2019 Workbook - Scripps National Spelling Beespellingbee.com/sites/default/files/inline-files/LSES...

LOCAL SPONSOR EDUCATION SERIES

2019 Workbook

Table of Contents

How the Bee Works An Overview of the Scripps National Spelling Bee 3 CompletingYourProgram-SpecificForm 6 Navigating the Sponsor Portal 10

Helping Your Schools Enroll 13

Your Final Local Spelling Bee (available in late January) AnOverviewofFinalLocalBeeSeason PlanningYourFinalLocalBee SecuringOfficialsandConductingYourBee SharingYourBeeonSocialMedia

Bee Week in Washington, D.C. (available in February) Arranging Your Speller’s Trip to Bee Week ExplainingRSVBeeandOtherInitiatives

Welcome to the Local Sponsor Education Series Workbook!

WecreatedthisworkbooktohelpguideyouthroughthedifferentvideosincludedintheLocalSponsorEducationSeries,ournewtoolforcommunicatingimportantinformationyouneedtorunyourBeeprogram.

Eachsectionoftheworkbookincludesanin-depthlookatthetopicswecoverineachvideowithintheLocalSponsorEducationcourse,availablewhenyouloginatwww.spellingbee.com.Wehavealsoputtogethermoreinteractiveareaswhereyoucanincorporateinformationspecifictoyourlocalprogramandanotessectionattheendofeachsectionforyourconvenience.

Wehopethisworkbookandtheaccompanyingvideoserieswillbearesourcefor youthroughouttheplanningprocessforyourFinalLocalBeeandbeyond! Asalways,ifyouhaveanyquestionsorsuggestions,pleaseemailme directlyatnicole.dittoe@scripps.com

Thankyouforeverythingyoudoasalocalsponsorofthe ScrippsNationalSpellingBee!

Sincerely,

Nicole DittoeManager,LocalSponsorshipScripps National Spelling Bee

Local Sponsor Education Series 3

An Overview of the Scripps National Spelling BeeBelowisahigh-leveloverviewofthefocusofournationalofficeduringeachmonthoftheyear.

How tHe Bee works

JULYJUNE AUGUST

SEPTEMBER

DECEMBER

MARCH

OCTOBER NOVEMBER

JANUARY FEBRUARY

APRIL MAY

LOCAL SPONSOR RELATIONSHIPS

LOCAL SPONSOR RELATIONSHIPS

SCHOOL ENROLLMENT

FINAL LOCAL BEE SEASON

FINAL LOCAL BEE SEASON

BEE WEEK PREPARATION

BEE WEEK PREPARATION

SCHOOL ENROLLMENT

SCHOOL ENROLLMENT

SCHOOL BEE SEASON

SCHOOL BEE SEASON

SCHOOL BEE SEASON

4 Local Sponsor Education Series

June and JulyThe Bee works with local area sponsors throughout the summer months to ensure regions across thecountryhavespellingbeeprograms.Thisisalsowhentheschoolclassroomandcompetitionmaterialsaredevelopedfordistributioninthefall.

During the summer months, you should...ReturnyoursignedsponsorshipagreementbyearlyJuly.CompleteyourProgram-SpecificForm.ConfirmFinalLocalBeedateandanyintermediaryspellingbeedates,ifapplicable.

August, September, October and NovemberWhentheschoolyearbegins,weworkwithteachersandadministratorsatschoolsacrossthecountrytoenrollschoolsintheBeeprogram.Classroom-andschool-levelstudylistsandcompetitionguidesareavailableforschoolstodownloadanduseinadministeringtheirschoolspellingbeeprograms.

During the fall months, you should... Communicatewithschoolsinyourareaaboutenrollment.SecureapronouncerandjudgesforyourFinalLocalBee. DownloadtheDistrict Pronouncer Guide foruseinanyintermediaryspellingbees.

December and JanuaryMostschool-levelspellingbeestakeplaceattheendofthefallandbeginningofthespringsemesters.YourschoolswillknowwhentoholdtheirschoolspellingbeesbasedonthedeadlineyouprovideinyourProgramSpecificForm.

