How to Organize a Spelling Contest - OREGON … to Organize a Spelling Contest 2014 P a g e | 1 How to Organize a Spelling Contest OREGON SPELLERS OVERVIEW:

How to Organize a Spelling Contest 2014 P a g e | 1

How to Organize a Spelling Contest

OREGON SPELLERS

www.oregonspellers.org

OVERVIEW:

OREGON STATEWIDE SPELLING CHAMPIONSHIP: Oregon Spellers, an all volunteer, non-ODE-

sponsored entity, accepts ONE top speller (except in case of a first-place tie) from each Division in each County

that participates in a County or Regional Spelling Competition. (e.g., If more than one County participates in a

Regional contest instead of a County contest, ONE top speller* in each Division for EACH of the Counties may

advance to the Championship). Oregon Spellers is sponsored by the Oregon Association for Talented and

Gifted (OATAG).

The OREGON STATEWIDE SPELLING CHAMPIONSHIP is held at the Oregon State Fair in Salem on the

Saturday of Labor Day weekend. For more information about the Championship go to:


The Oregon Statewide Spelling Championship and all contests leading up to it are written spelling contests,

unlike spelling “bees”, which are oral. The words are pronounced and used in a sentence. The winners of the

state contest will receive a cash prize, plus an award certificate. For local contest prizes and volunteers, consider

approaching service organizations (e.g. Kiwanis, Rotary, etc.).

Classroom Contest: Each Classroom holds a spelling contest to determine that classroom’s top speller.

School Contest: The top one or two spellers* from each Classroom competes in their Division (see above) of

the School level spelling competition. Very small schools might eliminate the classroom contest and just hold a

school-wide contest.

District Contest: The top one or two spellers* in each Division from each school in the district compete in

their Division at the District competition.

County/Regional Contest: The top one or two spellers* in each Division of the District competition compete

in the County or Regional Spelling Competition.

The Road to the Spelling Championship

Classroom and/or School

Spelling Contest

County or Regional

Spelling Contest

District Spelling

Contest

Division I: Grades 1-5

Division II: Grades 6-8

Division III: Grades 9-12

OREGON STATEWIDE

SPELLING CHAMPIONSHIP


* Schools and Districts may determine, according to their own population distribution, whether to send

one or two top spellers from each Division to the next level of competition. If they send two spellers,

they should be the 1st and 2

nd place spellers or two tied 1

st place spellers. Each County can only send

ONE top speller to the OREGON STATEWIDE SPELLING CHAMPIONSHIP, except in the case of

a first-place tie.

Home School/non-affiliated Students: Home schooled or otherwise “non-affiliated” students compete in the

District competition in their appropriate Division.

SCHEDULING:

The County/Regional Contest Coordinator sets the timetable for their contest. The school district and individual

schools must schedule their contests so they are able to meet the County/Regional deadline. Oregon Spellers

needs to have names of the 1st and 2

nd place spellers of the County/Regional contests by May 31

st.

For District and County contests, after the first year, the Contest Coordinator should schedule the contest a year

ahead to ensure that adequate facilities are available. The Contest Coordinator should consider scheduling a

small room for those who are judging, so they are not distracted during the judging process. It is recommended

that at least two judges check each spelling sheet.

If there is a way to let home-schooled students know about this opportunity, make sure they know that they

must participate in their resident District Contest to qualify for the County Level contest.

If a student who is eligible to advance is unavailable on Contest day due to a scheduling conflict that is known

about in advance, the Contest Manager may choose to give that student a spelling test privately.

SPELLING LISTS:

In January or early February, the Oregon Department of Education (ODE) will provide contest words for the

District and County Level Contests (Schools will need to construct their own spelling lists). The lists will

contain 25 words plus 2 lists of 5 words for Tie Breakers (with appropriate sentences) per Division. Word lists

for the OREGON STATEWIDE SPELLING CHAMPIONSHIP are created by the Oregon Spellers’ “Word

Editor” who is the only person to see the words until the emcee receives them on the day of the contest.

Practice Lists may be found on the Oregon Spellers website: www.oregonspellers.org

CONTEST MANAGER / JUDGES / DAY OF CONTEST HELP:

The Contest Manager is the person responsible for running the spelling contest. The Contest Manager will

provide prepared lists of contest words and corresponding sentences to the proctors and judges on the day of the

contest. Parents of spellers cannot participate as judges or have contact with the spelling lists. Pronouncers

must be able to pronounce spelling words correctly and enunciate clearly.

