Tournament Equity

Tournament Equity

Congratulations on becoming the Equity Officer for a tournament! This is a working page on how to best create an equitable space at your tournament. Please read our document, as it will be updated regularly.
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Before the Tournament

As an Equity Officer, there is a lot to do before a tournament begins.

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Equity Officers

Paying Equity Officers

This is a big reform that we are suggesting tournaments take into account. Acting as an Equity Officer is a huge responsibility, and requires a lot of work. Paying Equity Officers similarly to how IAs are funded would be a big step towards an equitable space. A big thanks to the McGill Debating Union (MDU) for suggesting this. We will expand on this soon.

Equity Officer Best Practices

  1. Equity Officers should not hold any other significant role at the tournament for 2 reasons:
    1. This may impede on an Equity Officer’s ability to act in a timely manner;
    2. This may act as a conflict of interest in situations where the Equity Officer may have also been involved.
  2. Equity Officers should receive proper training prior to tournaments. Equity Officers should also be in contact with a member of the Ombudsteam for support. More information on this will come soon.

Platform

If your tournament is in-person, ensure that your tournament has accommodated for all accessibility concerns (i.e Food accessibility, room accessibility, etc.). We will give more information on how to make your tournaments more accessible soon. For now, our main focus is on Online tournaments.

Online Tournaments are rather unchartered territory in CUSID. Here’s some information that is important.

Resources List:

> Read more on why Discord is the better platform
> Click here for the Discord channel template
> See how to attach an equity opt-in to your discord tournament
> Click here for a sample Tech Briefing

There are a few online platforms that are currently being used for debating tournaments. The CUSID Ombudsteam suggests that Discord is used, because it is the most accessible platform.

> Learn more here

Briefly:

1. Discord is stable

Discord was explicitly built to be stable. It takes up less computer resources as it was designed for gaming, where resource management is paramount. Further, it takes up less bandwidth and CPU because it needs to stream high-capa games smoothly. Of the platforms used to run debating tournaments, it is the most stable.

2. Discord is compatible

Furthermore, Discord is compatible with mobile, as well as on desktop. Compatibility is important because tournament platforms need to be accessible on different forms of media to accommodate for the various forms of media debaters may have access to. On mobile, apps must retain the same functionality while maintaining a friendly UI. Discord, along with Zoom, do this better in comparison to Yaatly and Mixidea. 

3. Video calling is a large barrier of entry to debating

People may argue against Discord because it isn’t optimized for video calling. Here are a few reasons why our tournament will not be prioritizing video.

4. Video calling (i.e. over Zoom) eats up your bandwidth.

If the goal of this tournament is to be accessible, it is crucial that the platform be accessible to debaters without lagging significantly.

5. Video calling is only accessible to those with webcams. 

Suppose, as others suggest, body language is important to how a judge may perceive a speech. Using video may be an advantage to certain debaters and allow higher speaker scores on average. This creates an unfair advantage for those who have access to webcams in comparison to those who do not.

6. Video calling disadvantages those who opt to remain anonymous. 

As a tournament that provides debaters and judges tags (for anonymity on draws and tabs), it is fair that individuals who choose to remain anonymous may not want to use webcams. Speaker scores should not pressure those who choose to stay anonymous to turn on their video.

There are a few things to be wary of when creating a discord tournament so that it is optimal for Equity Officers to do their jobs.

Tournament Functions:

  1. Equity Officers need their channels to be private. CUSID currently has access to a discord template that has a private equity channel built into the server. A huge thank you to Joey Karam for this channel. 

> Click here for the discord server

  1. Joey Karam has created a Discord Tournament Template that comes pre-programmed with all the necessary tournament features and channels, including private equity channels. It can be found here
  2. All features of the template can be found here, all bots (which are required for Equity Opt-in Policy) must be added by the template user.
  1. Equity Policy Opt-In should be implemented into all servers.