During the winter months, you should...DownloadinformationaboutyourRegisteredSchoolChampions,ifapplicable. FinalizeplansforyourFinalLocalBee.LookoutforyourFinalLocalBeeKitviamailinlateJanuaryorearlyFebruary.

February and MarchDuringFinalLocalBeeseason,localareaspellingbeesacrossthecountrydeterminethespellerswhowillrepresentlocalsponsorsduringBeeWeek.

During Final Local Bee Season, you should... ProvideyourpronouncerwiththeFinal Local Bee List onceyoureceiveit.Printplacardsandcertificatesforyourbeeparticipants.Reachouttolocalmediaorganizationsaboutyourevent.

Local Sponsor Education Series 5

April and MayOnceFinalLocalBeeseasonends,ourplanningforBeeWeekkicksintohighgear.Spellersregister withournationalofficethroughspellingbee.com,andweusetheinformationtheyprovideto preparefortheweek.Finally,thenationalfinalsbegins,andweendtheweekofMemorialDaywith anewnationalspellingbeechampion!

During the spring months, you should... Workwithyourchampion’sfamilytobookhotelaccommodationsforBeeWeek.EnsureyourchampionhasregisteredforBeeWeekwithourofficeatspellingbee.com.SpreadthewordabouttheScrippsNationalSpellingBeeonlineandthroughlocalnews.

Notes

6 Local Sponsor Education Series

Whenchoosingadate,youwillwanttoconsiderthefollowingpotentialschedulingconflicts:• Schoolbreaks,includingwinterandspringvacation,forschooldistrictsinyourarea• Potentialweatherdistrubancesbasedonyourarea’sclimate• Nationalandreligiousholidays• Standardizedtestingdates• Lengthofyourspellingbeebasedonthenumberofstudentsparticipating

ThesefactorscanhelpdetermineifyouneedtohaveyoureventlaterduringtheFinalLocalBeewindow(if,forinstance,yougenerallyhavesnowyoricyconditionsthroughoutthemonthofFebruary)orifyoureventshouldtakeplaceonaweekenddayversusaweekday(ifyouhavealargenumberofstudentscompeting,whichcouldcauseyourcompetitiontolasttoolateintotheeveningforaweekday).

Completing Your Program Specific FormYourProgramSpecificFormiswhattheBeeusestokeepschoolsinyourareainformedaboutyourlocalareaspellingbeeprogram.Themoreinformationyouincludeinyourform,themoreschoolswillknowaboutyourprogram!

Let’swalkthroughthesectionsofyourProgramSpecificFormtogether.

Key ContactsYourmaincontactinformationwillappearatthetopofthepage.Tochangeanyofthisinformation,youcanclickMy Spelling Bee Program,thenEdit My Profile.

Inthissection,youshouldletusknowifwecanshareyourkeycontact’sinformationwithschoolcoordinatorswhogetintouchwithus.Thereisalsoaboxforincludinganadditionalcontact’sinformation.

Final Local BeeFirst,youwillneedtochooseadateforyourFinalLocalBeefromthedropdownlistofBee-sanctioneddates:

How tHe Bee works

MARCHFEBRUARY

Local Sponsor Education Series 7

Inthissection,youshouldalsofillinotherinformationaboutyourFinalLocalBee,includingthenameoftheevent,thelocationandtimeofyoureventandanyotherdetailsyouwouldlikeustosharewiththeschoolsinyourarea.

Theseadditionaldetailsmightinclude:• instructionsforparkingatyourevent• alinktoyourorganization’swebsitewithadditionalinformationaboutthespellingbee• thetimeandlocationofyourevent’sregistration• whoisallowedtoattendyourevent• ifyouwillincludevocabularywithinyourspellingbee

Qualifying for the Final Local BeeItisveryimportantthatyourschoolcoordinatorshavethecorrectinformationregardinghowtheirschoolspellingbeechampionswilladvancetoyourFinalLocalBee.

