SCUDEM IV 2019 Local Site Host Coordinator Guide

SCUDEM logo

Local Site Host Coordinator Guide SCUDEM IV 2019

SIMIODE Challenge Using Differential Equation Modeling

Throughout this document the following abbreviations are used:

(SL) – SIMIODE leadership

(ST) – SIMIODE Technical Staff

(HC) – Local Site Host Coordinator

(SA) – SCUDEM Assistant

(ST) – Student Team

(LG) – Local Site Host Coordinator Group

Purpose

The purpose of SCUDEM is two-fold.

  1. Provide student teams of three challengers an opportunity to use differential equations in a modeling setting, to meet other students interested in the same activities, and to participate in a fun MathBowl.
  2. Provide team Coaches and other faculty an opportunity to experience modeling using differential equations, see SIMIODE as a rich set of resources for teaching materials, network with like-minded faculty, share in the joy of students applying mathematics, and take a Faculty Development Workshop.

Team Composition

  1. All teams must have a faculty coach (graduate student or faculty or administrative staff).
  2. Teams of two are acceptable, but three is best for student learning.
  3. Student challengers must be enrolled in high school or be an undergraduate student.

Role of Coach

Coaches will promote the challenge; invite, encourage, select, and team up groups of students; prepare students on overall modeling efforts; and perform logistics of getting to local site (or being part of the local site effort at their school). Coaches are NOT to engage students in discussions or assist student teams in any way during the challenge period, 1 - 9 November 2019.  After the event debrief students on their experience, perhaps having them give a presentation about their model and their experience to department or math club activity; and receive and distribute certificate awards. See Role of Coach section below for more details.

Coach/Team Resources:

  1. COMAP-SIAM. 2016. GAIMME: Guidelines for Assessment and Instruction in Mathematical Modeling Education. Free and available at www.comap.com/Free/GAIMME/ .
  2. Math Modeling: Getting Started and Getting Solutions. 2017. SIAM Modeling Handbooks and videos. https://m3challenge.siam.org/resources/modeling-handbook .
  3. Secrets of the Mathematical Contest in Modeling, Kelly Cline.
  4. SCUDEM I 2017 Problem Author Comments.
  5. SCUDEM II 2018 Problem Author Comments.
  6. SCUDEM III 2018 Problem Author Comments  - IN Preparation.

Setting

On 1 November 2019 at one minute after midnight SIMIODE will post three modeling problems and student teams will then select one on which to work. On Challenge Saturday, I November 2019, teams (along with their faculty coaches) assemble at a local site for a day long set of activities with hard copies of the team’s two page Executive Summary + 1 page for references and material for a 10 minute Presentation on the model of their choice.

Sufficient paper copies of the Executive Summary are to be turned in at Registration for early judging. (HC) will inform teams of the necessary number; one copy per visiting coach and local guest judges. When presented with an additional issue at 9:00 AM Local Time the teams are to address that issue in their Presentations only.  The teams are NOT to rework their model, but rather indicate how they might incorporate the issue and what they believe should happen to their model. The time allotted to address the additional issue is an hour and half.

Structure

Coaches are to register their team during the registration period, 1 August 2019 – 18 October 2019, and both Coach and individual Team members need to register in SIMIODE community at www.simiode.org/register . Coaches and Team members will be placed in groups within the SIMIODE community for communication.

SCUDEM IV 2019 involves a week of modeling activity at home institutions for student teams and a one day Challenge Saturday, 9 November 2019, at a local host site of their choice (using first, second, and third choices of sites) from a list provided on-line by SIMIODE.

On Challenge Saturday, 9 November 2019, teams take time (1.5 hours) during the morning to incorporate an additional issue into their model for Presentation while faculty (coaches and guests) judge the Executive Summaries from participating teams.  Later in the morning both faculty and students participate in development program which engages them in live modeling scenarios to experience the joy of modeling and form the basis of discussions about the value of modeling in learning and teaching differential equations. After lunch student challengers participate in a fun MathBowl as a team lead by SCUDEM Assistant (SA) while faculty share in a more teacher focused Faculty Development workshop. At 2:00 PM teams, in parallel sessions, present their models for judging. Additional local and visiting faculty may wish to engage here, both as audience members and judges. Additional students, while encouraged to attend, will not be judges. The day wraps up with closing ceremony and announcement of awards.

Financial Arrangements

All teams have a $100 US Registration Fee to cover Faculty Development participation and each team entry.  Registration fees must be paid through SIMIODE's PayPal portal which will be open and dedicated to registration issues from 1 August 2019 – 1 November 2019. We are extending free registrations to schools in developing countries as an outreach mission of SIMIODE.

Host sites will receive a stipend of half the visiting registration fees of teams at their site and ALL of their own local site team registration fees, when the challenge is held at that local site.  In the event of consolidation of sites, the original host site full fees will be applied to the consolidating host site. However, in the event the local site decides to "stay at home" and do SCUDEM locally then half their registration fee will be returned to them. Due to the rich mix of faculty and students, larger gatherings are encouraged over smaller or singleton events.