A huge thank you to Eyas from the Carleton University Debate Society (CUDS) for creating this Opt-In policy.

> Click here for a youtube demo on how to add the Equity policy Opt-In

  1. Tech Briefings

Finally, it is important that tournaments have Tech Briefings. This makes tournaments as accessible as possible to new debaters.

> Click here for a sample Tech Briefing

In situations where participants lose connection before the round

If a team does not show up:

1. The chair should inform the Tournament Director, Equity Officer, and/ or a member of the OrgComm. They should be trying to contact the team and looking for a Swing;

2. Continue introductions that occur prior to the round. If the team has not shown up;

  1. But they are reachable, but unable to connect to Discord:
    1. The chair judge, panelist, or debater should phone them in (Call them and have them speak + listen through speakerphone).
    2. If they are also unable to call in:
      1. Begin the round with a Swing;
      2. The chair should inform a member of the OrgComm/tabs.
  2. And they are still unreachable:
    1. Wait an additional 10 minutes. During this time, the OrgComm should be searching for a Swing. 
    2. If the team has not shown up after 10 minutes:
      1. Begin the round with the Swing;
      2. The chair should inform a member of the OrgComm/tabs.

If a speaker does not show up:

1. The chair should inform the Tournament Director, Equity Officer, and/ or a member of the OrgComm. Their partner should be trying to contact their partner  at this time;

2. Continue introductions that occur prior to the round. If the speaker has not shown up;

  1. But they are reachable, but unable to connect to Discord:
    1. Their partner (or someone in the round if their partner cannot) should phone them in (Call them and have them speak + listen through speakerphone).
    2. If they are also unable to call in:
      1. The chair should inform a member of the OrgComm/tabs.
      2. Have their partner ironperson;
  2. And they are still unreachable:
    1. Wait an additional 10 minutes.
      1. The chair should inform a member of the OrgComm/tabs.
      2. After 10 minutes, have their partner ironperson;

If a panelist does not show up:

  1. Continue introductions that occur prior to the round. If the panelist has not shown up;
    1. But they are reachable, but unable to connect to Discord:
      1. The chair (or anyone else in the round) should phone them in (Call them and have them listen through speakerphone).
      2. After 10 minutes, if they are also unable to call in:
        1. Begin the round.
    2. And they are still unreachable:
      1. Wait an additional 10 minutes.
        1. After 10 minutes, begin the round.

If a chair does not show up:

1. There is one or more panelist(s):

  1. A panelist should inform the Tournament Director, Equity Officer, and/ or a member of the OrgComm. A panelist should be trying to contact the chair. If the chair is:
    1. Reachable, but unable to connect to Discord:
      1. A panelist or debater should phone them in (Call them and have them speak + listen through speakerphone).
      2. If they are also unable to call in:
        1. A panelist should inform a member of the OrgComm/tabs;
        2. Begin the round with an alternate chair or assign a panelist as the chair.
    2. Unreachable:
      1. Wait an additional 10 minutes. During this time, the OrgComm should be searching for an alternate chair or assigning a panelist as the chair on Tabbycat. 
      2. If the chair has not shown up after 10 minutes:
        1. A panelist should inform a member of the OrgComm/tabs;
        2. Begin the round with an alternate chair or assign a panelist as the chair.

2. There are no panelists:

  1. A debater should inform the Tournament Director, Equity Officer, and/ or a member of the OrgComm. A panelist should be trying to contact the chair. If the chair is:
    1. Reachable, but unable to connect to Discord:
      1. A debater should phone them in (Call them and have them speak + listen through speakerphone).
      2. If they are also unable to call in:
        1. Inform a member of the OrgComm/tabs;
        2. Begin the round with the alternate chair.
    2. Unreachable:
      1. Wait an additional 10 minutes. During this time, the OrgComm should be searching for an alternate chair. 
      2. If the chair has not shown up after 10 minutes:
        1. Inform a member of the OrgComm/tabs;
        2. Begin the round with the alternate chair.

