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Hiring Process

National Tournament Hiring Timeline and Procedures

  1. After Summer Nationals
    1. Develop ratings hire percentages for next season’s tournaments.
    2. Get number of strips per tournament from the National Office.
    3. Create next season’s Season Availability Online Form.
    4. Update new Season Availability Form and send to Referee Education Manager
    5. Create first few tournament-specific Availability Forms.
  2. Two to three months before to the tournament (NAC/JOs/SN)
    1. Request preliminary strip usage spreadsheet from the National Office.
    2. Create list of referees being sent initial availability request email.
      1. Select referees of appropriate ability from the responses to the Season Availability Form for this tournament.
      2. Select other referees of appropriate ability.
    3. Send initial availability request email to selected referees.
    4. Collect responses to initial email regarding availability.
    5. Select referees to hire based on submitted responses.
      1. Preference to referees who can work all four days.
      2. If the cadre cannot be filled with four-day referees, hire selected referees for three days.
        1. Spread out the “off” days, so that any one day does not have a disproportionate percentage of referees off work.
      3. Preferential hiring to referees with appropriate ratings in more than one weapon.
        1. Single weapon referees should be avoided (if possible) at tournaments where there is the likelihood only one competition for a particular weapon will be contested on one or more days (for example, JOs).
      4. Referees should have at least one rating meeting the minimum established for the tournament.
        1. Referees with acceptable references and with a “high” rating below the minimum rating can be hired as full-time referees, but they should be kept to a minimum.
      5. Make sure one has enough qualified referees per weapon to meet the maximum number required (based on the strip usage spreadsheets from the National Office).
    6. Keep a list of referees who can be called upon in case of a cancellation.
    7. Confirm referees’ ratings from USA Fencing Database (ongoing).
    8. Check that background screen and SafeSport are current (ongoing).
    9. Ensure, as needed, that Minor Referee Forms have been submitted to the National Office (ongoing).
    10. Using the DAC hiring spreadsheet template, send first hire list to the National Events Manager and the Assigners for the tournament approximately two weeks after initial emails are sent.
    11. Send “hired” emails to referees.
    12. Update hire list on USA Fencing Database with referees’ names, arrival/departure dates, and methods of travel.
  3. One to two months before the tournament (All steps below are repeated as necessary)
    1. Send follow-up availability request emails to referees who didn’t respond to earlier emails.
    2. Collect response to emails.
    3. Select referees to hire (same hire criteria as listed above in 2.e).
    4. Keep track of the ratings of the referees hired, attempting to meet the “mix” percentages established for the tournament.
    5. Depending on referee availability, deviations from the mix percentages are allowed.
      1. Send subsequent hire lists to the National Events Manager and the Assigners for the tournament. Indicate the date/version of the hire list.
    6. Notify the referees being hired.
    7. Update hire list on USA Fencing Database with referees’ names, arrival/departure dates, and methods of travel.
    8. Ask for list from the National Events Manager of those who have booked airline tickets; update hire list with information provided.
      1. Include departure date and time on the hire spreadsheet; for use by Lead Assigner on the last day of the tournament.
    9. Send emails to referees who haven’t booked their airline tickets, reminding them to do so.
    10. Send emails to referees who are not on the background screen and/or SafeSport list, reminding them to start the screening process.
    11. Send emails to minor referees who have not submitted completed forms to the National Office, reminding them to do so.
    12. Attempt to replace any referees who cancel.
  4. One month before the tournament
    1. All hiring should be complete by this time.
    2. Send FINAL hire list to the National Events Manager and the Assigners for the tournament. This list should have all referees being hired for the tournament.
    3. Get list of referees who have (and have not) booked their airline tickets from the National Events Manager.
    4. Send emails to referees who haven’t booked their airline tickets, started their background screen process or submitted Minor Referee Forms, reminding them to do so.
    5. Request preliminary rooming list from the National Events Manager.
    6. Review preliminary rooming list, checking for any abnormalities.
      1. Opposite sex roommates, when not requested by both parties.
      2. Referees no longer on the hire list.
    7. Attempt to replace any referees who cancel.
    8. Send subsequent FINAL hire lists to the National Events Manager and the Assigners for the tournament as necessary.
  5. Three weeks prior to the tournament
    1. Make sure that all referees have made their airline reservations.
    2. Send emails to referees still listed as not booked.
    3. Attempt to replace any referees who cancel, as long as it can be done in a fiscally responsible fashion; e.g. local referees, referee within driving distance, or referee able to find inexpensive airline ticket.
    4. Develop a list of information to send to the referees prior to the tournament.
      1. Assigners, along with their cell phone numbers.
      2. Location and time of first day’s referee meeting.
      3. Hotel information.
      4. Airport to Venue transportation information.
      5. Breakfast location.
      6. Any rules changes (if applicable).
      7. General information (same at almost every tournament).
  6. Week prior to the tournament
    1. Send email to all referees with the information listed above.
    2. Send FINAL hire list to Assigners for the tournament and the National Events Manager.

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