Support

For a successful SCUDEM IV 2019 Challenge Saturday there needs to be preparation, locally and by SIMIODE. In this document we specify local actions necessary for success and indicate support from SIMIODE.

Keeping Host Coordinators Informed on Number of Visiting Teams

Beginning on 1 August 2019 and every week thereafter we shall post a spreadsheet in the SCUDEM IV 2019 Local Site Host Coordinator Group   under Files. In this file we will list visiting teams who have registered for SCUDEM IV 2019 by host school with the following information on the visiting teams: school name, city, state, country, coach name, and coach email. In this way local site host coordinators will be made aware of the number of visiting teams coming to their schools along with contact information for each visiting team’s faculty coach. A reasonable number of teams at a local site would be 12 (11 visiting and 1 home team), but this will vary.

Local Site Host Coordinator Responsibilities

  • Be sure to register at SIMIODE. We will then place you in (1) Teacher Group, (2) Local Site Host Coordinator Group, and (3) Coaches Group so you are fully informed.
  • Secure rooms for meeting and small team meetings (about 12 total); 6 with computer projection.
  • Determine parking area and permits and contact food service that extra guests will buy their lunch.
  • Secure visitor Wi-Fi access for all visitors.
  • Promote SCUDEM IV 2019 at local site through curated email lists and outreach materials (customizable flyer and invitation message template) provided by SIMIODE as well as self-generated contacts.
  • Consider promoting SCUDEM to cognate area faculty and students, e.g., biomathematics, physics, engineering, chemistry.
  • Print out registration materials/forms (~200 sheets) for coach and team – provided by SIMIODE.
  • Offer registration area and process on Challenge Saturday.
  • Provide modest refreshments of coffee, tea, juice, and goodies upon morning arrival. Visiting teams are expected to pay for their lunch in the in host site’s dining facilities.
  • Conduct opening (greetings, introductions, room assignments, etc.) and closing ceremonies (announcement of awards, presentation of certificates - if possible, and safe journey home wish).
  • Local site DOES NOT need to supply lunch or awards.
  • Keep to provided schedule during Challenge Saturday – or make local adjustments as appropriate.
  • Lead two session Faculty Development workshop sessions with scripted materials supplied by SIMIODE. First session engages faculty and students in Modeling Scenario activity. Second session addresses more pedagogical issues for faculty only. Best to recruit fellow colleague or able student assistant from home school or visiting school (ahead of time) to lead this workshop.
  • Conduct MathBowl – materials and script completely supplied by SIMIODE.
  • Record scores, challenge results, and award information and send to SIMIODE.
  • Collect and upload student team final Executive Summaries and Presentations.
  • Fill out and send to Coaches all team and individual award certificates – SIMIODE provides forms.
  • Accept a check from SIMIODE for half of the visiting and all local site registration fees.

SIMIODE will do everything else, including handle all finances, create all materials, promote local site visiting teams, and conduct pre- and post-event surveys.

Please DO NOT hesitate to seek clarification, ask questions, or make suggestions by sending a note to This email address is being protected from spambots. You need JavaScript enabled to view it..

Here we offer a timeline of necessary activities for success of SCUDEM.

Registration in SIMIODE

All participants (local site host coordinator, student team member, and team coach) must register for SCUDEM IV 2019. This enables communication between SIMIODE Leadership (SL) and individuals and teams. All Team Identification – members and coach, registration, and fee payments must be accomplished before close of registration on 25 October 2019.    

Advanced Preparation

Each team is to bring at least one laptop for their appropriate software.

General list of things to do OR Possibilities. All (HC) for Local Site Host Coordinator responsibility.

  1. Reserve (and set up) central Registration area with several tables for SCUDEM Assistants (SA) to register, hand out materials, and collect hard copy Executive Summaries from each team.
  2. Reserve rooms and room setup requests to include local network internet access.
  1. 1 large room to hold all participants – coaches, team members, guests for opening ceremonies in morning, MathBowl for students, and closing ceremonies in afternoon;
  2. 1 small room for each team in morning – depending upon the number of teams (on the order of 12);
  3. 1 classroom with tables for Faculty Development workshop for students, coaches, and faculty guests in morning and afternoon).
  1. Secure guest Wi-Fi access and print access instructions for guests.
  2. Contact IT services to make sure projector and computer interfaces work in venues
  3. Contact security about extra guests on campus/parking and determine parking areas.
  4. Make signs to the specific building where events will be held or give building identification for GPS.
  5. Contact college public relations or marketing department about publicity/photo/video.
  6. Possibility:  Contact student clubs/other groups about photo/video for local school publicity and SIMIODE use in promoting future SCUDEM events. SCUDEM has a FaceBook page for sharing.
  7. Contact food services about extra guests in the dining facilities and provide rough numbers. Ask your food service about dietary availability, e.g., gluten free and vegetarian. Advise visitors of meal costs.
  8. Engage two assistants (colleague or student) for preliminary work before Challenge Saturday and on the day of the challenge and meet with them before event. These are not participants in Challenge.
  9. Find coach (if not self) and three students for each home school's team(s) and register them.
  10. Provide any coffee/juice/breakfast/snacks for participants upon arrival as some have travelled long distances. Funds for this can come from the local site’s share of the registration fees.
  11. Promote and invite nearby schools to send a coach/team(s). SIMIODE Leadership (SL) provides curated email list of schools, template invite letter at Local Site Coordinator Group (LG), and customizable flyer for all to use.