For all contests (except in the classroom where the teacher is the “judge” and pronouncer), you MAY need:

http://www.oregonspellers.org/


1. Pronouncers: 1 to 3 word pronouncers. If you have multiple Divisions in your contest (e.g., a K-8

school or District Contest), it’s often easiest to have one pronouncer per Division and have the Divisions

compete in separate rooms.

2. Judges: 2 to 8 (or more) judges, depending on the number of spellers. The more help you have, the

faster it goes. They should be good spellers themselves.

3. Scoring chairperson/Head judge: Helps move papers through the scoring process and determines first,

second and third place spellers.

4. One person to put names on certificates, using computer printer or by hand.

5. Refreshments for contestants and families, if desired.

6. Organizing paperwork for the Day of the Contest (not necessarily needed for the classroom):

a. Pronouncers need: envelope labeled with pronouncer’s name and Division which contains an

outline of contest procedures, Word Lists and sentences for the contest and Tie Breakers;

b. Judges need: Word List & Tie Breaker keys (can be color-coded per Division to speed up

scoring); red pencils, and a dictionary;

c. Assistant/Room Proctor needs: extra pencils, paper; (enough for parents if they are attending the

contest to “try their hand at the test” often for District or County contests);

d. Students need: a Spelling Contest Answer Sheet or lined paper (can be color coded per Division

if desired), pencil, name tag (optional), scratch paper.

AFTER THE CONTEST:

At each level, the name(s) of the winner(s) need to be sent on to the next level contest; i.e., Schools send

information to their District Contest Coordinator; Districts to their County/Regional Contest Coordinator.

**County/Regional Contests see County Coordinator Specific Information “After the Contest”

information below. ****

1. Reprint and mail any certificates that need corrections.

2. Reassemble and file unused parts of the contest (e.g. unused speller answer sheets, paper, etc.).

3. Make notes of anything that didn’t run smoothly and ideas to avoid those problems for next year.

4. File samples of the Word Lists in an archive file so words aren’t repeated in subsequent years.


INFORMATION SPECIFIC TO COUNTY COORDINATORS

SCHEDULING:

The County/Regional Coordinator sets the date and time for the County/Regional Contest. Try to schedule

rooms from 3:00pm to 5:00pm so students don’t miss (too much) school to participate. Give Districts a

deadline for winners’ information, but allow time to contact winners and parents about the County contest.

(Try for at least 2 weeks.)

DISTRICT CONTACTS:

Create a list of District contacts and update it annually about the first of December so it is ready for use when

the Word Lists arrive from ODE. Using the ODE School Directory the first year, contact the districts and

private schools with appropriate grade levels in your county to invite participation and establish a contact.

District and private school coordinator’s name, phone number, and email address are essential. Be sure they

know when the County level contest is, because they will have to schedule their contests before that.

If a school or district has never participated in the spelling contests or would like additional help, Oregon

Spellers provides a “How to Organize a Spelling Contest” (available at www.oregonspellers.org ) to help

schools and districts put on the contests that must occur prior to the County spelling contest and ultimately, the

OREGON STATEWIDE SPELLING CHAMPIONSHIP. If a district opts not to participate, ask them to let

you know in advance. Oregon Spellers needs to have the names of the winners of the County/Regional contests

by May 31st.

AFTER THE COUNTY/REGIONAL CONTEST:

1. Give each First Place Speller (one per Division except in case of a tie) in the County Contest an

Oregon Spellers’ “Individual County Winner Registration Form” and direct them to fill out the form

and mail to Oregon Spellers immediately. Individual Speller’s Registrations are due by July 15th

.

These forms will be sent out to County Coordinators by ODE with the Word Lists and also by Oregon

Spellers.

2. Complete Oregon Spellers’ “County Coordinator’s List of Winner Form” for first and second place

spellers and submit one for EACH County (if a Regional Contest) to Oregon Spellers. (Second place

spellers are alternates in case first place speller cannot attend.) County winner information is due by

May 31st.

