Documentation
In a FIRST team's journey, the robot is only part of the story. The actions the team takes outside the arenas—such as mentoring, events, workshops, and social projects—are also fundamental. And for this impact to be recognized, it's very important that these actions are well documented.
Although the documents are not mandatory, they are highly recommended. Bringing organized documentation to interviews, presentations, and submissions (such as the FIRST Impact Award) helps judges better understand what your team does and increases the credibility of your work.
What should be documented?
Ideally, all actions taken during the season should be documented, with a special focus on those related to FIRST's values and objectives. This includes:
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Creating or supporting other teams
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Participation in and organization of events
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Actions with the community
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Meetings with authorities
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Promoting STEAM culture
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Sustainable projects
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Among other initiatives
FIRST itself defines official categories for classifying these actions.
These definitions are used in the FIRST Impact Award submission and help judges understand the type of engagement your team had. Below are the exact definitions of each:
Started
(Initiated)
Helped the team form and ensured its sustainability. For example: guiding a new team on how to organize, manage, train students or mentors, or helping to recruit students or mentors.
OR
-
Funded or secured funding (such as grants or sponsorships) for at least 50% of the team's registration fee.
And all of the following requirements:
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The team that initiated the project agrees that the initiating team really helped them get started.
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The newly formed team competes in an official FIRST event during the season.
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The initiating team provides guidance and support to the initiating team(s) throughout their first season.
MENTORED
(MENTORED)
Helped the team form and ensured its sustainability. For example: guiding a new team on how to organize, manage, train students or mentors, or helping to recruit students or mentors.
OR
-
Funded or secured funding (such as grants or sponsorships) for at least 50% of the team's registration fee.
And all of the following requirements:
-
The team that initiated the project agrees that the initiating team really helped them get started.
-
The newly formed team competes in an official FIRST event during the season.
-
The initiating team provides guidance and support to the initiating team(s) throughout their first season.
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A team is considered a Mentor team when it meets BOTH requirements:
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Maintains consistent communication — in person, by phone, email, or video conference — assisting the mentored team with technical or non-technical issues related to the FIRST program.
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The mentored team confirms that they did indeed receive mentoring.
Mentoring should be an ongoing and regular relationship throughout the season, keeping pace with the team's routine. Not all teams meet weekly, but the important thing is to maintain frequent enough contact to constitute genuine mentoring.
Occasional help remains valuable, but it should only be considered assistance, not mentorship.
Teams are encouraged to provide documentation, such as letters from mentored teams, proving the mentoring relationship when submitting their Impact Award application.
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SUPPORTED
Examples that count as Mentoring (consistent communication)
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Team A regularly sends students to help FLL teams with robot design and presentations.
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Two teams exchange emails over time, discussing questions and solutions related to robotics.
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Two teams that met at a competition stay in touch for months: they send emails, have video calls in the offseason, and even meet in person.
Examples that do not qualify as Mentoring (only assistance)
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Answer a single email with a question.
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Allow another team to use your workshop to manufacture parts.
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Hosting a team in your space only during bad weather.
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Donate a robot part.
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Allow another team to train in your practice space.
A team is considered to have Provided Published Resources to another FIRST team when it meets BOTH requirements:
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It created resources designed to help teams with specific technical or non-technical issues related to FIRST programs.
-
Published or presented these resources publicly, such as at conferences, team websites, social media, among others.
Many FIRST Robotics Competition teams produce a large amount of materials that benefit numerous other teams. This type of contribution is extremely valuable and strongly encouraged.
However, these actions do not qualify as Mentoring, as they do not involve ongoing communication — which is why the Published Resources category was created, to recognize and encourage these important efforts.
When publishing resources, teams should include information about Reach—that is, how many people or teams actually used the material. Publishing is important, but the actual impact of usage is what matters most.
A team is considered to have Provided Published Resources to another FIRST team when it meets BOTH requirements:
-
It created resources designed to help teams with specific technical or non-technical issues related to FIRST programs.
-
Published or presented these resources publicly, such as at conferences, team websites, social media, among others.
Many FIRST Robotics Competition teams produce a large amount of materials that benefit numerous other teams. This type of contribution is extremely valuable and strongly encouraged.