About 4 months from challenge date:

Make initial requests for room reservations. Plan for one small classroom/conference room per team in the morning session, an extra classroom or conference room for faculty development, and a larger space (conference room, classroom, or auditorium, depending on the campus) for opening and closing remarks, as well as MathBowl or other activities during down time. Some of the initial classrooms will be reused for presentations later in the day (need computer driven projectors for presentations and for larger meetings, e.g., opening and closing ceremony, MathBowl challenge).

Most schools can receive confirmation of room reservations in less than a week. If the room reservation process takes longer on your campus, this request should be made as early as possible. At this point, ask about room setup (chairs, tables, and projection equipment) requests, when they should be made, and anyone else that should be contacted about this event.

About 3 months from challenge date:

Contact IT to find out about wireless guest Wi-Fi access for visitors (from their own laptops/cell phones). Also ask if someone from IT will be available on Challenge Saturday in case of any technology issues. Connectivity information should be printed out on a sheet of paper for each visitor and made available at Registration.

About 2-3 months from challenge date:

Contact security to ask about parking locations for SCUDEM visitors on campus and if anyone would be at the gate to direct traffic. Also contact marketing to ask about photography or videography of the event and/or writing an article for the college website or for local papers. Contact student clubs about photography or videography to capture the event for local publicity and SIMIODE use in promoting SCUDEM. Promote and invite nearby schools to send a coach/team. (SL) will do the same and provide curated email list of schools – all levels - and template letter at (LG). Contact your admissions office for outreach contact to exceptional high school programs in your area – admissions folks like getting good prospective students on campus! Reach out to cognate areas, e.g., physics, engineering, natural sciences, to engage faculty and student majors. Recruit a colleague from local site school or visiting school to lead the Faculty Development Workshop.  (SL) provides all workshop materials. 

About 2-3 weeks from challenge date:

Confirm room reservations and facilities about room setup and Registration Desk area.  Confirm with security where guests park. Obtain a supply of school stick-on name tags and writing pens for use at Registration Desk. Confirm with marketing or whoever if plan to provide photo/video of event. Contact food services about extra guests at lunch. Also reserve with them any snacks/breakfast/coffee you may want to provide guests. Recruit assistants to help on Challenge Saturday. Confirm coach and students who want to be on your school's team(s).

Print out forms for Challenge Saturday (available at (LG) in Files):

  1. WiFi access information (1 half sheet per participant)
  2. Judging Rubric (10 Executive Summary forms per team and 20 Presentation forms per team) – full page.
  3. Image Release form requiring signature at registration upon arrival (1 half sheet per participant).
  4. Integrity Statement form requiring signature at registration upon arrival (1 half sheet per participant).

On Challenge Saturday upon completion return forms (2) to respective coaches for immediate feedback to students. This is VERY MUCH appreciated. There is no need to keep copies of these forms.

Send forms (3) and (4) to SIMIODE, 26 Broadway, Cornwall NY 12518 USA or scan and send as pdf to This email address is being protected from spambots. You need JavaScript enabled to view it. .

SIMIODE AND LOCAL HOST COORDINATOR

Prepare Master Spreadsheet for Challenge

Before Challenge Saturday Local Site Host Coordinator (HC) is to assemble Master Spreadsheet (located in Files at SCUDEM IV 2019 Local Site Host Coordinators Group)  and after completion of Saturday Challenge events this completed sheet is to be sent to This email address is being protected from spambots. You need JavaScript enabled to view it.">This email address is being protected from spambots. You need JavaScript enabled to view it..  

This Master Spreadsheet is to be used locally with information filled in as the day moves on, e.g., at registration verify information on Coach and Team name and spelling; enter the Problem that the visiting team has chosen to work on, (A, B, or C);  average of Executive Summary and Presentation Scores (equal weight) under ES/PR Score and award designated by Local Coordinator with (SA) help – Outstanding, Meritorious, and Successful – ALL TEAMS get one of these awards – something on the order of 25% O, 50% M, and 25% S; enter all MathBowl scores, and designate top three prize scores for MathBowl team scores published – top score (and all who attained this score) is given First Prize, second highest score (and all who attained this score) is given Second Prize, and third highest score (and all who attained this score) is given Third Place.

Team Numbers (for schools with more than one team) written on Executive Summary hard copies only are to be assigned by (HC) as first come first served, #1, #2, . . . , #12, or more in Master Spreadsheet.

