Solo Job Descriptions:
Solo Chair
Basically this person is responsible for all the behind the scenes stuff. This position will be the solo II liaison to the regional Board of Directors. This person is responsible for running Solo Board Meetings. This person has no formal responsibilities at an event. The Solo Chair is responsible for the budget, and should order any needed supplies for each event.
BEFORE THE EVENT
Establish Event dates, sites and verify there is a chair for each event.
Plan and order trophies, if possible for the entire year. Use past history and common sense to determine the number of trophies to order.
SCCA Risk Management must receive the insurance forms at least 14 days before the event. If the form is in 45 days before event it will be listed in Sports Car.
Order any supplies that may be needed for the event.
AFTER THE EVENT
Get waiver forms and cash box from the Event Chair.
Verify the waivers are properly filled in and signed.
Place in a long term file. This form must be retained for at least 6 years.
Ensure the next event date and location are on the CKR SCCA web page.
Ensure the next Event Chair is has all the information needed.
Collect notes from each Event Chair to add to this document. This document must be a living document to allow orderly transition between Solo Chairs and others.
Chief Registrar
Importance- insurance, record keeping, cash flow, crowd control
The Chief registrar is in charge of the registration process. The chief is responsible for recruiting helpers ahead of time.
This is the FIRST chance at attracting a permanent competitor. If the registrar is nasty, the rest of the day will go downhill. This needs to be someone who is cool under pressure, a clear, organized thinker, and a personable person. You will continually be asked those "stupid" questions and need to be able to smile and answer them. If there is an incident, the registrar is responsible for the signature on the waiver. No signature= Big Lawsuit. Missing cash= no surplus= no season.
Listed below is the row of clipboards used at registration to keep drivers organized through the registration process:
1. Sign Waiver- this covers all insurance issue, MUST ISSUE A CREDENTIAL (wristband) to everyone that signs the waiver. Anyone under 18 MUST have a minor waiver signed by a legal guardian. There are two different minor waivers, one for spectators and one for participants.
2. Pick a number- Run groups are based on car classes, sign up for a number in the group your car is classed. Two driver cars may run in apposing heats. If you don’t know your car class, ask at the registration table.
3. Fill in Registration card- must be legible, please PRINT. Must be filled in completely for the first timers. Name, address, phone number, e-mail, class(Novice?), car type, etc.
4. Collect money- registrar will sign your card; registrar’s signature signifies cash paid. SCCA Members- $15, non-members- $20. Additional non-comp runs-$10.
6. Worker Assignment- sign up for a worker position in the heat opposing your run group. If you do not work, you will not receive an event trophy, series points, or event results.
8. Results envelope- If you want a hard copy of the results mailed to you, NEATLY fill in an envelope so the results can be mailed to you. As another option, the Chief of timing and scoring may print-out results to those who would like a hard copy, however this is SOLELY at the discretion of the T&S Chief.
Chief of Tech
The chief of tech is responsible for the safety of each competing vehicle. The chief will almost certainly recruit helpers ahead of time.
1. Examine the car per the SOLO II rulebook section 3.3C. Safety Inspections, and 3.7 Vehicle Identification.
2. Place a mark on the driver side upper windshield, sticker or shoe polish.
The tech inspection is only responsible for checking the safety of the car and not checking car classification. If the competitor requests clarification on their class then Tech may assist them or direct them to Event Chair.
The helmet must be marked as Snell 85 or later and in good condition. If a helmet is not labeled, it may NOT be used.
Eye protection must be worn in all cars that do not have a stock size windshield.
Shoes covering the entire foot shall be worn.
Unstable vehicles with a high center of gravity and a narrow track must be excluded, e.g. Suzuki Samurai, Jeep CJ series and the GEO Sidekick.
If a vehicle fails tech inspection, it may not compete until the driver makes the necessary corrections to the vehicle. The Tech inspector, the Event Chair, the Solo Chair, or the Safety Steward, may fail a vehicle. Most regions will reimburse the driver as a good faith gesture.
Chief of Timing and Scoring
The Chief of T&S is responsible for maintaining the timing equipment and computer, setting it up and tearing it down, printing results both at the event and afterwards, year-end results, mailings, and all similar stuff. The Chief will almost always recruit helpers before the event.
BEFORE THE EVENT
Verify the timing card is complete with event number, car number, class and pax (if applicable). The Novice and Ladies classes are PAX classes.
Fill in names, car class and number on scoreboard, and enter the entrants into the computer.
DURING THE EVENT
Record time and number of cones for each run on timing card. Mark "OC" if an off-course or DNF.
Enter times and penalties into the computer. When using a computer, ALWAYS write the times on timing cards in case power is lost or the computer crashes. This gives you an emergency back-up plan.
Post time and cones on scoreboard, if available.
AFTER THE EVENT
Run off a results printout or sort the cards by lowest time in class.
One trophy is given for every three entrants of the class. i.e. 1 trophy for a one car class, 1 for a two car class and 2 for a four car class, etc.
Determine the Fastest Time of Day (FTD) for both raw time and PAXED time.
Give cards or computer printout to event chair ready for trophy presentation.
Send results to the Webmaster, the web sites, and the editor of the regional newsletter promptly following the event.
Make corrections to the Data Base and remove paper clips from registration cards that had to be changed.
Send hard copies of results to anyone who has filled out an envelope at the registration table.
Chief of Equipment / Truck
The Chief of Equipment is responsible for the maintenance and transportation of the regions equipment to and from events. The Chief of Timing may take responsibility for the timing and computer equipment, this is to be decided year to year between the two chiefs.
If your region has a truck to haul its equipment, this person is responsible for maintenance, registration, inspection, insurance, etc. As these items occur, the Chief of Equipment must contact the Solo Chair so the necessary budget concerns can be discussed.
If any Chief needs supplies or equipment for an upcoming event, they are to contact the Chief of Equipment to get those supplies. If the needed equipment is not included in budgeted expenses, then the Chief of Equipment will need to get approval from the Solo Chair.
It is advisable to plan on several cleaning / fixing weekends throughout the season, as well as an annual pre-season and a post-season cleaning. This person is responsible for organizing such work days, and should recruit the help of the Chief of Publicity to organize the work detail.
Equipment List
General Equipment
Cones, Red Flags, Brooms, Fire Extinguishers
Oil Dry, Shoe polish, Tables, Chalk/drywall sections
Score Board, Trash Bags, Banners, Chairs
Radios with charged batteries
Timing Equipment Box
Light sensors for timers
Registration Box
Minor Competitor Form
Minor Spectator Form
Pens, Felt Markers, Post-it Notes, Pencils, Rubber bands
Duct Tape, Masking tape, Paper Dots for car #’s, Money bag
Clip Board #1- Competitors Waiver Forms
Clip Board #2- Car number/run order/time sheet.
Clip Board #3- Registration Cards
Clip Board #4-
Clip Boards #5-
Clip Boards #6- Worker Assignment form
Accident Insurance Forms
SCCA Membership Applications
Calculator for calculating PAX Times
Colored Paper Clips for flagging registration sheets if updating is needed
SCCA Rule Book and GCR Book