However, these actions do not qualify as Mentoring, as they do not involve ongoing communication — which is why the Published Resources category was created, to recognize and encourage these important efforts.
When publishing resources, teams should include information about Reach—that is, how many people or teams actually used the material. Publishing is important, but the actual impact of usage is what matters most.
A team is considered to have Provided Published Resources to another FIRST team when it meets BOTH requirements:
-
It created resources designed to help teams with specific technical or non-technical issues related to FIRST programs.
-
Published or presented these resources publicly, such as at conferences, team websites, social media, among others.
Many FIRST Robotics Competition teams produce a large amount of materials that benefit numerous other teams. This type of contribution is extremely valuable and strongly encouraged.
However, these actions do not qualify as Mentoring, as they do not involve ongoing communication — which is why the Published Resources category was created, to recognize and encourage these important efforts.
When publishing resources, teams should include information about Reach—that is, how many people or teams actually used the material. Publishing is important, but the actual impact of usage is what matters most.
A team is considered to have Provided Published Resources to another FIRST team when it meets BOTH requirements:
-
It created resources designed to help teams with specific technical or non-technical issues related to FIRST programs.
-
Published or presented these resources publicly, such as at conferences, team websites, social media, among others.
Many FIRST Robotics Competition teams produce a large amount of materials that benefit numerous other teams. This type of contribution is extremely valuable and strongly encouraged.
However, these actions do not qualify as Mentoring, as they do not involve ongoing communication — which is why the Published Resources category was created, to recognize and encourage these important efforts.
When publishing resources, teams should include information about Reach—that is, how many people or teams actually used the material. Publishing is important, but the actual impact of usage is what matters most.
A team is considered to have Provided Published Resources to another FIRST team when it meets BOTH requirements:
-
It created resources designed to help teams with specific technical or non-technical issues related to FIRST programs.
-
Published or presented these resources publicly, such as at conferences, team websites, social media, among others.
Many FIRST Robotics Competition teams produce a large amount of materials that benefit numerous other teams. This type of contribution is extremely valuable and strongly encouraged.
However, these actions do not qualify as Mentoring, as they do not involve ongoing communication — which is why the Published Resources category was created, to recognize and encourage these important efforts.
When publishing resources, teams should include information about Reach—that is, how many people or teams actually used the material. Publishing is important, but the actual impact of usage is what matters most.
These definitions are used in the FIRST Impact Award submission and help judges understand the type of engagement your team had. Below are the exact definitions of each:
HOSTED
(EVENT ORGANIZED)
A team is considered to have organized an event when it meets ALL of the following requirements:
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Team members participate in most of the event planning.
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Team members participate in most of the in-person execution of the event.
— or they organize and supervise volunteers who are responsible for a large part of this execution. -
The organizing team assumes primary responsibility and takes ownership of the event's success.
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Mentors and students should be involved in the event.
Organizing an event essentially means that the event wouldn't happen without the efforts of this team. They should be responsible for the majority of the work necessary to make the event a success.
A team is not considered an organizer simply because it provides more volunteers than other teams.
It is necessary to demonstrate leadership, responsibility, and ownership of the event's outcome.
Teams are encouraged to provide documentation (such as a letter from the organizing body, Regional Director, or Affiliate Partner) confirming that the team actually organized the event.
All documentation must be included in the FIRST Impact Award Documentation Form (editable Word file) submitted with the application.
Example (among others) of a team that organizes an event.
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The team forms a large part of the planning committee for a FIRST LEGO League event, and its members recruit and train the event's volunteers.
HOSTED
(EVENT ORGANIZED)
A team is considered to have supported an event when it meets any of the following requirements:
-
Several team members participate in some part of the event planning.
-
Several team members participate in the execution, either in person or online, throughout the entire event (i.e., members volunteer for the entire event).
Supporting an event means helping with the planning or execution. It's an important contribution, but less comprehensive than hosting an event.
Examples (among others) of event support
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Several team members volunteer throughout the event.
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Some team mentors participate in a large planning committee for a district-level FRC event.
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Most of the team helps with setting up or taking down the field during the event.
Examples that do not qualify as Supporting an event
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Only 1 volunteer team member at an event.
