Operations Manual of the Southwest Sectional Circuit Cup

Operations Manual of the Southwest Sectional Circuit Cup

The Southwest Sectional Circuit Cup (SSCC) is a collective effort of the member Divisions of the Southwest Section, USFA. Its purpose is to promote increased participation among all levels of fencers in tournaments outside their home Divisions, to provide elite athletes with serious fencing at Regional competitions, to increase the size and strength of tournaments throughout the Section, to better prepare fencers for competition on the National level, and to promote fencing in general across the Section.

Last Updated 6/25/03

I. Management and Oversight
I.A) Operation and management of The SSCC will be overseen by the Commissioner who will serve at the discretion of the Southwest Section USFA Executive Committee (hereafter refereed to as the Section EC). All day-to-day issues are referred to the Commissioner, but can be over-ruled by a majority vote of the Section EC. The Commissioner must make a yearly report at the general meeting of the Southwest Section on the state of the SSCC. The Commissioner will submit names of suitable individuals for the Vice-Commissionership and other positions, to the Section E.C.

II. Tournament Designation
II.A) The Voting Executive Board of each Division of the Southwest Section, USFA (Ark-La-Miss, Gulf Coast Texas, Louisiana, North Texas, Oklahoma, and South Texas) will designate one tournament to be held that season as that Divisionπs SSCC Competition. The Chair or Secretary of each Division is responsible for communicating to the Commissioner and the Section Chair the Name, Date, Venue, and Contact Person of the Competition on or before August 1st of the current fencing season. All SSCC Competitions should be completed 2 weeks prior to the Sectional Championships, where the final point tallies and prizes will be announced. The Section EC has the power to overrule a Divisionπs designation by a simple majority vote, and require that Division to resubmit a different LOC. At this time Border Texas Division, although part of the Southwest Section and the SSCC, is not a Designating Division. There number of SSCC events each year is therefore limited to six.
II.B) If a Division does not designate an SSCC Competition by August 1, then that Division forfeits its opportunity to hold an SSCC Competition for that fencing season. The SSCC Competition that would have been held in that Division will be awarded to another Division on the basis of random lot. In preparation for this, each Division may submit a secondary tournament to be designated should one or more Divisions not submit tournaments and their Division be designated by lot. The Commissioner and Sectional Executive Board reserve the right to overrule the lots and recast in the case a Divisionπs Secondary Designate falls too close to another SSCC Competition or is being hosted by the same Organizing Committee. In light of this, it is suggested that if a Division submits a Secondary Designate, that it be several months apart from, and not hosted by the same Organizing Committee as its Primary Designate. Each SSCC tournament will be hosted by a Local Organizing Committee (LOC), which is responsible for all tournament management and operations, within the structures of these guidelines, specifically with respect to the provisions in Article III (Tournament Operations). An LOC may be composed of a single fencing club, a partnership of clubs, a Division, or any combination thereof within a single Division. The Section EC reserves the right to over-rule a Divisionπs Designation if it does not feel that the LOC is capable of hosting an SSCC, or does not meet the criteria indicated in III.G.
II.C) When a Division Designates an LOC to host an SSCC Competition, it indicates its acceptance of all of the policies and directives of this document and that it will abide by them. The Designated Organizing Committee of each tournament, by allowing the tournament to be designated, also indicates its acceptance of all polices and directives. Failure to do so can result in that tournaments designation being reassigned to another tournament, upon majority approval of the Section EC. If in the opinion of the SSCC Commissioner, the preparations an LOC for hosting an SSCC event is taking do not constitute compliance, he will issue a written warning to the LOC, and notify the Section EC. One week the Section EC has been notified, or any time hence, either the Commissioner or the Section Chair may call a vote of the Section EC, at which SSCC Designation will be stripped from the tournament, and reassigned.
II.D) As soon as possible after all SSCC Competitions have been designated and the Commissioner receives from each Division its Designations or confirms its lack of Designation, a list of the Designated tournaments and dates will be posted on the Sectional Website. Within 2 weeks of the publication of the USFA National Tournament Schedule, all LOCπs will confirm which weekend in their period they intend to hold their tournament, and the other weekend will be released and dates will be posted to the Sectional Website. Once the final dates have been posted, further changes to the SSCC tournament schedule will require majority approval of the Section EC.

III. Tournament Operations
III.A) Each tournament that is designated an SSCC tournament will hold the following events: Mixed Epee, Mixed Foil, Mixed Sabre, Womenπs Epee, Womenπs Foil, Womenπs Sabre. Competition in more than one event per day is allowed provided it does not interfere with the smooth operation of the tournament, in the judgment of the Bout Committee.
III.B) The LOC is free to set the competition schedule for the tournament, provided it is limited to 2 days of competition, fencing is scheduled to be completed by 7pm on Saturday and 5 pm on Sunday, and the required events are held. The schedule shall NOT be constructed to prohibit a person from fencing in both the Mixed and Women's Events in the same weapon.
III.C) Each LOC is free to set the entry fees for Competition. It is suggested that the Organizing Committee bear in mind when setting fees that a SSCC Competition is likely to draw large numbers of fencers such that a significant number of well trained, competent referees will be necessary to officiate. Pre-registration on either the AskFred.net system or the Section Website system should be used. LOCπs are encouraged to charge stiff late fees for late registration and even stiffer late fees for registration at the door.
III.D) The LOCπs are charged with ensuring that the SSCC Competitions are run smoothly and in a fair manner. A few of the matters that should be attended to are:
1) Pre-entering all computer entries based on pre-registration. To insure uniformity and consistency of tournament operations, and to simplify the training process of new Bout Committee personnel, all LOCπs MUST use one of the following computer programs and pre-registration systems:

A: The pre-registration system maintained on the Section Website in conjunction with the XSeed tournament program.

