Officiële vragen en antwoorden: Judging

According to the judging confidentiality guidelines, notebook contents must remain within the judging team, and judges must delete any downloaded copies at the conclusion of the event.

However, could you clarify how access to digital engineering notebooks submitted through a live link is managed?

Who can access a team's digital notebook through the live link, and for how long does that access remain available?

Is access limited to the judges and event partners assigned to a specific event, or can they continue accessing the notebook throughout the competition season?

If a team uses the same live link for multiple events, can judges or event partners from previous events still access the notebook after their event has concluded?

Does the live link remain accessible to anyone who previously received it, or are access permissions revoked or restricted after each event?

We understand that confidentiality rules prohibit sharing notebook contents outside the judging team. We would like to clarify whether the digital platform's access permissions align with these event-specific confidentiality requirements.

1. Who can access a team’s digital notebook through the live link, and for how long?

Whoever the team has shared the link with, for as long as the team leaves it open. Global Robotics & Science Foundation does not manage, limit, or revoke live links. Access is controlled entirely by the team. Teams submit their notebook link and summaries through events.vex.com, and they are responsible for making sure the link works and is accessible to the judges who need it.

2. If a team uses the same link for multiple events, can judges or Event Partners from a previous event still open it? Is access revoked after each event?

Technically yes, unless the team restricts the link. Nothing is revoked automatically after an event. A team may restrict access once an event ends, but it should make sure it does not cut off another event that still needs to review the notebook. Because the link is the team’s to manage, we encourage teams to plan their sharing settings around their event schedule.

Confidentiality does not depend on the link. Judges and Judge Advisors may use a notebook only to judge their own event. Once that event ends, they should not reopen the notebook for any purpose, even if the link still works. Notebook contents stay within the judging team, judges may not share images or copies, and notebooks are never entered into AI tools or any outside service. Any downloaded copies must be deleted at the conclusion of the event.

3. Do Event Partners follow the same rules, and does the platform’s access align with the confidentiality requirements?

Yes, Event Partners follow the same confidentiality expectations as Judge Advisors. They agree to this in the Commitment to Event Excellence when they submit an event for approval on events.vex.com. In it they commit to follow the Code of Conduct and the Judge Guides, and to make sure their volunteers do the same. Failing to follow these commitments can lead to corrective action, including loss of Event Partner privileges.

The link settings and the confidentiality rules work together but are separate. The team decides who can open the link, and everyone who does is bound by the confidentiality requirements for as long as they hold the notebook’s contents.