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Only 1 member helps with the dismantling of the event.
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Only 1 mentor participates in a large planning committee for a district FRC event.
SUPPORTED
REACHED
HOSTED
(EVENT ORGANIZED)
A team is considered to have supported an event when it meets any of the following requirements:
-
Several team members participate in some part of the event planning.
-
Several team members participate in the execution, either in person or online, throughout the entire event (i.e., members volunteer for the entire event).
Supporting an event means helping with the planning or execution. It's an important contribution, but less comprehensive than hosting an event.
Examples (among others) of event support
-
Several team members volunteer throughout the event.
-
Some team mentors participate in a large planning committee for a district-level FRC event.
-
Most of the team helps with setting up or taking down the field during the event.
Examples that do not qualify as Supporting an event
-
Only 1 volunteer team member at an event.
-
Only 1 member helps with the dismantling of the event.
-
Only 1 mentor participates in a large planning committee for a district FRC event.
REACHED
(EVENT ORGANIZED)
A team is considered to have supported an event when it meets any of the following requirements:
-
Several team members participate in some part of the event planning.
-
Several team members participate in the execution, either in person or online, throughout the entire event (i.e., members volunteer for the entire event).
Supporting an event means helping with the planning or execution. It's an important contribution, but less comprehensive than hosting an event.
Examples (among others) of event support
-
Several team members volunteer throughout the event.
-
Some team mentors participate in a large planning committee for a district-level FRC event.
-
Most of the team helps with setting up or taking down the field during the event.
Examples that do not qualify as Supporting an event
-
Only 1 volunteer team member at an event.
-
Only 1 member helps with the dismantling of the event.
-
Only 1 mentor participates in a large planning committee for a district FRC event.
REACHED
(REACHED)
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A team's reach represents the number of people who have seen or interacted with the team, whether in person or digitally.
The number of people reached corresponds to those who actually became aware of the team through a specific event or media outlet.
You need to present real metrics or some kind of interaction; simply appearing in the background of a program or event doesn't count.
Examples (among others) of valid scope:
-
6,000,000 people watch a TV program that showcases the team's robots. The team reached 6,000,000 people.
-
1,000,000 people go to an event where the team has a booth, but only 500 visit the booth. The reach is 500.
-
30,000 people watch a soccer game where the team showcases its robots during halftime. The team reached 30,000 people.
-
700 people follow the team on Instagram. Reach of 700 people.
-
A post intended for 1,000 followers, but with only 500 engagements (likes, shares, etc.), reached 500 people.
Note: followers do not equal views — that's why the number of engagements is used.
Examples that do not qualify as scope:
-
6,000,000 people watch a program where the team's robots appear only as background objects. That doesn't count.
-
30,000 people watch a game where only the team's name appears on the screen. There's no meaningful interaction or observation, so it doesn't count.
Important guidelines regarding reach
The goal when using Reach in a submission is to accurately represent how many people actually became aware of the team.
Since it is difficult to obtain exact figures in public statements, it is important not to exaggerate or inflate values.
When in doubt, underestimate.
Teams are encouraged to provide documentation, such as letters from event organizers confirming overall audience numbers and audience numbers in the area where the team performed.
Detailed and well-founded documentation is far more convincing than mere estimates.
ADVOCATED
(ADVOCATED)
A team is considered to have performed advocacy when it meets any of the following criteria:
-
He met with government officials, community leaders, school administration, or business leaders (or their teams) to discuss, engage with, and promote policy changes related to advancing STEM and/or FIRST.
-
It served as a resource for these leaders or authorities as they develop policies that promote STEM and/or FIRST.
As FIRST is an international program, it is recognized that the way advocacy is conducted varies according to local needs, cultures, and opportunities.
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Examples (among others) of actions that count as Advocacy:
-
Participate in an Advocacy Day, meeting with local authorities to discuss after-school STEM programs.
-
Working with leaders to draft a bill or resolution that has been officially submitted.
-
Engage with public authorities to request funding for STEM/FIRST opportunities.
Examples that do not qualify as Advocacy:
-
Send tweets or use social media to tag government officials.
-
To work as a volunteer for a political campaign.
