FLL Coach Conference Call – January 8, 2026

FLL Coach Conference Call-20260108_190300-Meeting Recording.mp4

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Meeting notes:

• Tournament Readiness and Participation Expectations: Mel addressed concerns about team readiness for the tournament, emphasizing that full preparedness is not required and encouraging all teams to participate for the experience, with input from coaches and examples of rookie teams performing well.
  • Defining Readiness: Mel clarified that being ‘ready’ for the tournament does not mean having completed all missions or achieving perfection, but rather being willing to participate and learn from the experience, regardless of the team’s current state.
  • Value of Participation: Mel highlighted that the primary value of the tournament is the learning experience, including presenting to judges, sharing ideas with other teams, and handling pressure, rather than focusing solely on winning.
  • Managing Expectations: Mel advised coaches to set realistic expectations to reduce stress on students, suggesting that approaching the event with a positive, growth-oriented mindset leads to a better experience for everyone involved.
  • Encouragement for New Teams: Mel shared that rookie teams have sometimes outperformed more experienced teams, reinforcing the message that all teams, regardless of experience, should commit to attending the tournament.
• Team Registration and Compliance Requirements: Mel provided detailed instructions on team registration, including the need for two cleared coaches, completion of the Youth Protection program, and specific requirements for California teams, as well as the importance of weekly status updates.
  • Weekly Status Updates: Mel explained that teams will receive weekly email updates regarding their registration status, including team numbers, names, event registration status, and coach compliance.
  • Coach Clearance Process: Mel outlined that each team must have two coaches who have completed the Youth Protection program, and for California teams, a live scan background check is also required for all volunteers.
  • Administrator Role: Mel clarified that administrators are only needed if someone other than the coach, such as a school treasurer, is handling payments and administrative tasks.
• Tournament Day Procedures and Judging Process: Mel described the step-by-step procedures for tournament day, including check-in, coaches’ meetings, judging sessions, practice matches, and the use of rubrics, with a focus on process over product.
  • Check-In and Roster Requirements: Teams must bring a printed roster from the FIRST dashboard, which serves as their entry ticket, and ensure all youth members have completed consent forms.
  • Coaches’ Meeting and Judging Flow: After check-in, one coach per team attends a meeting for last-minute updates, followed by judging sessions where teams present their innovation projects and answer judges’ questions.
  • Judging Session Structure: Judging sessions include a two-minute setup, five-minute project presentation, five-minute Q&A, robot discussion, and final feedback, with coaches observing but not participating.
  • Rubrics and Evaluation Criteria: Mel emphasized that teams are evaluated on process rather than product, using rubrics that cover areas such as design, innovation, iteration, and communication, with equal weighting for all four main areas.
• Robot Game Rules and Match Logistics: Mel explained the logistics of the robot game, including practice and official matches, pit area setup, field procedures, scoring, and the importance of understanding the rulebook and cycle time.
  • Practice and Official Matches: Teams participate in a morning practice match that does not count toward their score, followed by three official matches in the afternoon, with the best score counting.
  • Pit Area and Equipment: Each team is assigned a pit table for robot work and charging, with guidelines on what can be brought into the gym and field area.
  • Field Procedures and Referee Interaction: Teams must place all robot parts in the launch area, request referees to fix any field issues, and follow the rule that only two technicians are allowed at each side of the field at a time.
  • Scoring and Rulebook Familiarity: Scores are shown electronically for team approval, and Mel advised teams to thoroughly review the rulebook, especially regarding interruptions, restarts, and maximizing points.
  • Cycle Time Considerations: Mel encouraged teams to practice and optimize their robot’s cycle time for efficient mission completion within the 2.5-minute match duration.
• Parent Registration and Communication Challenges: David, Brian, Nicole, and Mel discussed challenges in getting parents to register their children, including language barriers, authentication issues, and shared strategies such as using QR codes, parent meetings, translators, and communication apps.
  • Parent Registration Process: Mel explained that after two coaches are registered, coaches can generate a QR code or link for parents to register their children, and suggested sending these home or via email.
  • In-Person Registration Support: Mel recommended holding parent meetings with available laptops to assist less tech-savvy parents in completing the registration process on-site.
  • Language and Translation Solutions: David raised the issue of needing a translator for non-English-speaking parents, and Mel suggested using Google Translate or seeking community members who can help, while Nicole mentioned that some registration platforms and communication apps offer language options.
  • Authentication and Technical Barriers: Brian noted that recent changes to the authentication protocol caused confusion among parents, with some systems being flagged as suspicious by home computers, and Mel acknowledged the process remains somewhat cumbersome due to legal requirements.
  • Communication Tools: Nicole shared that using the Team Snap app helps streamline communication with parents, allowing for reminders and direct messaging, and noted that it supports multiple languages.
• Tournament Schedule and Staffing Updates: Mel announced the upcoming tournament schedule, introduced Priscilla as a new tournament coordinator, and explained the increasing need for additional support due to scheduling challenges.
  • Upcoming Tournament Dates: Mel stated that the first tournament will be held on February 1 in Colorado, with several more to follow shortly after.
  • Staffing and Support: Mel introduced Priscilla as a new team member who will help coordinate tournaments, and assured teams that Mel will remain available for support via phone or video chat during events.

Follow-up tasks:

• Parent Registration Support: Identify and arrange for a translator or alternative language support (such as Google Translate or a community member) to assist non-English-speaking parents with the student registration process. (David)