Inthissection,youshouldbeginbydeterminingthedatebywhichschoolcoordinatorsmustadministertheirschoolspellingbeeandselecttheirschoolspellingbeechampion.Mostoftheseschool-levelspellingbeestakeplaceinDecemberandJanuary,butwefindithelpfultobeginwiththeFinalLocalBeedatethatyoudeclaredaboveandworkbackwardbasedontheamountoftimeyouwillneedtoplanforyourevent.

First,determinehowmanylevelsofcompetition,ifany,willoccurbetweenschoolspellingbeesandyourFinalLocalBee.Ifstudentswillcompeteinadistrict spelling bee beforeyourFinalLocalBee,thereisonelevelofcompetitionbetweenyourschool-levelandFinalLocal-levelspellingbees.

Ifstudentswillcompeteinadistrict spelling bee andthenaregional spelling bee,therearetwolevelsofcompetitionbetweenyourschool-levelandFinalLocal-levelspellingbees.

Onceyouhavedeterminedthenumberoflevelsyourlocalareaspellingbeeprogramwillcontain,usethechartonthenextpagetoworkbackwardfromyourFinalLocalBeeDatetoyourSchoolSpellingBeeDeadline.

Registering Your School Champion(s)IfyouelecttohavetheBeecollectyourSchoolChampionRegistrations,youwillneedtofilloutthefieldstoletusknow:• whenschoolcoordinatorsmustregistertheirchampion(s)by,• howmanychampionswillregisterperschool,• ifyouwantinformationforalternates,• ifschoolcoordinatorsshoulduploadaphotoofthechampion(s),• whatinformationyouwouldlikeschoolcoordinatorstopassalongtotheirchampion(s)parents’,• anduptothreeadditionalquestionsyouwouldlikeustoask.

IfyoudonotwanttheBeetocollectyourSchoolChampionRegistrations,pleaseincludeinstructionsforhowyourschoolcoordinatorswillregistertheirschoolchampion(s).

8 Local Sponsor Education Series

START HERE

Final Local Bee

FINALLOCALBEEDATE

WILL THERE BE AN INTERMEDIARYLEVELOF

COMPETITION?

YES NONext Level of Competition

WILL THERE BE ANOTHER INTERMEDIARYLEVELOF

COMPETITION?

YES NO

Next Level of Competition

WILL THERE BE ANOTHER INTERMEDIARYLEVELOF

COMPETITION?

YES NO

Next Level of Competition

WILL THERE BE ANOTHER INTERMEDIARYLEVELOF

COMPETITION?

YES NO

School Spelling Bee

SCHOOL SPELLING BEE DEADLINE

TIMENEEDEDTOPLANFORFLB

_________________-LEVEL BEE DATE

TIMENEEDEDTOPLANFORNEXTLEVELOFCOMPETITION

_________________-LEVEL BEE DATE

TIMENEEDEDTOPLANFORNEXTLEVELOFCOMPETITION

_________________-LEVEL BEE DATE

TIMENEEDEDTOPLANFORNEXTLEVELOFCOMPETITION

Local Sponsor Education Series 9

Deadlines and Important DatesInthissection,youcancreatealistofdatesanddeadlinesyourschoolcoordinatorsneedtoknowtosuccessfullymanagetheirschool-levelspellingbeeprograms.Thislistmightinclude:• thedeadlineforschoolspellingbeestotakeplace,• thedateofyourFinalLocalBeeandanyintermediarycompetition(s),• thedeadlineforschoolcoordinatorstoregistertheirschoolchampion(s),• datesanddeadlinespertainingtoschoolenrollmentor• remindersforschoolcoordinatorstodownloadschoolcompetitionmaterialsanddistribute

studyliststostudents. Thisclear,conciseformatwillhelpschoolcoordinatorsplanaheadandseehowtheirschoolspellingbeefitswithinyourprogram.

RestrictionsTheScrippsNationalSpellingBee’seligibilityrequirementsincludeourage/grademaximum.Wedonotsetanage/grademinimumforthenationalfinals.