In situations where participants lose connection during the round

1. If a speaker loses connection and:

  1. They have not spoken yet:
    1. The chair should inform the Tournament Director, Equity Officer, and/ or a member of the OrgComm. Their partner should be trying to contact their partner  at this time;
    2. Pause the round. If the speaker has not shown up;
      1. But they are reachable, but unable to connect to Discord:
        1. Their partner (or someone in the round if their partner cannot) should phone them in (Call them and have them speak + listen through speakerphone).
        2. If they are also unable to call in:
          1. The chair should inform a member of the OrgComm/tabs.
          2. Their partner should ironman;
      2. And they are still unreachable:
        1. Wait an additional 10 minutes.
          1. The chair should inform a member of the OrgComm/tabs.
          2. After 10 minutes, continue the round with the ironperson;
  2. They have already spoken:
    1. Their partner should try to get them back into the round;
    2. Do not interrupt the round.

2. If a panelist loses connection:

  1. Continue the round. Try to contact them between speeches. If the panelist:
    1. Is reachable, but unable to connect to Discord:
      1. The chair (or anyone else in the round) should phone them in (Call them and have them listen through speakerphone) in between speeches.
      2. If they are also unable to call in, continue the round.
    2. Is still unreachable:
      1. Continue the round

If a chair loses connection:

  1. There is one or more panelist(s):
    1. A panelist should inform the Tournament Director, Equity Officer, and/ or a member of the OrgComm. A panelist should be trying to contact the chair. If the chair is:
      1. Reachable, but unable to connect to Discord:
        1. A panelist or debater should phone them in (Call them and have them speak + listen through speakerphone).
        2. If they are also unable to call in:
          1. Inform a member of the OrgComm/tabs;
          2. Continue the round by assigning a panelist as the chair.
      2. Unreachable:
        1. Wait an additional 10 minutes;
        2. If the chair has not shown up after 10 minutes:
          1. Inform a member of the OrgComm/tabs;
          2. Assign a panelist as the chair.
  2. There are no panelists:
    1. Pause the round. A debater should inform the Tournament Director, Equity Officer, and/ or a member of the OrgComm. A panelist should be trying to contact the chair. If the chair is:
      1. Reachable, but unable to connect to Discord:
        1. A debater should phone them in (Call them and have them speak + listen through speakerphone).
        2. If they are also unable to call in:
          1. Inform a member of the OrgComm/tabs;
          2. Continue the round with the alternate chair once one is found.
      2. Unreachable:
        1. Wait an additional 10 minutes. During this time, the OrgComm should be searching for an alternate chair. 
        2. If the chair has not shown up after 10 minutes:
          1. Inform a member of the OrgComm/tabs;
          2. Continue the round with the alternate chair once one is found.

Team Codes

Additionally, it is important to decide whether or not to use team codes at tournaments. There are many reasons for this. Prominent schools will always include the name of their institutions in their team names. This is because there is a strategic advantage to doing so. Judges are more likely to give them higher speaker scores for it.

Socials

There are a number of best-practices that are suggested by the Ombudsteam. 

  1. Naloxone kits should be provided by the tournament. 
  2. There should be at least 1 Equity Officer who is present and sober at the social. They should be reachable in case anyone needs support at these times and should be trained in administering the Naloxone kit.
  3. Tournament Directors and Equity Officers should encourage a number of volunteers to be present, visible, and sober at tournament socials.
  4. When possible, socials should be held in mixed-use spaces, where it is possible for people to enjoy themselves without drinking. 

Resources

It is crucial that there are resources to support participants of your debating tournament are made available. This may differ for in-person vs. remote debating tournaments, but it is nonetheless crucial that an effort is made for these resources to be available.

  • Mental Health resources (Crisis Centers, Phone Crisis Lines, Text lines, etc.)
  • Emergency Services
  • Etc.

