THE INTERNATIONAL COLLEGIATE PROGRAMMING CONTEST (ICPC)

THE 2023 ICPC CARIBBEAN finals (qualifier)

Instructions for site directors

Following are described some functions that the Site Directors (or someone else on behalf) should make before, during and after the Qualifier.

BEFORE THE CONTEST DAY:

• • You must promote the contest as much as possible and ensure that teams register in a timely manner and according to their type/category:

    • • Official university teams (the ICPC eligible ones), through the guide.

      • Cuban pre-university teams (EPC), through this form.

      • Other invited teams (GUESTS), through this form.

  • You must write to the address icpc.caribe@gmail.com (example of the message's subject: 2023 Qualifier UC site - Telegram user) to report the Telegram user that you whish be added to the Telegram private group that will be used for communication between the site directors and the Contest main organizers.

  • (JUST FOR ICPC CARIBBEAN OFFICIAL UNIVERSITY SITES) You must write to the address icpc.caribe@gmail.com (example of the message's subject: 2023 Qualifier UH site - MOG user) to report the MOG user (NOT the nickname) that you wish be added to the contest with the "Observer" role. With this privilege in the system, that user will be able to see the submissions (source codes) sent by teams, the updated ranking during "frozen time", and the Saris page (the dancing scoreboard -system for revealing the pending submissions during the frozen time, etc.-), even if the contest is still locked.

  • You must print a copy of the problemset to be delivered to each team, along with the account information (username and password) of the team in the MOG.

  • You must prepare the competition area to accommodate all your registered teams. For each team, if possible, you must guarantee 1 spacious table, 3 comfortable chairs, 1 PC with power backup (or a laptop), pens and blank sheets for notes... The competition area must be as spacious (and non-noise) as possible; it must have good lighting and ventilation/air conditioning. In addition, a data project is recommended to show for all the ranking during the contest execution. Consider providing some snacks and/or coffee/water to the teams during the 5 hours of intense competition.

DURING THE CONTEST DAY:

• • You must remain connected to the Telegram private group that will be used for communication between the site directors. Through that communication service you must report any issues of the contest in your site (even if it's just to report that everything is running fine), clarify any doubts, receive orientations from the Contest main organizers, etc.

  • You should publish pictures (preferably pictures where the teams can be seen) in the "ICPC Caribe" Facebook group. If you have inconveniences with the internet, then you can send the pictures with descriptions to the address icpc.caribe@gmail.com (example of the message's subject: 2023 Qualifier UHO site - Publish in social networks).

  • BEFORE STARTING THE PRACTICE/WARMUP CONTEST, you must read to the teams the preliminary indications and the judges' tips. This is the moment to hand the MOG login information (user and password) to each team.

  • BETWEEN THE PRACTICE/WARMUP CONTEST AND THE REAL CONTEST, you must verify that the teams haven't left any source code in their computers to take advantage of. This is the moment to locate a printed copy of the problemset in each station.

  • ONCE THE REAL CONTEST STARTED, you must write to the address icpc.caribe@gmail.com (example of the message's subject: 2023 Qualifier UCI site - Delete users) to report the usernames (NOT the nicknames) of the accounts belonging to teams that will not be used (for example: because they didn't show up to the real contest), in order to remove them from the contest. Once you receive the notification that the reported accounts have been eliminated from the contest, you must verify once more in the ranking that for your site are only the teams that it's supposed to. A team will be considered that participated in the contest if it starts the real contest, even if it doesn't make any submissions and/or decides to leave before the end of the contest.

• • • • The policy for teams that show up incomplete in the real contest is as follows:

        • • If only 1 or 2 contestants shows up, the team is canceled in the ICPC Registration System (JUST FOR ICPC CARIBBEAN OFFICIAL UNIVERSITY SITES), and it has the possibility to attend as guest in the ICPC Caribbean Qualifier (in the grouped ranking it would show up in the GUEST_TEAMS group). In these cases, the teams must be reported, ONCE THE REAL CONTEST STARTED, by the respective directors to the e-mail address icpc.caribe@gmail.com (example of the message's subject: 2023 Qualifier UCI site - Incomplete teams for GUEST_TEAMS). In the message body, you must specify the username (NOT the nickname) of the team's account in the MOG and, in each case, the name of the absent contestant.

      • The policy for teams that on the contest day show up with different members, is as follows:

        • • (JUST FOR ICPC CARIBBEAN OFFICIAL UNIVERSITY SITES) Quickly verify the eligibility of the new member, that must not have participated in another team during the current competition cycle.

          • DURING THE REAL CONTEST the required updates must be made in the ICPC Registration System (JUST FOR ICPC CARIBBEAN OFFICIAL UNIVERSITY SITES).

          • These cases must be notified, ONCE THE REAL CONTEST STARTED, by the respective directors to the address icpc.caribe@gmail.com (example of the message's subject: 2023 Qualifier UO-SAM site - Change of members). In the message body, you must specify the username (NOT the nickname) of the team's account in the MOG and, in each case, the name of the exiting team member and his substitute.

• • (JUST FOR ICPC CARIBBEAN OFFICIAL UNIVERSITY SITES & EPC TEAMS) ONCE THE REAL CONTEST STARTED, you must write via the Telegram private group each time a team in your site is requesting to abandon the team area before the official contest time ends. Please, be specific about the team username and the respective site. Once the team account has been deactivated, you will get an explicit notification from the Contest organizers and, just and only then, the team can go from the contest area.

  • 60 MINUTES BEFORE THE END OF THE REAL CONTEST, you must make a public announcement to remind the participants about the beginning of "frozen time". During "frozen time" the scoreboard will not be updated anymore, although each team continues to receive the judgments to their submissions.

  • 30 MINUTES AFTER THE END OF THE REAL CONTEST all the data (ranking, judgments, etc.) that is hidden during "frozen time" will be updated and shown.

  • (JUST FOR ICPC CARIBBEAN OFFICIAL UNIVERSITY SITES) BEFORE THE END OF THE CONTEST DAY, you must write to the address icpc.caribe@gmail.com (example of the message's subject: 2023 Qualifier UC site - Staff data) to report the following info for each staff person (the people who helped organize and perform the event):

    • • Full name (for using it in the certificate of participation).

      • Email at icpc.global website.

      • Role ("Executive Director", "Assistant Director", "Chief Judge", "Systems Manager", "Guest/Observer", "Volunteer", etc.).

AFTER THE CONTEST DAY:

• • (JUST FOR ICPC CARIBBEAN OFFICIAL UNIVERSITY SITES) The ICPC Registration System offers the possibility to generate and deliver the certificates of participation for ICPC official teams and staff members. The respective PDF is published in the participant's Dashboard, specifically in the "Available files to download (for years 2023-2024)" section.

  • You must write to the address icpc.caribe@gmail.com (example of the message's subject: 2023 Qualifier UCNE site - MOG Feedback) to report any bug of malfunction of the MOG that you may have detected in your site. This feedback will allow us to correct every possible thing for future contests in the system.

  • (JUST FOR ICPC CARIBBEAN OFFICIAL UNIVERSITY SITES) You must write to the address icpc.caribe@gmail.com (example of the message's subject: 2023 Qualifier UAPA site - Keynotes) to share a brief report about your site. With this information, a general keynote of the Caribbean Qualifier will be made, which will be shared by the mailing list of the ICPC Caribbean leaders (icpc-carib-dir@googlegroups.com).