However,youhavetheoptiontospecifyaminimumgradelevelforparticipationinyourprogram.YoumayalsodeterminewhetherpreviouswinnersofyourFinalLocalBeeareeligibletocompeteinyourprogram.

LogosFinally,youhavetheoptionofuploadinguptotwologosthatwilldisplayalongsideyourprogram’sinformationforyourschoolcoordinators.

Youmaywishtouploadyourorganization’slogo,aco-sponsor’slogoorevenyourspellingbeelogo,ifyouhaveaspecificeventlogo.

Notes

10 Local Sponsor Education Series

Navigating the Sponsor PortalWecreatedtheSponsorPortalasawayforyoutoaccesseverythingyouneedtorunyourlocalareaspellingbeeprograminoneconvenientlocation.ThefollowingsectionswillwalkthrougheverythingyoucanfindintheSponsorPortal.

My Spelling Bee ProgramProgram-Specific InformationThisinformationwillhelpyourschoolcoordinatorsplantheirschoolspellingbeesandstayintheknowaboutthedifferentelementsofyourlocalareaprogram.Besuretosubmittheprogramspecificformthroughthetwo-stepsubmissionprocessonceyouhavefilledineverythingpertainingtoyourspellingbee,whichwecoveredonpages6-9.

Edit My ProfileThissectionwillallowyoutoeditimportantsponsorinformation,suchasyourkeycontactinformation,billingdata,shippingdataandthedateofyourFinalLocalBee.

Certificate/Placard MakerShouldyouwishtouseourcertificate/placardmakerwhenpreparingforyourFinalLocalBee,we’veincludedtheseelementswithinMy Spelling Bee Program.

Theplacardmakerwillcreatethecompetitionplacardsforyourevent,allowingyoutoincludealogo,numberingandschoolinformationtakendirectlyfromyourlistofenrolledschools.

Theparticipationcertificatewillcreateaparticipationcertificatewiththesponsornamethatyouinclude,whichyoucanthendownloadandprintforyourspellingbeeparticipants.

Sponsor Payment ReceiptsWhensponsorpaymentsareduefollowingschoolenrollmentseason,youwillbeabletoaccessareceiptforyoursponsorshipfee.

Registered School ChampionsIfyouchoosetohavetheBeecollectSchoolChampionRegistrationsthroughoursystem,youwillbeabletoaccessallofthedatacollectedaboutyourarea’sschoolchampionshere.

Sponsorship AgreementForyourreference,yoursponsorshipagreementisavailableasaPDFforyoutodownloadand/orprint.

How tHe Bee works

Local Sponsor Education Series 11

CommunicationsSchool Enrollment CommunicationsWereachouttoalltheschoolsinyourareathathavepreviouslyenrolledintheScrippsNationalSpellingBeeprogramtoletthemknowwhenenrollmentisopenforthenewschoolyear.Youmayalso wish to use the Communication Template toencourageyourschoolstoenrollandprepareforyourlocalareaspellingbeeprogram.

Resources for Your Final Local BeeWehaveincludedavarietyofresourcestohelpyougetthewordoutaboutyourFinalLocalBeeandconductyourcompetition.Inparticular,youmaybeinterestedin:• anewsreleasetemplatetocustomizeandsharewithlocalmediaoutlets,• ascriptforconductingyourFinalLocalBee,• instructionsforusingyourFinal Local Bee List • aselectionofvideos,courtesyoftheBee,foruseduringyourFinalLocalBeeand• arecordkeepingtemplateforyourjudgestousewhenadministeringyourcompetition.

WeencourageyoutotakealookatthematerialsincludedunderCommunications andtailorthem

toyourspellingbeeprogram.

ReportsThevariousreportsavailableintheSponsor Portal pertaintotheschoolsinyourlocalareaspellingbeeprogram.Weprovideavarietyofoptionsforhowthisdataisdisplayedanddownloaded.