The Ombuds team is currently working to create a list of mental health resources in different areas. For in-person tournaments, it may be beneficial to reference the resources that your university provides. These resources are typically a good starting place on the resources in the area.

Equity Briefings

We have provided Equity Briefing slides from some past tournaments, as well as a template to follow. Slide 10-13 of the Equity Briefings template is dedicated to Canadian Parliamentary formal. A special thank you to Navin Kariyawasam for first writing these slides. Slide 14-15 are on Consent and being an Active Bystander. These are very important for in-person tournaments. A special thank you to Madison Martinez for writing these slides. These slides should be released in advance of the tournament and a written equity briefing, including the equity and opt-out policy, should be included in the posted tournament package.

> Click here for the link to the Equity Briefing slides template

Please go to File > Make a Copy on the presentation to make an Equity Briefing.

> Click here for a drive with past Equity Briefings

Tournament Equity Forms

Please accommodate for debater-debater scratches in addition to judge-judge and debater-judge scratches. In some cases, debater-debater clashes can be accommodated in-rounds, but not in out-rounds. Please discuss this with your OrgComm prior to the tournament. If your OrgComm is aware of an effective way to ensure debater-debater scratches are upheld that is not listed below, please notify the Ombudsteam.

  1. To accommodate debater-debater scratches, a tabs team may:
    1. Redraw a round if a scratch is present in a room.
    2. If after the redraw, the two teams are still slotted against each other, the Tabs team can manipulate the draw to pull a team down or up to accommodate the scratch, replace them with a swing team and move a team to a separate room, or otherwise can manipulate the tab in a way which allows the scratch to be upheld with minimum disruptions to the generated draw.

Please note that this tournament form does not ask for justification on Scratches. As per best practice, it is important that this isn’t asked to protect the confidentiality of all participants in potential Equity cases that were previously open.

> Scratches & Clashes Form Template

Please go to File > Make a Copy on the form to make a Scratch & Clash Form.

> Equity Form Template

Please go to File > Make a Copy on the form to make an Equity Form.

There are several sections that are important to add to the Registration Form. 

1. Accommodations

There are many accommodations that need to be taken into account when running a tournament, both online and in-person. There are a few common in-person accessibility concerns (i.e. room accessibility, food accessibility, etc.) that Tournament Directors and Equity Officers should be wary of. When asking this question on the Registration Form, please keep the question open-ended to ensure that participants who need accommodations beyond what is more regularly seen can be accounted for. This question should also be a part of online tournament Registration Forms, as there may still be accessibility concerns (i.e. platform accessibility depending on location) that should be accounted for. 

Please include the question: “Please include any accessibility concerns that you, your institution, and/or your partner have. (i.e. in-person tournaments: room accessibility, food accessibility; online tournaments: platform accessibility)” (Answer: Long answer question)

2. Anonymous Tags Form

Online competitions have opened the possibility for tournaments to support anonymous tags. This can be beneficial for many reasons. For example, at the Womxn’s and Gender Minorities’ Online Debate Open, it was beneficial for individuals who wished to remain anonymous on how they identified themselves. It may be beneficial at more tournaments for people who wish to be referred to by specific pronouns but do not wish to give their names. 

Please include the question: “Would you like an anonymous tag for this tournament?” (Answers: Yes, No)

> If you have forgotten to include this in your reg, and would like to send out a form, here is the Anonymous Tags Form Template

Please go to File > Make a Copy on the form to make a Form.

3. Minors Form

Now that tournaments have gone online, university tournaments have become more accessible to high school debaters. It is important during your tournament that you record who is a minor at your tournament. This is for the safety of these individuals and for the liability of your institution. If people are recorded as minors, please set a distinct tag for them on Discord, to ensure that no 18+ individuals are alone in a room with any minors on Discord.

Please include the question: “Are you a minor (under the age of 18)?” (Answers: Yes, No)

> If you have forgotten to include this in your reg, and would like to send out a form, here is the Minors Form Template

Please go to File > Make a Copy on the form to make a Form.