-
Simply setting up a table, handing out flyers, or "making an appearance" at events without meaningful interaction is all that's needed (real engagement is essential).
-
Going to your school to defend something that only benefits your own team.
Additional guidelines
Teams should be specific about when they started or participated in an advocacy action.
It is recommended to provide documentation (such as official letters or statements) proving that the team actually carried out advocacy.
REACHED
(REACHED)
A team's reach represents the number of people who have seen or interacted with the team, whether in person or digitally.
The number of people reached corresponds to those who actually became aware of the team through a specific event or media outlet.
You need to present real metrics or some kind of interaction; simply appearing in the background of a program or event doesn't count.
Examples (among others) of valid scope:
-
6,000,000 people watch a TV program that showcases the team's robots. The team reached 6,000,000 people.
-
1,000,000 people go to an event where the team has a booth, but only 500 visit the booth. The reach is 500.
-
30,000 people watch a soccer game where the team showcases its robots during halftime. The team reached 30,000 people.
-
700 people follow the team on Instagram. Reach of 700 people.
-
A post intended for 1,000 followers, but with only 500 engagements (likes, shares, etc.), reached 500 people.
Note: followers do not equal views — that's why the number of engagements is used.
Examples that do not qualify as scope:
-
6,000,000 people watch a program where the team's robots appear only as background objects. That doesn't count.
-
30,000 people watch a game where only the team's name appears on the screen. There's no meaningful interaction or observation, so it doesn't count.
Important guidelines regarding reach
The goal when using Reach in a submission is to accurately represent how many people actually became aware of the team.
Since it is difficult to obtain exact figures in public statements, it is important not to exaggerate or inflate values.
When in doubt, underestimate.
Teams are encouraged to provide documentation, such as letters from event organizers confirming overall audience numbers and audience numbers in the area where the team performed.
Detailed and well-founded documentation is far more convincing than mere estimates.
ADVOCATED
(ADVOCATED)
A team is considered to have performed advocacy when it meets any of the following criteria:
-
He met with government officials, community leaders, school administration, or business leaders (or their teams) to discuss, engage with, and promote policy changes related to advancing STEM and/or FIRST.
-
It served as a resource for these leaders or authorities as they develop policies that promote STEM and/or FIRST.
As FIRST is an international program, it is recognized that the way advocacy is conducted varies according to local needs, cultures, and opportunities.
Examples (among others) of actions that count as Advocacy:
-
Participate in an Advocacy Day, meeting with local authorities to discuss after-school STEM programs.
-
Working with leaders to draft a bill or resolution that has been officially submitted.
-
Engage with public authorities to request funding for STEM/FIRST opportunities.
Examples that do not qualify as Advocacy:
-
Send tweets or use social media to tag government officials.
-
To work as a volunteer for a political campaign.
-
Simply setting up a table, handing out flyers, or "making an appearance" at events without meaningful interaction is all that's needed (real engagement is essential).
-
Going to your school to defend something that only benefits your own team.
Additional guidelines
Teams should be specific about when they started or participated in an advocacy action.
It is recommended to provide documentation (such as official letters or statements) proving that the team actually carried out advocacy.
ADVOCATED
(ADVOCATED)
A team is considered to have performed advocacy when it meets any of the following criteria:
-
He met with government officials, community leaders, school administration, or business leaders (or their teams) to discuss, engage with, and promote policy changes related to advancing STEM and/or FIRST.
-
It served as a resource for these leaders or authorities as they develop policies that promote STEM and/or FIRST.
As FIRST is an international program, it is recognized that the way advocacy is conducted varies according to local needs, cultures, and opportunities.
Examples (among others) of actions that count as Advocacy:
-
Participate in an Advocacy Day, meeting with local authorities to discuss after-school STEM programs.
-
Working with leaders to draft a bill or resolution that has been officially submitted.
-
Engage with public authorities to request funding for STEM/FIRST opportunities.
Examples that do not qualify as Advocacy:
-
Send tweets or use social media to tag government officials.
-
To work as a volunteer for a political campaign.
-
Simply setting up a table, handing out flyers, or "making an appearance" at events without meaningful interaction is all that's needed (real engagement is essential).
-
Going to your school to defend something that only benefits your own team.