B: The FRED.net pre-registration and results system in conjunction with the Fencing Time tournament program.

C: Another system in which the LOC can prove competence and skill in running, and in the opinion of the SSCC Commissioner is capable of properly running an SSCC Competition.
2) Speedy registration of competitors.
3) Setting up the venue as much as possible the night before the competition, to include, marking down all strips (or laying down copper strips), laying down all power cables and as many boxes and reels and floor cords as possible, setting up all tables for each of the strips, operations committee, armourers, registration, concessions, vendors and chairs as necessary.
4) The Bout Committee should include a sufficient representation of each the Divisions present.

5) All SSCC LOCπs must comply with the directives of the Southwest Section Refereeπs Committee on matters regarding referee training, observations, and pay scales.

6) Having on hand plenty of clipboards, pencils, weights, shims, paper, timers, and all the other miscellaneous items necessary to put on a large tournament.
III.E) Each LOC is free to use the logo and name of the SSCC in promoting its tournament.
III.F) Each event held at a SSCC Competition in which points are earned will be age limited. Each competitor must meet the same minimum age requirements as for an Open North American Cup tournament held in that same fencing season.
III.G) Neither the Section Officers or the SSCC Commissioner are responsible for the smooth and efficient operation of any SSCC event. The primary responsibility at all SSCC events is with the Local Organizing Committee and the Designating Division. With this in mind, when selecting which event is going to be designated an SSCC event, the Division officers are encouraged to take the following into consideration, and the LOC should abide by the following directives:
1) The LOC should be composed of people who are well versed in the art of tournament operations, have the necessary experience to successfully plan and execute a large tournament and have a recent history of hosting successful tournaments and must show the source of the staff they intend to use to run the tournament.
2) The LOC should have access to a suitable venue.
3) The LOC should be willing to hire sufficient quantity and quality of referees as is deemed necessary.
4) The LOC should supply sufficient personnel for set up and tear down, to man registration, concessions and hospitality areas.
5) An dedicated Armourer and a dedicated Strip Tech (note this a minimum of TWO DIFFERENT PEOPLE!) involved in no other aspect of the tournament (Operations Committee, Bout Committee, Refereeing, fencing, etc) must be provided or hired for each day of the event.
6) Operations Committee personnel from the list maintained by the SSCC (Article IV D), or on the USFA National Bout Committee must be hired to run the event. At least one, non-fencing, non-refereeing, person from this list or on the USFA National Bout Committee MUST be provided or hired per day (note that he or she will need several volunteer assistants). It is also strongly suggested that multiple computers be used when running events in excess of 50 competitors.
7) A chief referee must be provided or hired who will be responsible for assigning referees to strips. This person should be well versed in the art of tournament operations and also capable of refereeing, particularly in the opening and final rounds. The chief referee will also be responsible for complying with all directives of the Southwest Section Refereeπs Committee. The Chief Referee of any SSCC event must not have has his or her primary duties that of an FOC examiner at that tournament, although he may assist the FOC examiner(s) in their duties and should coordinate his or her efforts with that of the FOC examiner(s).
If the personnel from the Organizing Committee feel they need assistance in any of these areas, numerous experienced individuals can be hired at all points of the Section. Contact the SSCC Commissioner if you need help finding them. It is the responsibility of the Local Organizing Committee and the Designating Division to ensure that these items are appropriately handled, not the responsibility of the Section Officers or the SSCC Commissioner. The Designating Division is also encouraged to consider which clubs have a history of supporting other SSCC events both within and outside of their own division by sending fencers, referees and equipment when deciding which tournament is to be designated an SSCC Event.