MOST IMPORTANT – At Registration give each student a small card or piece of paper and ask them to write down (anonymously) one number ONLY, namely the number of hours they spent individually and in team gatherings from the time the problems were released until registration at Challenge Saturday. Collect these and place individual numbers in left hand column in Master Spreadsheet BELOW all other entries.

Local Site Coordinator (HC) also uses this Master Spreadsheet and the published templates for SCUDEM and MathBowl Awards Certificates placed in Files at the (LG) to make out and send pdf Awards Certificates via email to Coaches for Coach and their Challengers. This happens after 26 November 2019 when the Post-event surveys are closed out.

Post MathBowl Question and Hint Round PPT, Answer Round PPT, and Answers

SIMIODE Leadership (SL) posts the following files in (LG) Files for use by the Local Site Host Coordinator Group (LG)

  1. MathBowl Instructions file.

       On late night/early morning 8 November 2019 (SL) posts the following in (LG) Files for use by the Local  

       Site Host Coordinator Group (LG)

  1. MathBowl Question and Hint Round PowerPoint file,
  2. MathBowl Answer Round PowerPoint file,
  3. Blank MathBowl Challenger Answer Sheet ((LG) to make paper copy for each participant), and
  4. MathBowl Answer Key file.

Posting Forms in Local Site Host Coordinator Group (LG) Files

SIMIODE Leadership (SL) posts the following files for use by the Local Site Host Coordinator Group (LG). Unless otherwise mentioned, materials here will be posted 8 weeks before 9 November 2019.

  • Release consent form for use of Images – ½ sheet - one copy per participant – Coach and Students, signed at Registration, signed at Registration.
  • Integrity form for participant signature – ½ sheet - one copy per participant – Coach and Students, signed at Registration.
  • SCUDEM Scoring Rubric  - ½ sheet - one copy for each participant - Coach and Students.
  • Executive Summary Judging Form  - full sheet – 1 copy for each team for  each Judge.
  • Presentation Judging Form  - full sheet - 5 copies per Judge.
  • Executive Summary Scores Tally Spreadsheet  - Assistants Enter Scores
  • Presentation Scores Tally Spreadsheet  - Assistants Enter Scores
  • Master Spreadsheet – For use locally and to be sent to This email address is being protected from spambots. You need JavaScript enabled to view it. upon completion of Challenge Saturday events.

Next four items are posted 8 November 2019, Friday morning before Challenge Saturday:

  • Math Bowl Challenge - Blank Answer Sheet                       
  • MathBowl Hint and Question Round PowerPoint file
  • MathBowl Competitor Answer Sheet and Possible hints

To use hints, present each slide, wait 15 seconds, give the hint, wait 30 seconds, permitting team quiet discussion, move on to next slide.

  • MathBowl Answer Round PowerPoint file

AFTER score sheets are collected. Repeat questions, ask audience, then show answer.

  • Copy of problem statements for Problems A, B, and C. Posted 1 November 2019.  Issue one copy per Coach at Registration to assist them in understanding the problems they will be judging.
  • Additional issues for three selected problems – all on one sheet per team. Posted 8 November 2019 for (LG) only in Files, Friday morning before Challenge Saturday for printing and distribution on Challenge Saturday at Registration – one copy per team and judges.
  • Blank certificates for team modeling efforts and Math Bowl awards.

The role of the Coach for a SCUDEM team of three students is to coach, advise, and mentor students.

The Coach is NOT to engage in any challenge problem activity for the challenge itself, e.g., students are to work on their mode and then to prepare Executive Summaries and Presentations WITHOUT ANY assistance from a coach. From when the problems are initially posted until the end of Challenge Saturday the coach is to let the students grow and learn.

Engagements for the Coach

Here are some things for coaches to consider.

  1. Help form a team, perhaps through coach’s or colleagues’ class, Math Club, word of mouth, posting a flyer, etc.
  2. In building a team, try for diversity of skills, e.g., not all programmers, not all “dreamers” – a blend.
  3. Find a local site which is nearby and register as Coach with team registrations to follow before close of registration on 25 October 2019.  
  4. Plan transportation to and from a local site on Challenge Saturday, 9 November 2019.  Make sure you assure them of meal arrangement – teams pay for lunch at local site. Be sure they have needed money for an all-day outing.
  5. Make travel arrangements, i.e. meeting and return drop place; allotted time, mode, and travel route; driver or other transportation; meals in transit; parking (local site host coordinator will provide this information).
  6. Meet with team to go over exactly what SCUDEM is all about, e.g., timeline, requirements, expectations.
  7. Go over past SCUDEM problems and student submissions. Discuss how teams would attack the model first in practice sessions and then examine other students’ submissions. Talk about how to select which problem to do.
  8. The three SCUDEM problems are in these domains (i) physical sciences or engineering, (ii) life sciences or chemistry, and (iii) social sciences.  So make sure students know that there could be interesting modeling and learning experiences in SCUDEM outside their main area of study.
  9. Stress general modeling strategies; go over a complete modeling cycle from assumptions to model building to solutions and interpretations to parameter estimations or data fitting to revisiting reality to communicating final results in Executive Summary and Presentation; point out differential equations solution methods; make sure student accounts and access to computation tools are in order; visit with them informally during the Challenge week (1 – 9 November2019) to see if they are making progress – ask about their pace, their attention to school work as well as time on task for SCUDEM; and perhaps offer them some nutritional snacks. DO NOT discuss work on problem!
  10. Read the instructive essay by the problem poser in response to student submissions in past years. This document emphasizes what the problem poser had in mind, how students addressed issues, and technical aspects of materials.
  11. Share some of your readings concerning modeling principles and good approaches.
  12. Meet with students occasionally during the challenge period to be sure they are aware of the rules and expectations.
  13. Email students from time to time to give moral support, e.g., send them some fun (math) stuff for chuckles.
  14. Ascertain if they are getting rest and maintaining a rich student life.
  15. DO NOT engage in discussions about the model itself or students’ strategies during Challenge Week.