3. Compile a list of first, second, and third place spellers for dissemination to local print media.

4. Follow the regular “After the Contest” procedures above.



CONTEST GUIDELINES AND PROCEDURES

Each Spelling Contest should have the following (per Division if applicable):

1. Spelling Contest Answer Sheet or writing paper for the contestants & possibly parents

2. Pencils with working erasers for the contestants & possibly parents (so they can spell along)

3. Dictionary

4. A copy of the Written Spelling Contest Rules (see below)

5. An envelope for each pronouncer with 1 copy of 25 words with sentences and two lists of 5 words with

sentences each for Tie Breakers (see Spelling Lists from the “How to” information sheet)

6. Spelling Contest Results Sheet

7. Before starting, pass out Spelling Contest Answer Sheets and sharpened pencils to each contestant. Have

students fill out the Spelling Contest Answer Sheet (Name, Date, School/District/County and Division).

8. Remind the students of the following:

WRITTEN SPELLING CONTEST RULES

1. Put your first and last name on your paper.

2. Please PRINT words clearly.

3. Students must do their own work – any student caught cheating (as determined by the proctor, pronouncer,

or other contest official) will be expelled from the contest.

4. Optional: After the 25 words are pronounced, students will be able to ask for any word and sentence to

be repeated. A word may only be repeated once.

Administer the set of twenty-five (25) words, by pronouncing the word, reading it in the sentence containing

the word, and pronouncing it again.

At least two judges (if it isn’t a classroom contest) should score EACH paper separately to ensure

accuracy. Each judge should initial each contestant’s paper and write the total number of words correctly

spelled and total number of words missed in the appropriate blanks. There is no partial credit. There are no

negative points for incorrect answers. The contestant will be awarded one point for each correct answer.

If there is a disagreement about the spelling of a word, the dictionary should be consulted by the judges

before they make their final ruling. The decisions of the judges are final.

If there is a tie for first or second place, pass out the Tie-Breaker forms, pronounce an additional set of five

words for ALL contestants to maintain suspense and fairness. Record the number of words correctly spelled

in the Tie Breaker column. If the Tie is not resolved, repeat the Tie-Breaker process with another set of five

words. If the Tie is not resolved after 2 Tie Breakers, that position (1st or 2

nd) is declared a Tie and both

spellers share that placement. If the tie is for 1st place, then both spellers will advance to the next level.

The student with the greatest number of words correct is 1st place speller; the second greatest number

correct is second place. Clearly record 1st and 2

nd place spellers at the top of the Spelling Contest Results

Sheet.


QUICK START GUIDE TO

ORGANIZING SPELLING CONTESTS**

COUNTY COORDINATOR

January/February:

1. Contact District Coordinators (or recruit as necessary) for districts in your County and ask them to set up

their District Contests in March/April. (If you are trying to recruit new District Coordinators, consider

contacting the District Superintendent, TAG Coordinator, English Teachers, Librarians, even

community service organizations.)

2. Distribute ODE created Word Lists to districts (which are distributed by Barbara O’Neill

[email protected])

3. Instruct School Districts that they need to contact their schools and ask them to hold their Classroom and

School Contests in Feb./March.

April/May:

4. Set up a County Contest (Oregon Spellers needs results by the end of May).

5. Forward results to Oregon Spellers immediately after County/Regional Contest.

DISTRICT COORDINATORS

January/February:

6. Contact schools (include Home Schoolers and Charter Schools if possible) and ask them to hold their

Classroom and School Contests in Feb./March. Schools and classrooms create their own contest word

lists.

March/April:

7. Set up District Contest.

8. Use ODE created Word Lists distributed by Barbara O’Neill [email protected] or as

distributed by your County Coordinator.

9. Forward results to the County Coordinator immediately after the District Contests.

Classroom and/or School

Spelling Contest

District Spelling Contest

The Road to the Spelling Championship

OREGON STATEWIDE SPELLING CHAMPIONSHIP

County or Regional

Spelling Contest

mailto:[email protected]



GENERAL PARAMETERS

Division I – Grades 1-5; Division II – Grades 6-8; Division III – Grades 9-12

Classroom Contest: Each classroom holds a spelling contest to determine that classroom’s top speller.

School Contest: The top one or two spellers* from each classroom competes in their Division (see above) of

the School level spelling competition. Very small schools might eliminate the classroom contest and just hold a

school-wide contest.

District Contest: The top one or two spellers* in each Division from each school in the district compete in their

Division at the District Competition.

County/Regional Contest: The top one or two spellers* in each Division of the District Competition compete in

the County or Regional Spelling Competition.

* Schools and districts may determine, according to their own population distribution, whether to send

one or two top spellers from each Division to the next level of competition. If they send two spellers,

they should be the 1st and 2

nd place winners or two tied 1

st place spellers. Counties/Regions can only

send one top speller to the Oregon Statewide Spelling Championship, except in the case of a first-place

tie.