The School Enrollment List givesyoutwolistsofschools:thosewhohavealreadyenrolledinyourprogramandthosewhoarelistedaspendingpaymentinoursystem.YoucansorttheselistsbySchoolType,SchoolName,CityandState,andyoucanalsosearchthelistsforkeywords.

The School CSV Export generatesanExcelCSVfilethatincludestheschoolinformationfieldsthatyouselect,fromkeycontactinformationtoenrollmentstatus.

The Detail Enrollment Report includesbothenrolledandpendingschoolswithschoolnameandmaincontactinformation.

YoucanaccessinformationaboutRegistered School Champions following the registration deadlineyousetforschools.

Finally,theSchool Email List givesyoualisteofemailaddressesforthekeycontactsatyourschools,whichyoucansimplycopyandpastetoeasilysendemailmessagestoalltheschoolsinyourarea.

GuidesTheBeecreatestwodifferentlistsofwordsforlocalareacompetition:theDistrict Pronouncer Guide andtheFinal Local Bee List.

12 Local Sponsor Education Series

Ifyourlocalareaprogramincludesanintermediaryspellingbeebetweentheschool-levelspellingbeesandtheFinalLocalBee,youshouldusetheDistrict Pronouncer Guide toadministerthisspellingbee.ItwillbeavailabletodownloadintheGuides sectiononOctober31.YouwillautomaticallyreceivecopiesoftheFinal Local Bee List viaFedExbeforethedateofyourFinalLocalBee.ItwillbeincludedalongsideyourFinal Local Bee Kit withprizesfromtheBee’ssponsorsandinformationforyourFinalLocalBeechampionaboutregisteringforBeeWeek.

School MaterialsWehaveincludedcopiesofalltheschoolmaterialsthatschoolcoordinatorshaveaccesstooncetheyenrollintheScrippsNationalSpellingBeeprogram.

These materials are included for your reference only, and we ask you do not reproduce or distribute these materials at any time.

Sponsor BeehiveThe Sponsor Beehiveisourmonthlye-newsletterforlocalareasponsors.YouwillautomaticallyreceiveeachissuefromAugusttoMayeachyearwithspellingbeenewsandinformationtohelpyouadministerasuccessfullocalspellingbeeprogram.YoucanaccessanarchiveofpastissuesherewithintheSponsorPortal.

Teacher’s BeehiveWehaveasimilare-newsletterforteachersthatissentoutonabiweeklybasis.IfyouwouldliketobeincludedinthedistributionlistfortheTeacher’s Beehive,youmayenteryourcontactinformationthrough the Sponsor Portal.Youcanalsoaccessanarchiveofpastissueshere.

Bee Week InformationAspartofyourorganization’ssponsorshipofyourlocalarea,youareresponsibleforprovidingyourFinalLocalBeechampion’shotelaccommodation.Youmayalsowishtoprovidefinancialand/orplanningassistanceforyourchampion’straveltoNationalHarbor,Maryland,andforadditionalexpensesduringBeeWeek.

AswegetclosertoBeeWeek,wewillprovidemoreinformationabouthowyoushouldbookyourchampion’shotelaccommodationandotherdetailsyoushouldsharewithyourchampionandtheirfamily.

Notes

Local Sponsor Education Series 13

Helping Your Schools EnrollTheBee’seligibilityrequirementsstatethatallnationalfinalistsmustattendschoolsthatareenrolledintheScrippsNationalSpellingBeeprogram.ThisrulemeansthatanystudentwishingtotakepartinyourFinalLocalBeemustattendaschoolinyourterritorythatisenrolledwithus.

Whenschoolsenrollatspellingbee.com,theypayanenrollmentfeeandreceiveaccesstotheTeacherPortal,ourpassword-protectedteachers-onlyareaofspellingbee.comwithstudylistsandcompetitionmaterialsforteacherstousewhenconductingaschoolspellingbeeprogram.

Ourenrollmentperiodisbrokenupintothreesections:

How tHe Bee works

Pre-enrollmentApril 17 to August 21, 2018

Schools that pre-enroll reserve their space in the Bee program for $160perschoolbutdonothaveaccessto2019materialsuntilAugust22.Eachschoolreceives25freeWordClubPremiumaccountsforstudentstouseforstudying.