As a rule there should be one faculty coach per team of three students. However, we realize that in some cases a coach may organize several teams.

SCUDEM is meant to offer a Challenge NOT a Competition. Therefore, judges are primarily  involved to giving student teams constructive feedback on their Executive Summaries and Presentations. While there are award certificates based on a total score for Executive Summary and Presentation (NOT Math Bowl score) these are intended to be broad recognitions, rather than official rankings. Certainly, since all judging is local, awards are not useful as large scale national ratings; they are just feedback with modest ordering. Indeed, when considering the three award categories, Outstanding, Meritorious, and Successful ALL student teams are Successful, for they ARE modeling with differential equations.

Judges should read judging Rubric and the Problems assigned at SIMIODE before arrival at Challenge Saturday Local Site to get familiar with the kinds of issues involved and they should also read the additional issues as posted publicly on the morning of Challenge Saturday. Local Site host Coordinators (HC) will provide each judge (coach or visiting faculty) with copies of these items.

Judges can be any faculty member at visiting or host school or any professional interested in SCUDEM.

AND RESPONSIBILITIES

Challenge Saturday Time Table with Duties and Expectations

8:00 AM: Staff Arrival

  • (SL) - Check in with staff, sort necessary materials to be given out to each arrival.
  • HC)  - Local Coordinator fills in Master Spreadsheet. Excel template provided by SIMIODE Leadership (SL) in Files of Local Site Host Coordinator Group (LG)) with the following information and prints out copies for assistants to use and enter data at Registration and through the day with the following information:
  • Local School Team Number Assignment, 1 through n, for n teams at Local Site,
  • Full School Name, Assigned teamwork room at local site,
  • Coach name,
  • Coach email,
  • Associated team members full name,
  • Associate team members emails,
  • Problem Identification for Team,
  • Team Overall Score,
  • Award level (Outstanding, Meritorious, Successful),
  • Individual MathBowl Score
  • (SA) – At Registration each team submits paper copies of anonymous Executive Summary to a SCUDEM Assistant (SA) BEFORE they work on additional issue for their modeling problem. (LG) to request  n+1 copies where n is the number of student teams. The additional issue is ONLY to be addressed in small part of their Presentation, clearly identified as the additional issue. 
  • Local (SA) to insert number assigned by local host to each visiting school (01, 02, . . . ) in upper right hand corner of Executive Summary hard copy for the purposes of assuring anonymity in judging and proper recording of judges scores. Judges are to use only this number in their score sheets.
  • (SL) – Upon arrival each person receives an itinerary for the day prepared by (HC) from template provided by SIMIODE Leadership (SL) in Files of (LG), a schedule with rooms identified for opening and closing ceremonies, Faculty Development workshop, and teamwork rooms,  (HC)  directions to log onto the Wi-Fi, a (HC)  photo/video release form to sign and turn in provided by (SL) in Files of (LG), and an (HC) Integrity form to sign and turn in provided by (SL) in Files of (LG). 

8:30-8:45: Arrival of Coaches and Teams  - Registration and Check-In

  • (HC, SA) Greet Teams, pass out materials and assist in signing forms which are collected.
  • Assistants write School Team Number in upper right hand corner of first page of paper copies of Executive Summary for anonymous identification in scoring sheets recorded by assistants.        
  • (SA) - Make sure to note which problem each team did on the Master Spreadsheet file and use this to place them in Presentation Rooms at 2:00 PM.  We recommend at most four consecutive presentations per room. It is also recommended to try and have consecutive Presentations of different problems so each Presentation room has diversity of problems.
  • (SA) - Assist in logging on to the Wi-Fi network as needed.

8:45-9:00 AM: Opening Session (HC, SA)  Introduction and Welcome

• (HC) – Make sure all forms are filled out and sorted before joining the ceremony.

9:00 AM: Teams adjourn to work on additional issue of their problem

  • (SL) - Assist teams in making their way to the assigned room where they will be working on the additional problem for their model.
  • (HC)  - Hand out one page additional issues sheet – one sheet per team. Should be one sheet printed before 9:00 AM (local time) for each site.
  • (SA, HC) - Drop in to talk to teams and perhaps pass out small snack items. If not interrupting teams, ask for feedback about their experience with SCUDEM and take notes/testimonials to improve experience in the future – submit them in overall report with stories of success and suggestions for improvements to This email address is being protected from spambots. You need JavaScript enabled to view it. .