**For more detailed instructions, go to http://www.oregonspellers.org/ and go to the “Coordinators’ Corner”

page.



SPELLING CONTEST ANSWER SHEET

Classroom School District County Regional

Words Correct

# Words Missed

Tie Breaker #1 Correct

Tie Breaker #2 Correct

Division I (Grades 1-5) Division II (Grades 6-8) Division III (Grades 9-12)

___________________________________________

1. ___________________________________________

2. ___________________________________________

3. ___________________________________________

4. ___________________________________________

5. ___________________________________________

6. ___________________________________________

7. ___________________________________________

8. ___________________________________________

9. ___________________________________________

10. __________________________________________

11. __________________________________________

12. __________________________________________

13. ____________________________________________

14. __________________________________________

15. __________________________________________

16. __________________________________________

17. __________________________________________

18. __________________________________________

19.___________________________________________

20. __________________________________________

21. __________________________________________

22. __________________________________________

23. __________________________________________

24. __________________________________________

25. __________________________________________

Name:___________________________

Please print

Date:____________________________ Name of School, District or County:


SPELLING CONTEST TIE-BREAKER ANSWER SHEET

Cut Here ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

SPELLING CONTEST TIE-BREAKER ANSWER SHEET

Tie Breaker # Words Correct

Tie Breaker # Words Missed

Check if breaking a Tie

Tie Breaker # Words Correct

Tie Breaker # Words Missed

Check if breaking a Tie

Name: __________________________ Date: __________ Please print

Name of School/District/County: _______________________

Name: __________________________ Date: __________ Please print

Name of School/District/County: _______________________

1. ___________________________________________

2. ___________________________________________

3. ___________________________________________

4. ___________________________________________

5. ___________________________________________

1. ___________________________________________

2. ___________________________________________

3. ___________________________________________

4. ___________________________________________

5. ___________________________________________


SPELLING CONTEST RESULTS BY GROUP Fill out one page per Division

Division I (Grades 1-5)

Division II (Grades 6-8)

Division III (Grades 9-12)

STUDENT’S NAME CONTEST WORDS CORRECT

TIE BREAKER #1 CORRECT

TIE BREAKER #2 CORRECT

CLASSROOM LEVEL CONTEST

School: __________________ Grade: ___ Teacher: ________

SCHOOL LEVEL CONTEST District: ______________ School: ______________

DISTRICT LEVEL CONTEST County: ______________ District: ______________

COUNTY LEVEL CONTEST County: _____________________

IF REGIONAL CONTEST County 1: ____________________ County 2: ____________________ County 3: ____________________

Date: _______________________ 1st

Place: __________________________________

2nd

Place: __________________________________

If Regional Contest, submit 1st

and 2nd

Place spellers for EACH COUNTY to Oregon Spellers


YES, Yes, we will be holding a County level Regional level (two or more Counties) contest that will be sending

eligible spellers to the OREGON STATEWIDE SPELLING CHAMPIONSHIP on August 30, 2014. We plan on holding our County/Regional

contest: (approximate date)

NO, we will not be participating this year because:

COUNTY (or COUNTIES if Regional)

COORDINATOR NAME

AGENCY

EMAIL PHONE

ADDRESS CITY

STATE OR ZIP

Fill out the form below and return by mail to Oregon Spellers at:

38132 Vine Street, Lebanon OR 97355

OREGON SPELLERS: OREGON STATEWIDE SPELLING

CHAMPIONSHIP

County Intention to Participate Form Sponsored by OATAG: Oregon Association for the Talented and Gifted

August 30, 2014 at the Oregon State Fair in Salem, OR



Sponsored by OATAG: Oregon Association for the Talented and Gifted















OREGON SPELLERS: OREGON STATEWIDE SPELLING CHAMPIONSHIP

County Coordinator List of Winners Form

Please return this form and a County List of Winners Form for each County

by May 31st to:

The OREGON STATEWIDE SPELLING CHAMPIONSHIP is August 30st, 2014 at the Oregon State Fair in Salem, OR

Please give the INDIVIDUAL COUNTY WINNER form to FIRST Place Spellers ONLY (and those tied for FIRST)

REGIONAL CONTEST: Each COUNTY participating in a REGIONAL Contest may send ONE winner from EACH Division

(unless there is a tie for 1st place, then both winners may attend). If 1st place winners are unable to attend, 2nd place spellers will be invited to attend in

their place.

