REC Foundation Organizational Policy

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 throughout the season at a central or common location.  
  • Each school in a 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 elect to be identified as a single or multiple organization in a single program.  
  • Changes to the organizational address must be approved by the Team Engagement Manager or Regional Support Manager.

Exceptions:

  • Schools that have a JROTC program can register their JROTC teams as a separate organization if they 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 still 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 need for 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: 1234A, 1234B, 1234C
MS: 6543A, 6543B
HS: 9876A, 9876B
A Girl Scout troop has four teams, including two VIQC elementary and two VIQC 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 VIQC and VRC 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. VIQC Teams: 123A, 123B
VRC Teams: 321A, 321B
Or,
VIQC: 6543A, 6543BVRC: 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
Or,
Location 3: 5432A, 5432B
A school includes students ranging from K - 8th grade and will have teams that span multiple VIQC grade levels. The VIQC elementary teams are run by Coach A and the middle school teams are run by Coach B. The school can select 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 VRC program and an Aerial Drones 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.

VRC: 6543A, 6543B
ADC: 9876A, 9876B,
Or,
VRC: 6543A, 6543B
ADC: 6543A, 6543B

2023-2024 Competition Season Flat Organizational Fee

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

Flat Organizational Fee of $950 for up to 22 team registrations (US).

2023-2024 Competition Season Flat Organizational Fee Examples

Number of Teams in the Organization

Total Registration Fee for Organization

1 Team

$200

2 Teams

$350

4 Teams

$650

5 Teams

$800

6 Teams

$950

7-22 Teams

$950

68 Teams

$3,200*

*An organization of 68 teams will pay a registration fee of $3,200. They will pay 3 flat organization fees ($950 each) to cover 66 team registrations. They will pay $350 to cover the remaining two team registrations.

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:

  • VIQRC
  • VRC
  • VEX U
  • Aerial Drone Competition
  • TSA VIQRC
  • TSA VRC
  • Bell Advanced Vertical Robotics

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 refer to the Game Manuals located on RoboticsEducation.org for program specific age requirements.

Team Contact Definitions

There are many types of contacts associated with a team in RobotEvents.com: Primary Contact, Secondary Contact, 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.

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 Contact (required)

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

  • The Primary Contact 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 Contact. 
  • Any major changes to a team’s Robot Events account should be performed by the Primary Contact.
  • The Primary Contact is typically responsible for registering the team for the season and events, and for ensuring that payments have been made.
  • The Primary Contact is responsible for ensuring that REC Foundation Participant Release Forms are completed for each student on the team.
  • The Primary Contact usually attends events with the team.
  • The Primary Contact 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 Contacts can post questions in the Official Q&A systems on RobotEvents.com.
  • The Primary 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 the VEX U competition.

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 Contact.
  • 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 the VEX U competition.

Secondary Contact (optional)

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

  • The Secondary Contact is typically an “assistant coach” or other adult who will attend events when the Primary Contact cannot attend.
  • The Secondary Contact can complete team and event registrations, update Secondary, Financial, and Organizational Contacts, and assist with managing Student Participant Release Forms.
  • Primary and Secondary Contacts can post questions in the Official Q&A systems on RobotEvents.com.
  • The Secondary 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 the VEX U competition.

Organization/Administrative/District Contact (optional)

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

  • The Organization/Administrative/District Contact does not serve as the “head coach” or Primary Contact 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, or 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 the VEX U competition.