9:00 AM: (HC)  - Faculty adjourn to Faculty Development Workshop I room.

  • First Session in the Morning (9:00 – 10:30 AM): (HC, SA) Go over Scoring Rubrics.  Coaches and other visiting faculty judge anonymous Executive Summaries using Scoring Rubric Judges Form.
  • (SL) - Grading the Executive Summaries can feel like "speed reading." Allow for first 15 minutes to discuss the Scoring Rubric. We suggest each Judge (Coaches and visiting faculty) be given 6 Executive Summaries and corresponding Scoring Rubric to be read and scored during the reading period from 9:15 AM to 10:30 AM. Make sure each team submission gets the same or close to the same number of reads. Make sure Judges have a copy of the Problem Statements for all problems, A, B, and C.
  • SCUDEM Assistant (SA) collects scores and enters them in Master Spreadsheet to obtain an average Executive Summary score which is then equally weighted and averaged with the Presentation score to be entered in afternoon Presentation period..
  • Second Session in the Morning (10:30 – 11:30 AM):  (HC, SA) leads faculty and students in Modeling Scenario with material and background information provided by (SL) in (LG) Files area.

11:30 AM: (SA, HC) - Lunch at campus facility in which all pay as you go. Direct visitors.

12:00 Noon: Executive Summaries and Presentations Collected

  • Each team is to take time  NOW to send attachments to email to This email address is being protected from spambots. You need JavaScript enabled to view it. with heading SCUDEM SchoolName. Submissions must be PDF version of both Executive Summary and Presentation.
  • Both documents should have full identification internally on page 1 as to Problem chosen (A, B, or C), Team member full names, Coach full name, and School full name.
  • Documents should have name ES-x-CornwallUniversity-Team-y and PR-x-CornwallUniversity-Team-y where ES and PR are the designators for Executive Summary and Presentation, respectively.  Here  x = A, B, or C for problem number and y = 1, 2, 3, . .  for y-th team from school, in this case CornwallUniversity.

1:00 PM: Return from Lunch

1:00 PM  Teams enjoy Math Bowl with team challenge after which they have time to relax and meet.

  • (HC, SA)  - Pass out MathBowl blank answer sheets –one per team, help with conducting MathBowl.  Students place names and school on the team MathBowl answer sheets.
  • Students are assembled in large classroom. (HC) introduces MathBowl, goes through each PowerPoint slide after showing the sample slide. For each question give 45 seconds, with hint issued 15 seconds after initiation of slide with question and 30 seconds to complete answer, before moving to the next question.
  • Collect student MathBowl answer sheets. Then slowly go over MathBowl answer PowerPoint, asking for volunteer answers before revealing answer for each question. Expect groans, laughter, and recognition!
  • (SA) collect and score MathBowl sheets; upload the scores to a Master Spreadsheet to determine ‘winners.’ Highest score (no matter how many) First Prize, second highest score (no matter how many) Second Prize, and third highest score (no matter how many) Third Prize. Awards to be announced at Closing Ceremony.
  • Some local sites permitted faculty and other visitors to join the students in the MathBowl, but the coaches and other visitors did not compete for awards, just for fun.

1:00 PM  (HC)  - Faculty adjourn to Faculty Development Workshop  II room.

2:00-3:30 PM:  Student Presentations

  • (HC, SA) Presentations in each presentation room (10 minute presentation, 5 minute question/ conversation period and 5 minute pause for judging and set up for the next presentation). This means faculty and students can move about the rooms. HOLD TO TIME SCHEDULE VERY FIRMLY!   Timing then permits 4 presentations in a row in each room with parallel sessions as total number permits. Folks will move from room to room depending on their interests.
  • Faculty MUST recuse themselves from judging their own team Presentation. Presentations are to be judged by Coaches and Visiting Faculty. Student are not to judge.
  • Teams are to make clear what their problem involved and also make clear when they discuss the Additional Issue in their Presentation.
  • (SA) - Collect and enter all scores for each Presentation from judging forms and determine average Presentation score for each team. We recommend this be done during the Presentation session. Scoring sheets can be passed to the side of one room and collected once they have been completed for each Presentation so the SCUDEM Assistant (SA) can enter the scores in the Master Spreadsheet.
  • (SA) - Compile scores for each Presentation into a Master Spreadsheet and average this score with the Executive Summary score from morning Coach Judging to determine final Total Score for each team.
  • (SA, HC) - In consultation with (HC) local faculty host determines three level scores for awards: Outstanding, Meritorious, and Successful. Each team will get some award. Perhaps on the order of 25%  , 50% Meritorious, and 25% Successful, but not rigidly so. This is only reflective of local judging for there is no overall SCUDEM judging or prizes.

