Rights and Responsibilities of Contest Hosts

• Approval: All organizations wishing to host a contest must submit a request at http://mathleague.org/hostform.php and designate a preferred date to host the contest as well as a Site Coordinator who will serve as the agent of the organization. By requesting to host a contest, the organization and the Site Coordinator agree to indemnify mathleague.org from any liability arising from their failure to follow the rules as posted on this website.
   
• Payment: Upon approval of the contest by mathleague.org (which takes effect at the time the contest is posted on the upcoming events section of the website), the Site Coordinator must send mathleague.org a payment of $100 (note: a discounted fee applies for sites with fewer than four schools attending; contact us for more details). If this payment is not received by mathleague.org before the date of the contest, the organization will be assessed a late fee equal to $10 per month until the balance is paid; furthermore, no organization will be approved to host a contest while it has an outstanding balance from a previous contest. At the conclusion of the contest, if more than 200 students participated in the contest, the Site Coordinator must send mathleague.org a payment equal to $1 times the number of participating students minus 200. Payments can be made via Paypal by clicking the "Add to Cart" button at the bottom of this page, or via check by contacting mathleague.org for further instructions.
   
• Registering Schools: The Site Coordinator is free to set and collect entry fees for participation in the contest so long as, absent prior mathleague.org approval, every student is charged the same entry fee. mathleague.org agrees to waive all rights to entry fees collected at the contest arising as a result of the use of the tests or the names mathleague.org or Great Plains Math League in association with the contest. Site Coordinators may limit the total number of participants or the number of participants per school based on available space, but if this is necessary entries must be honored in the order they are received. The host school may not deny any school registration at a mathleague.org contest on the basis of size, location, reputation, or any means other than the order in which the registration forms are received.
   
• Communication with Participating Schools: The Site Coordinator must convey to all participating schools that they are responsible for reading, understanding, and complying with mathleague.org's policies and procedures. This notice must occur by the start of the contest or one week after the school registers for the contest, whichever is earlier.
   
• Photocopying and Distributing Tests: The Site Coordinator may make a number of copies of each test and answer key equal to no more than twice the number of students participating. At the conclusion of the tournament the Site Coordinator may distribute any leftover tests to the participating schools if desired, so long as they are notified that the tests remain the property of mathleague.org and may not be distributed outside their own schools.
   
• Quality Control: Site Coordinators are encouraged to review the tests before the day of the tournament and report any key errors to mathleague.org as soon as possible. If there is a problem discovered the day of the tournament, the Site Coordinator should make every attempt to contact the Testwriting Committee Chair or Tim Sanders for a ruling. If this is not possible the Site Coordinator should use his or her best judgment to make a decision, keeping in mind that the appeals process will serve as a safety net to ensure that, if a Site Coordinator has to make such a ruling, he or she needn't worry about the decision adversely affecting students' chances to qualify for state. It is suggested that each tournament institute a viewing period where coaches can check their students' papers for grading or key errors before the results are announced.
   
• Reporting Results: The Site Coordinator must mail the Certification Form (found on the downloads page) to mathleague.org at the conclusion of the contest. The Site Coordinator is required to enter data from the contest onto the spreadsheet provided on the downloads page and to email the final document to results@mathleague.org within two weeks of the contest. Any Site Coordinator not reporting scores by this method will be assessed an additional $20 processing fee to cover the labor cost of converting their results into standard mathleague.org format. If for some reason a site does not have the appropriate technology to use the spreadsheet, contact Tim Sanders at least a week prior to the tournament to work out an alternate arrangement. Special thanks to Chip Day (McCluer North HS, St. Louis County) for preparing the spreadsheet; the spreadsheet is the intellectual property of Mr. Day and is not to be used for purposes other than running a mathleague.org sanctioned contest. Site Coordinators are encouraged to familiarize themselves with the spreadsheet before the day of the contest, and to contact Chip Day at cdayfract@charter.net if they have any questions about how to enter data or use the macros.