IV. Inter-Divisional and Sectional Support
Each LOC hosting a SSCC Competition also pledges its support for the SSCC Competitions held in other Divisions. This support includes the following:
IV.A) Each Division will attempt to avoiding scheduling another tournament on top of another Divisionπs SSCC Event. This includes all Open, Youth and Veterans Tournaments. Any club that schedules a tournament on top of a SSCC Event will not be eligible to host an SSCC Competition until approved by a majority of the Section EC. All Section EC members belonging to the same Division as the club in question shall excuse themselves from voting.
IV.B) Each Division will encourage as many fencers as possible to attend SSCC Competitions outside their Division.
IV.C) Each Division also pledges to supply at a minimum of 2 three-weapon scoring boxesand 4 reels and floor cords to the Organizing Committee of each SSCC Competition, should they be necessary, and is responsible for transport of their equipment to and from each tournament. The scoring box, reels and floor cords may be supplied from Divisional Equipment, may belong to a club in that Division or another Division or be supplied out of the Divisional Equipment of another Division. No compensation for the sets of boxes and reels is expected, but compensation may be given for the use of further equipment, at the discretion of the Local Organizing

Committee.
IV.D) The SSCC Commissioner (or designated assistant) will maintain a list of competent, skilled Operations Committee personnel, who posses the necessary skills and experience to run the computers at an SSCC event. This list will be posted on the Section Website. At least one person from this list, or on the USFA National Bout Committee must be hired or otherwise provided to run the computers for the event. Personnel wishing to be placed on the list should make themselves available to assist in this capacity at another SSCC event for training.

IV.E) SSCC Designated tournaments may (and SHOULD) include a flyer in one of the Section Mailings, and should contact the Section Secretary for the price and deadlines.

V. Points, Prizes and Head Tax
V.A) Points will be awarded in each category (Menπs Foil, Epee, and Sabre and Womenπs Foil, Epee and Sabre) as per the current table of points awarded at an Open NAC. For the Mixed events, any women competing in that competition will not receive points towards end of the year totals for the Menπs category. However, their names will not be removed from the list before awarding points to the men competing in that Event. Women MUST compete in the Womenπs Events to be awarded points. The LOC is responsible for submitting results to the SSCC Commissioner in a timely manner.
V.B) A head tax of $1 per entry in each event in which points are awarded will be collected by the LOC of each SSCC Competition. The head tax will be paid to the Sectional treasurer. Any Local Organizing Committee that fails to submit the entire head tax within 60 days after the competition is held will be prohibited from being designated a SSCC Event in the future. The Section EC may consent to allow a banned tournament to be designated again by a majority vote. Any member of the Section EC that is a member of the Division in which the banned tournament is held shall excuse themselves from voting.
V.C) Prizes will be awarded as follows: Each competitors points will be totaled from their top 3 finishes (lowest three finishes will be dropped).
V.D) Tie breakers are as follows: top 4 finishes. top 5 finishes, top 6 finishes, Highest number of 1st place finishes, 2nd place finishes, 3rd place finishes, etc.
V.E) Each LOC Organizing Committee is free to give its own awards to individuals placing in its own tournament. However, the Southwest Section will not be involved or expected to contribute to the awards for individual tournaments. The running point totals will be posted on the Southwest Section Website as soon as possible following SSCC Competitions. Final awards will not be distributed until Sectional Qualifiers at the end of the fencing season.
V.F) Competitors from outside the Southwest Section who attend SSCC events are not eligible to recieve end-of-the-season prizes. Their placings however, are not removed from results before tabulating point standings.

VI). Definitions used within this document

SSCC ≠ Southwest Sectional Circuit Cup

Section EC ≠ Section Executive Committee

Operations Committee ≠ Personnel involved in the actual running of the tournament, including registration and computer operations. Must include at least one person from approved SSCC list or on USFA National Bout Committee. The functions of the Operations Committee include the strict but complete organization of the different events and the obligation to see that the Rules are

adhered to; they cannot decide on any departure from the Rules except when circumstances arise in which it is absolutely impossible to apply them. The Operations Committee is responsible for the technical organization of the competitions and for ensuring their smooth running.

Hence:

(a) It checks the entries;

(b) It draws up the pool sheets and direct elimination table, according to the rules for individual and team events;

(d) It examines complaints and solves them;

(e) It checks results with the help of the Organizing Committee;

(f) It prepares the subsequent events sufficiently in advance to be able to warn the fencers, officials and judges;

(g) It supervises the dissemination of results.

Anyone who is on the Operations Committee at an SSCC event MAY NOT operate in any other capacity at the tournament that day, including that of competitor, referee, or coach.

Bout Committee ≠ Committee of representatives from each division present, and the head of the LOC who will arbitrate all appeals as under articles t.97, o.60 and o.62 of the USFA Rules

LOC ≠ Local Organizing Committee. Responsible for all tournament publicity, setup and teardown as well as hiring all Operations Committee and Referee Personnel.

PRELIMINARY OPERATIONS COMMITTEE PERSONNEL LIST

Brenda Waddoups ≠ North Texas Division

David Aurzada ≠ North Texas Division

Carolyn Gresham ≠ Oklahoma Division

Bob Fiegel ≠ Oklahoma Division

Terry Harkey ≠ Ark-La-Miss Division

Clint Bowers ≠ Ark-La-Miss Division

Paul Schimelman ≠ South Texas Division

Bill Byrd ≠ South Texas Division

Sharon Espy ≠ South Texas Division

Rachel El-Saleh ≠ Gulf Coast Division

The SSCC is currently searching for responsible, knowledgeable, experienced Operations Committee personnel. If you feel you should be on this list, or you know someone who should be, or you would like to be TRAINED in the Art of Tournament Operations, please contact the SSCC Commissioner, David Sierra at oso97@hotmail.com.