4:00– 4:15 PM: Closing Ceremony

  • (HC)  Team (top three places only) Awards for MathBowl and Team combined Executive Summary and Presentation. Reminder: Certificates to be awarded after post-event survey period is completed, no later than 20 November 2019, after Challenge Saturday. Local site coordinator (HC) or assistant (SA) to fill out certificates per summary Master Spreadsheet file scoring. These are to then be emailed to the respective Coaches for distribution by Coaches to their team members. 
  • Remind all they will get notice shortly, indicating they will have an opportunity on Post-Event Survey to make comments and suggestions.

4:15 PM: Departure

  • (SA, HC) - Help to clean up, move supplies out, thank teams for coming, and assist in any necessary jobs.

Additional Comments on Registration Numbers

Registration for Coach Team personnel from visiting schools closes at midnight on 25 October 2019, one week before problems are released to team members on 1 November 2019. During this time there may be some need to negotiate with SIMIODE for team reassignments to local sites based on their preferences and adjusting for number of teams, e.g., high number of teams wanting to attend one local site which might not be able to accommodate that many or low number of teams which may necessitate reassignment of local sites themselves.

As a rule each presentation session should have 4 consecutive team Presentations: 10 minute talk, 5 minute questions, and 5 minute break for judges to record scores and next team to take the floor. Thus with 12 teams there would be three parallel sessions. However, should there be more than 12 teams there might be a need for additional rooms (could use team preparation classrooms from the morning sessions) for extra parallel sessions for Presentations.

  1. (HC) Local Host Coordinator: Use results from challenge: Individual MathBowl, Team overall score – Executive Summary and Presentation averaged, to create awards and certificates. If possible, these should be printed on color printer locally before closing ceremonies for presentation, but may be mailed to the Coaches within a week of the Challenge for them to distribute to their students. These forms are provides in (LG) under Files.  (SL) will place templates in Local Host Site Coordinator Group File area. Incidentally, the Post-Event Survey for both students and faculty coaches is due by midnight, 30 November 2019, and will close at that time. 
  2. (HC, SA) Local Host Coordinator: Fill out Post-Event report on observations, suggestions, requests, what went right, and what could be improved and then email to This email address is being protected from spambots. You need JavaScript enabled to view it.. These are VERY important for improving the process and making actions and responsibilities more clear next year. Each year we learn more and take action for improvement. We thank all for their ideas.
  3. (HC) Local Host Coordinators will receive a check for one-half registration fees for visiting teams at their site AND all local site team registration fees refunded. There is NO need to render an accountability report or file with IRS as income.

Communication

  • (SL, HC) When emailing Students ALWAYS copy Coach as email may not get through to students.

Pre- and Post-Event Surveys

  • (SL, HC) - Send out email to encourage/require students and coaches to fill out Pre- and Post-Event Surveys.

Uploading Files and Permissions

  • (HC) At registration collect hard copies  (up to 10) of anonymous team Executive Summary, assigning local code for scoring and have these ready for judge readings.
  • (HC, SA)  - Collect, and after entering scores in Master Sheet, give the Judge’s score Sheets for Executive Summary and Presentation to Coach of each team. This gives immediate feedback to students.
  • (HC, SL)  -  Advise all student teams to send their fully identified Executive Summaries and Presentations to This email address is being protected from spambots. You need JavaScript enabled to view it..
  • (HC) - Post any material from Faculty Development Workshop in Coaches Group in Files Under folder Faculty Development Workshop Materials
  • (HC) - Write-up Report and submit to This email address is being protected from spambots. You need JavaScript enabled to view it.  about things that went well and things that could be improved, as well as share any remarks, observations, opinions, and feedback.
  • (SL) - Post Statements of Problems and Added Issues at (LG) site after the challenge.
  • (HC) - Send out emails to both coaches and students announcing posting of final results.
  • (SL) - Send out certificates of appreciation to Local Site Host Coordinator.

Materials for Judging

  • (HC) At registration collect up to 10 hard copies of anonymous Executive Summary from each team, using local key for local scoring. 
  • (HC, SL) - Be sure to put on the judging forms for the Executive Summary and the Presentation that this material will be made public. Make sure judges are reminded to be professional and constructive.
  • (SL) - Check with judges as to whether or not the grading or judging rubric was effective by surveying the persons who used it in the Post-Event Survey.
  • (SL) - Make CLEAR students will incorporate the additional issue only in Presentation.
  • (SL, HC, SA) - There must be strict adherence to the two page limit for the Executive Summary + one page References. Failure to do so will result in disqualification or reduction to lowest award level.

MathBowl

  • (SL, HC) - MathBowl questions will be pertinent and we will offer set of hints that are to be issued, say 15 seconds into the 45 second period after the question is posted in slide show and while teams are working on answer.

Local Site Personnel

  • (HC) - It is probably a good idea at each local site to have a team for running Challenge Saturday events consisting of two students and one faculty, and perhaps a second faculty or a senior student to run the event, as there may be too many parts for one faculty to do.
  • (HC) - Local faculty should be prepared to deal with unusual circumstances for example arrival on Saturday morning and finding rooms locked or inability to get Wi-Fi access.
  • (HC) - Perhaps check that there is an IT person on duty or available for contact on Challenge Saturday.