Additional guidelines
Teams should be specific about when they started or participated in an advocacy action.
It is recommended to provide documentation (such as official letters or statements) proving that the team actually carried out advocacy.
ADVOCATED
(ADVOCATED)
A team is considered to have performed advocacy when it meets any of the following criteria:
-
He met with government officials, community leaders, school administration, or business leaders (or their teams) to discuss, engage with, and promote policy changes related to advancing STEM and/or FIRST.
-
It served as a resource for these leaders or authorities as they develop policies that promote STEM and/or FIRST.
As FIRST is an international program, it is recognized that the way advocacy is conducted varies according to local needs, cultures, and opportunities.
Examples (among others) of actions that count as Advocacy:
-
Participate in an Advocacy Day, meeting with local authorities to discuss after-school STEM programs.
-
Working with leaders to draft a bill or resolution that has been officially submitted.
-
Engage with public authorities to request funding for STEM/FIRST opportunities.
Examples that do not qualify as Advocacy:
-
Send tweets or use social media to tag government officials.
-
To work as a volunteer for a political campaign.
-
Simply setting up a table, handing out flyers, or "making an appearance" at events without meaningful interaction is all that's needed (real engagement is essential).
-
Going to your school to defend something that only benefits your own team.
Additional guidelines
Teams should be specific about when they started or participated in an advocacy action.
It is recommended to provide documentation (such as official letters or statements) proving that the team actually carried out advocacy.
(REACHED)
A team's reach represents the number of people who have seen or interacted with the team, whether in person or digitally.
The number of people reached corresponds to those who actually became aware of the team through a specific event or media outlet.
You need to present real metrics or some kind of interaction; simply appearing in the background of a program or event doesn't count.
Examples (among others) of valid scope:
-
6,000,000 people watch a TV program that showcases the team's robots. The team reached 6,000,000 people.
-
1,000,000 people go to an event where the team has a booth, but only 500 visit the booth. The reach is 500.
-
30,000 people watch a soccer game where the team showcases its robots during halftime. The team reached 30,000 people.
-
700 people follow the team on Instagram. Reach of 700 people.
-
A post intended for 1,000 followers, but with only 500 engagements (likes, shares, etc.), reached 500 people.
Note: followers do not equal views — that's why the number of engagements is used.
Examples that do not qualify as scope:
-
6,000,000 people watch a program where the team's robots appear only as background objects. That doesn't count.
-
30,000 people watch a game where only the team's name appears on the screen. There's no meaningful interaction or observation, so it doesn't count.
Important guidelines regarding reach
The goal when using Reach in a submission is to accurately represent how many people actually became aware of the team.
Since it is difficult to obtain exact figures in public statements, it is important not to exaggerate or inflate values.
When in doubt, underestimate.
Teams are encouraged to provide documentation, such as letters from event organizers confirming overall audience numbers and audience numbers in the area where the team performed.
Detailed and well-founded documentation is far more convincing than mere estimates.
Examples (among others) of actions that count as Advocacy:
-
Participate in an Advocacy Day, meeting with local authorities to discuss after-school STEM programs.
-
Working with leaders to draft a bill or resolution that has been officially submitted.
-
Engage with public authorities to request funding for STEM/FIRST opportunities.
Examples that do not qualify as Advocacy:
-
Send tweets or use social media to tag government officials.
-
To work as a volunteer for a political campaign.
-
Simply setting up a table, handing out flyers, or "making an appearance" at events without meaningful interaction is all that's needed (real engagement is essential).
-
Going to your school to defend something that only benefits your own team.
Additional guidelines
Teams should be specific about when they started or participated in an advocacy action.
It is recommended to provide documentation (such as official letters or statements) proving that the team actually carried out advocacy.
ADVOCATED
(ADVOCATED)
A team is considered to have performed advocacy when it meets any of the following criteria:
-
He met with government officials, community leaders, school administration, or business leaders (or their teams) to discuss, engage with, and promote policy changes related to advancing STEM and/or FIRST.
-
It served as a resource for these leaders or authorities as they develop policies that promote STEM and/or FIRST.
As FIRST is an international program, it is recognized that the way advocacy is conducted varies according to local needs, cultures, and opportunities.