COUNTY CONTEST: Each COUNTY may send ONE winner from EACH Division (unless there is a tie for 1st place, then both winners may attend).

If 1st place spellers are unable to attend, 2nd place spellers will be invited to attend in their place.

Oregon Spellers c/o Kaynor Heineck 38132 Vine Street

Lebanon, OR 97355

ESD: ________________________________________ DID YOU HOLD A REGIONAL CONTEST? ____YES ____NO

COUNTY:_______________________________ ADDITIONAL COUNTIES: ____________________________, ______________________________

COUNTY COORDINATOR NAME:_____________________________________________ PHONE:________________________________________

ADDRESS:______________________________________________________ CITY:_________________________________ ZIP:__________________

EMAIL:_________________________________________________________


Please fill out a separate form for EACH county.

County Coordinator List of Winners Form for: COUNTY :

1ST PLACE Name Grade Address City Zip Email Phone Guardian(s)

DIVISION I 1 – 5 Grade

DIVISION II 6 – 8 Grade

DIVISION III 9 – 12 Grade

TIED FOR 1ST Name Grade Address City Zip Email Phone Guardian(s)




2ND PLACE

Name

Grade

Address

City

Zip

Email

Phone

Guardian(s)




TIED FOR 2nd

Name

Grade

Address

City

Zip

Email

Phone

Guardian(s)





Registration Instructions

Congratulations on winning your County Spelling Contest! Please register for the Oregon Statewide Spelling Championship by mailing this form to the address below by July 15th, 2014. Failure to register by July 15th, 2014 will result in disqualification from competition in the Oregon Statewide Spelling Championship. Your registration for the Oregon Statewide Spelling Championship will be complete when you receive a Registration Email from Oregon Spellers. For questions please contact:

Oregon Spellers c/o Kaynor Heineck, 38132 Vine Street, Lebanon, OR 97355 [email protected] 541-401-9780 www.oregonspellers.net

Speller First Name Last Name

Address Grade

City Zip Code County Age

Parent Name Phone Number

Parent Email Please check all that apply:

Yes, I will be attending. No, I am unable to attend. I tied for First Place.

Local Newspaper Please check one:

Division I (Grade 1-5) Division II (Grade 6-8) Division III (Grade 9-12)

T-Shirt Pre-Order before July 15th Please enclose a check for $16 (includes shipping and handling) payable to OATAG: Oregon Spellers and indicate the desired size. (Shirts ordered after July 16

th are $20). Shirts will ship mid-

August.

S M L XL 2X

Adult

Child

Donations: We welcome additional donations, which are tax-

deductible and benefit Oregon Spellers. If sending a donation, please include a separate check, payable to OATAG: Oregon Spellers. Oregon Spellers is funded solely by donation.

Verbal Bee: This year we will have an optional “just for fun”

Verbal “Bee” after the Championship. Would you be interesting in participating in the Verbal Bee?

Yes, I would like to participate in the Verbal Bee. No, I’m not interested.

Photo Release: I give permission for my child’s name and

image to be released for use in publications as appropriate (newspaper listing of winners, website, etc.)

Parent/Guardian Signature

Oregon Statewide Spelling Championship Individual County Winner Registration Form

SATURDAY, AUGUST 30, 2014 AT THE

OREGON STATE FAIRGROUNDS IN SALEM, OREGON.

$ Donations: We

welcome additional

donations, which are

tax-deductible and

benefit Oregon

Spellers. If sending a

donation, please

include a separate

check, payable to

OATAG: Oregon

Spellers. Oregon

Spellers is funded

solely by donation.



The following information will be used by the Master of Ceremonies to interview each contestant while waiting for the judges to score the tests. We like to provide this information to our MC in advance. Please fill out clearly and legibly.

Division I Division II Division III

Speller Name Hometown

What grade will you be in next year? Is this your first time at the contest?

Have you ever won the contest before? If so, what Division? What year?

What are your favorite hobbies?

Do you have any ideas about what you would like to do when you finish your education?

Have you done (or are you planning to do) anything special this summer?

How did you prepare for the OREGON STATEWIDE SPELLING CHAMPIONSHIP?

Do you have any advice for other kids about how to be a good speller?

Documents

How to Organize a Spelling Contest - OREGON … to Organize a Spelling Contest 2014 P a g e | 1 How to Organize a Spelling Contest OREGON SPELLERS OVERVIEW: