📋Team Administration

Overview

This guide provides a comprehensive foundation for starting, managing, and sustaining a successful FIRST Robotics Competition (FRC) team. Whether you're a rookie team or looking to grow your impact, use this as a reference for best practices, tools, and key areas of team development.

Team Structure and Leadership

Key Roles

  • Lead Mentor: Oversees all team activities, communicates with FIRST HQ, ensures safety

  • Technical Mentors: Guide students in mechanical, electrical, and programming areas

  • Student Leadership: Team captain, subteam leads (build, programming, outreach, etc.)

  • Parents and Volunteers: Logistics, meals, transportation, and fundraising support

Organization Tips

  • Hold regular team meetings with a clear agenda

  • Use a team charter or handbook to outline expectations and policies

  • Create subteams (mechanical, electrical, programming, business, media, etc.)

Preseason Planning

Recruitment

  • Host interest meetings at school

  • Present in classrooms and local events

  • Welcome all students—technical and non-technical

Training

  • Conduct workshops on tools, CAD, programming, and safety

  • Encourage students to learn leadership and project management skills

Fundraising

  • Apply for FIRST and sponsor grants

  • Seek local business sponsorships

  • Organize community fundraisers (car washes, dinners, etc.)

Build Season Essentials

Timeline

  • Kickoff in January: Analyze game, strategize, prototype

  • Weeks 1-3: Design, build drivetrain and mechanisms

  • Weeks 4-6: Refine, test, and drive practice

  • Stop build at competition or transport time

Project Management

  • Use tools like Trello, Notion, or Monday for task tracking

  • Daily stand-ups to align progress

  • Document everything (designs, code, test results)

Competition Preparation

Robot Transport and Packing

  • Checklist for tools, pit display, batteries, chargers, and spares

  • Practice loading and unloading

Scouting and Strategy

  • Develop a paper or digital scouting system

  • Assign roles for drive team, pit crew, scouts, and strategy

Team Spirit

  • Create team branding (shirts, banners, buttons)

  • Cheer on alliance partners and be respectful to all teams

Outreach and Impact

Community Involvement

  • Mentor younger teams (FLL, FTC)

  • Host demos at schools and community centers

  • Participate in parades, STEM nights, and public events

Awards

  • Focus on Impact Award, Engineering Inspiration, and Judges’ Awards

  • Keep documentation of all outreach and team growth

  • Involve students in writing and presenting submissions

Sustainability

Finances

  • Build an annual budget

  • Track income and expenses

  • Set long-term goals for growth and travel

Mentorship

  • Recruit and retain adult mentors

  • Develop returning alumni as technical or leadership mentors

Knowledge Transfer

  • Maintain engineering notebooks or team wiki

  • Host end-of-season retrospectives and summer training

Key Resources

Final Thoughts

Running an FRC team is a rewarding challenge. Focus on building a positive culture, encouraging student leadership, and always striving for growth—both in robot performance and impact beyond the field.

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