1Early enrollmentAugust 22 to October 16, 2018

Schoolsthatregisterduringtheearlyenrollmentperiodreceiveimmediateaccesstoallspellingbeematerialsandpaythediscountedpriceof$160perschool.

2Regular enrollmentOctober 17, 2018 to January 30, 2019

Schoolsthatregisterduringtheregularenrollmentperiodreceiveimmediateaccesstoallspellingbeematerialsandpaytheregularpriceof$235perschool.

3IfyouwouldliketocloseenrollmentinyourareabeforethefinalenrollmentdeadlineofJanuary31,2019,simplyletusknowatspellingbee.com/contact.

14 Local Sponsor Education Series

Weencourageyoutogetintouchwiththeschoolsinyourareawhohavepreviouslyenrolledusingthe Communication Template in the CommunicationssectionoftheSponsorPortal.Remindingschoolspellingbeecoordinatorsaboutyourlocalprogramandthedatesanddeadlinesassociatedwithitwillencouragethemtoenrollearlyandgetaheadstartontheirschoolspellingbeeprogram!

Hereareafewotherwaysyoucansharethenewsaboutschoolenrollmentandyourlocalareaspellingbeeprogram:• Reachingouttorepresentativesatschooldistrictsinyourarea• Sharingenrollmentinformationonyourorganization’swebsiteandsocialmediachannels• SpeakingwithlocalTVandradionewsorganizationsaboutenrollmentandyourprogram

Weappreciateeachandeveryeffortyoumaketogetschoolsenrolledinthespellingbee!

Calculating Your School CreditsAsrecognitionoftheworkyoudowithschoolsinyourarea,wearepleasedtoprovideyouwithfinancialcreditsforeachschoolthatenrollsinyourlocalprogram.

OnFebruary1,2019,wewillcalculateyourTotalCreditEarnedusingthefollowingvalues:

$18 for each school enrolled in your areaor

$10 for each home school family enrolled in your area

Forexample,let’slookatanareawith100schoolsand20homeschoolfamiliesandcalculateitsTotalCreditEarned.

(100 schools x $18) + (20 home school families x $10) = $2,000

Inthisexample,the$2,000TotalCreditEarnedisgreaterthantheSponsorFeeof$1,925.Wewouldsendthissponsoracheckforanythingthesponsorhasearnedincreditsabove$1,925.

$2,000 - $1,925 = $75 owed to Sponsor

IftheTotalCreditEarnedislessthanthe$1,925SponsorFee,thesponsorwillreceiveaninvoicefortheamountowedtotheBee,andpaymentinfullwouldbeduebyMarch31,2019.Forinstance,anareawith50schoolsand10homeschoolfamilieswouldhaveaTotalCreditEarnedoflessthan$1,925.

(50 schools x $18) + (10 home school families x $10) = $1,000

Therefore,thatareasponsorwouldreceiveaninvoicefortheremainderoftheSponsorFee.

$1,925 - $1,000 = $925 owed to the Bee

Local Sponsor Education Series 15

Now,let’stakealookatyourestimatedTotalCreditEarned.

Estimated Number of Enrolled Schools x $18 per school = $

Estimated Number of Home School Families x $10 per family = $

Estimated Total Credit Earned = $

Sponsor Fee $1,925 - Estimated Total Credit Earned $ = $

Notes

OUR PURPOSE IS TO HELP STUDENTS 

IMPROVE THEIR SPELLING,

INCREASE THEIR VOCABULARIES,

LEARN CONCEPTS AND

DEVELOP CORRECT ENGLISH USAGE

THAT WILL HELP THEM ALL THEIR LIVES.

WWW.SPELLINGBEE.COM

SCRIPPS NATIONAL SPELLING BEE ALL RIGHTS RESERVED.

Our purpose is to help students improve their spelling,

increase their vocabularies, learn concepts and develop

correct English usage that will help them all their lives.