teams leaving early should follow the same process as above, though we should push them to spend more time searching for any missing items they might have lost at the venue. If they are unable to find the items or are sure that they didn't bring them, then we should record the item on a missing kit form (as above). - -## Teams keeping kit - -* Write down the part code of the Really Useful Box on the kit return form. -* Give them two batteries, a battery charging bag and a charger+PSU. Record the part numbers of these five things on the kit return form. -* Get their team leader to sign and write their name on the kit return form. -* Give the team a return kit and ensure you inform them that they will be responsible for return shipping charges. -* Stick the appropriate 'authorised to keep kit' sheet onto the kit of the Really Useful Box with tape. -* Kit should be shipped to the postal address listed on the website at https://studentrobotics.org/contact/, which is also included on the kit-authorisation form. - -This workflow is shown in the diagram below. - -![Kit return flow](../diagrams/kit-return-desk-flow.svg) - -## For each returned kit - -* Remove any batteries from the kit and store them separately -* Seal the handles of the kit with tape -* Stick a post-it on the end of the box with the team's TLA on it (to allow for double checking later on) -* Stack the box with the post-it visible - - -## Required Items - -You should have the following items present for your duties. If you do not, please let the competition team coordinator know as soon as possible. These documents should already be printed, but their source can be found in the [`kit-coordination-documents`](https://github.com/srobo/kit-coordination-documents) repo. - -* This documentation and flow chart. -* Sign-out sheet. -* Kit return table (indicating teams and kit to return, as well as details of teams that are authorised to keep kit). -* Missing kit form (blank forms that you can use to mark items that are missing from returned kit). -* Kit extension labels (to mark boxes that may leave the building). -* Kit return shipping packs (to provide to teams that are keeping kit). -* Name labels to mark up the RUBs. diff --git a/docs/competition/teams/role-descriptions/reception.md b/docs/competition/teams/role-descriptions/reception.md index 27c248d1..d0962188 100644 --- a/docs/competition/teams/role-descriptions/reception.md +++ b/docs/competition/teams/role-descriptions/reception.md @@ -54,7 +54,9 @@ We handle battery charging and robot safety at the competition. This means we sh ## Handling Team Departures -**On Sunday**: If a team tries to leave the competition early without retuning their robotics kits, please call someone up from Helpdesk to act as a kit return handler (see [kit return](../../../../kit/event-operations/kit-return/)). +**On Saturday**: When a team leaves, ask them to ensure they've taken all their personal belongings with them (we can't take responsibility for damage or loss), and that they've taken advantage of [overnight battery loan](../../team-support/overnight-battery-loan.md) if they'd like it. + +**On Sunday**: Teams may leave early on the Sunday, either due to being knocked out or other commitments. If this happens, you'll need to follow the [kit return](../../team-support/kit-return.md) process to make sure they've returned all of their kit. ## Handling Volunteer Arrivals @@ -74,7 +76,7 @@ At peak entry times on the Saturday, volunteers will be assigned as chaperones. 3. Read a quick safety briefing to the teams. You should have this on paper. 4. If there's time, the chaperone can field questions from the team, before heading back to reception to induct the next team. -If a team arrives very late, the reception staffer may need to perform some of these tasks, namely the safety briefing and telling the team the layout of the venue (including where their pits are). However the reception volunteer should not leave their desk, so they cannot lead the team oto tehir pit. +If a team arrives very late, the reception staffer may need to perform some of these tasks, namely the safety briefing and telling the team the layout of the venue (including where their pits are). However the reception volunteer should not leave their desk, so they cannot lead the team to their pit. ## Required Items diff --git a/docs/kit/logistics/transport/packaging.md b/docs/kit/logistics/transport/packaging.md index 7a2732d6..8e4b09f4 100644 --- a/docs/kit/logistics/transport/packaging.md +++ b/docs/kit/logistics/transport/packaging.md @@ -33,7 +33,6 @@ When teams have to return a kit to us we provide them with a return shipping pac | 170x245mm (internal) white jiffy bag | 4 | [UK Packaging ref 09312](http://www.ukpackaging.com/jiffy-earth-aware-airkraft-white-ak1-170x245mm-50-pack) | | | 220x320mm (internal) white jiffy bag | 1 | [UK Packaging ref 09314](http://www.ukpackaging.com/postal-packaging/jiffy-bags/jiffy-earth-aware-airkraft-white-ak3-220x320mm-50-pack) | To put the whole return shipping pack into. | | Return shipping pack instructions | 1 | [Revision SR2017-2](https://github.com/srobo/return-shipping-pack/releases/download/SR2017-2/return-shipping-pack-instructions.pdf) | | -| Loan extension instructions | 1 | [Revision SR2017-2](https://github.com/srobo/return-shipping-pack/releases/download/SR2017-2/loanext-instructions.pdf) | Only included in return shipping packs handed out at the end of the competition. | | Kit list | 1 | [Kit Definition](https://studentrobotics.org/docs/kit/) | Only included in return shipping packs handed out at the end of the competition. Remove 'disclaimer' and the wire from the list. | ### Instruction Notes diff --git a/docs/teams/after-competition.md b/docs/teams/after-competition.md index cbcb2a42..ad292c82 100644 --- a/docs/teams/after-competition.md +++ b/docs/teams/after-competition.md @@ -5,12 +5,11 @@ original: --- ## Kit Return -* Coordinated by Kit Coordinator who will produce a list of unreturned kit following the competition, including those teams who have applied and been granted a Kit Extension. +* Coordinated by Kit Coordinator who will produce a list of unreturned kit following the competition. -* Email LTCs with a list of their teams who still have their kit and ask them to contact the Team Leader for contact details of where to send the Kit Return Pack to. They should pass on these contact details to the Kit Coordinator who will send a Kit Return pack to the team. +* Email LTCs with a list of their teams who still have their kit and ask them to contact the Team Leader for contact details of where to send the Kit Return Pack to. They should pass on these contact details to the Kit Coordinator who will send a Kit Return pack to the team. * This process may require repeated prompting from the Team Coordinator to the LTCs, and from the LTCs to the Team Leaders to ensure kit is all returned as promptly as possible. -When the Kit Extension time as elapsed Kit Coordinator will notify Team Coordinator who will alert relevant LTC to inform the teams concerned and obtain contact information for sending the Kit Return pack. ## Miscellaneous tasks related to Teams diff --git a/docs/teams/competition-preparation.md b/docs/teams/competition-preparation.md index f65819da..b57abe86 100644 --- a/docs/teams/competition-preparation.md +++ b/docs/teams/competition-preparation.md @@ -29,7 +29,7 @@ Liaise with Competition Coordinator about information that they would like relay 1. Teams should bring some laptops as we will not be providing any computers/laptops. 2. Teams should bring any tools that they require to work on their robot while at the competition as we will not be providing any tools. -3. All of the kit must be returned at the end of the competition (including the white box it comes in). If a team wishes to keep the kit for a little longer they must email info@studentrobotics.org ASAP to request a loan extension. Any team that has not been granted a loan extension before the start of the competition will have to return all of the kit before they leave on Sunday. +3. All of the kit must be returned at the end of the competition (including the white box it comes in). 4. Teams should have a good read of section 2.8 and Appendix B of the rules (Safety regulations). All robots will undergo a safety inspection and will not be allowed to compete until they pass this inspection. 5. Please do let us know if your team has any special requirements with regards to disability access or other matters that need to be accommodated.