Role of Coach

  • (SL) - Strong admonition to the coaches to not interfere, comment, or render help to the student challenge during the challenge period. Indeed, SIMIODE will prepare a one-half page declaration to be signed by student team members AND coach that the  Coach has not assisted the team at all, in any way. This is to be signed and turned in at Registration.

Registration

  • (SL, HC) - At Registration or Check-In on Challenge Saturday keep paper to a minimum. Have packet of sheets of information like Wi-Fi, schedule, room assignments etc. all info in one or two sheets on two sides, if possible.

Actions for SIMIODE

  • (SC)  In the week after Challenge Saturday, when all the numbers are known, send out stipend check made out to Local Site Host Coordinator.  No 1099’s needed, No Soc Sec Num’s needed, and no accountability from Local Site Host Coordinator needed.
  • (SA) Tidy up Registration area and rooms used for SCUDEM events – meeting rooms, classrooms.
  • On Challenge Saturday return Judging Rubrics and results to respective coaches for immediate feedback to students. This is VERY MUCH appreciated. There is no need to keep copies of these forms.
  • Send forms (1) Image Release form requiring signature at registration upon arrival (1 half sheet per participant) and (2) Integrity Statement form requiring signature at registration upon arrival (1 half sheet per participant) to SIMIODE, 26 Broadway, Cornwall NY 12518 USA or scan and send as pdf to This email address is being protected from spambots. You need JavaScript enabled to view it. .
  • (HC) Write appropriate emails thanking all personnel/staff involved at Local Site for successful event.
  • (HC) Local Site Coordinator (HC) and SCUDEM assistant (SA) use the Master Spreadsheet and the published templates for SCUDEM and MathBowl Awards Certificates placed in Files at the (LG) to make out Award Certificates and send respective materials to each coach if not printed and given at Closing Ceremonies on Challenge Saturday. This should happen within the week after the challenge (HC). It may be possible to print certificates for distribution on Challenge Saturday.
  • Local Site Coordinator (HC) and SCUDEM assistant (SA) may upload pictures and video to Local Site Host Coordinator Project Area folder, “Local Site Photos and Videos,” making a subfolder with full school name to hold their images. Or anyone may join the SCUDEM Mathematical Community on FaceBook and upload videos, photos, captions, and messages.
  • Submit overall report with stories of success and suggestions for improvements to This email address is being protected from spambots. You need JavaScript enabled to view it. .
  • Teams could use their model in SCUDEM as a basis for submitting a Modeling Scenario to SIMIODE for publication consideration. One can learn more about the double-blind, peer-refereed online publication possibility at https://www.simiode.org/about-peer-review. Several students have authored published materials and we would welcome more.

What is a reasonable time for students to commit to this activity during Challenge Week?

For SCUDEM I 2017 the number of hours of work each individual student committed to SCUDEM problems was requested just before MathBowl (individual and with team members) over the 5 day period from 8:00 AM Monday, 9 October 2017, through 9:00 AM Saturday, 14 October 2017.

For SCUDEM I 2017 Problems were released at 8:00 AM local time on Monday before Challenge Saturday and Additional or Supplemental Problem/Issue was released at 9:00 AM local time on Challenge Saturday.

Of the 21 students on site for SCUDEM I 2017 we had 19 students respond to our question:

“How many hours did you spend on SCUDEM problems during the period 8:00 AM Monday, 9 October 2017 when the problems became available until 9:00 AM Saturday, 14 October 2017 when the Supplementary Issues became available?”

The average number of hours was 14.3 hours with a standard deviation of 9.18 hours in this five day period for an average of 2.86 hours per day. This amount, or perhaps less would be reasonable for a challenge, but each student has to manage her/his own time and events surrounding the Challenge Week.

The maximum number of hours spent  on SCUDEM I 2017 as reported by students was 35 hours and the minimum number of hours was 4 hours.

For SCUDEM II 2018 the number of hours of work each individual student committed to SCUDEM problems was requested just before MathBowl (individual and with team members) over the 8 day period from 8:00 AM Monday, 13 April 2018, through 9:00 AM Saturday, 21 April  2018.

From sampled data, the average number of hours was 13.5 hours with a standard deviation of 6.1 hours in this eight day period for an average of 1.7 hours per day. This amount would be reasonable for a challenge, but each student has to manage her/his own time and events surrounding the Challenge Week.

For SCUDEM III 2018 the number of hours of work each individual student committed to SCUDEM problems was requested (individual and with team members) over the 8 day period from Midnight, Friday, 19 October 2018  through 9:00 AM Saturday, 27 October 2018.

We are assembling time data at this time.

There is no set amount of time that each group must dedicate to SCUDEM, for what matters is the lessons students learn, the relationships they foster and the way they grow as thinkers, and in this there is no standard.