4. Recording Demographic Information

The Ombudsteam has been exploring the asking for demographic information (i.e. gender). This information should only be accessible to the Equity Team and Ombudsteam, for the purposes of documenting the correlation between demographic participation and success in the debating circuit. This can be immensely beneficial in gauging the long-term impacts of equity reform, and can provide much-needed insight for the circuit on where systemic inequality continues to exist.

Please include the question: “Do you identify as a womxn or gender minority ?” (Answers: Yes, No, Prefer not to say)

Reviewing Motions

The CUSID Ombudsteam suggests that the Equity teams of tournaments work closely with the Adjudication Core in ensuring that the tournament is as equitable as possible. Adjudication Cores should allow Equity teams to review the motions at least 1 day in advance, to ensure that the Equity team can flag any motions that may require a Content Warning or a briefing beforehand.

Adjudication Cores should also work closely with Equity to ensure that there is enough time to opt-out of motions prior to the debate. If any motions are flagged, it is up to the Equity team to work with the Adjudication Core to set up a 2 minute (up to change as per discretion of the AdjCore) period for open opt-outs before debaters can begin preparation. This ensures a practical opt-out period of time so that debaters do not feel like they cannot opt-out of a motion.

Depending on Policy at a debating tournament, participants are allowed to opt-out of rounds and have their partners iron-man a specific number of rounds. While we believe this is a good option to keep, we also believe that Adjudication teams should have back-up motions prepared in case individuals do not want an opt-out affecting their chances at a speaker award.

The McGill Debating Union created a thorough BP Opt-Out policy for British Parliamentary Championships which we highly recommend and it is stated as follows:

  1. The motions at this tournament have been screened by equity officers to minimize the likelihood of equity violations occurring during rounds. However, we recognize that a wide variety of topics can be triggering or upsetting for individuals, and thus this tournament has an opt out policy.
  2. Opt-Out Process
    1. Five minutes before the round begins if it includes a potentially triggering topic, i.e. Round 3 involves discussing X topic. 
    2. At any point before the motion is released, please find a member of the equity team or a CA and notify them of your opt-out. Both debaters and judges can opt out. This can be done anonymously by texting an equity team member of CA and simply saying that your Room (ex. Room 5) requires an alternate motion due to an opt-out.
    3. In the case of a debater, an alternate motion will be provided for your room. They will be informed that they are all debating a different motion, however, your request will be kept anonymous. Judges will be reallocated when possible.
    4. If you want to opt-out after a motion is released, your partner can iron-person and will still be kept in break contention. If you are in the round and material comes up which is upsetting for you, you have a right to leave the round and have your partner ironperson. However, the tournament does have a maximum of two iron-person rounds in order to remain in break contention. If both you and your partner leave the round before your speeches, you will take an automatic fourth.

After a Content Warning is given, a 2 minute (up to change as per discretion of the AdjCore) period for open opt-outs before the debate begins. If there is no content warning, debaters may interrupt the round, or a private message can be sent to the judge(s) and/or a member of the Equity Team who will intervene at that time to allow for time (time is as per discretion of the AdjCore) to discuss whether an opt-out is needed. 

Equity Teams can review motions during the round to deem their equitability. The Ombuds team is currently considering having teams submit their motions prior to their rounds for review, to ensure that motions are equitable. If the Equity Teams cannot come to a consensus, Equity Officers may refer to members of any applicable committees for opinions/advice. 

During and After the Tournament

An overview of standardized reporting, and a look into mediating situations.

Almost There! 75%

Incident Reports and Exit Reports

Incident Reports and Exit Reports should be sent to your respective regional Ombudsperson, as well as the institutional Equity Officer. Exit Reports should also be sent to members of the Adjudication Core if the feedback is applicable to them. 

Emily Xie (National)

cusid.nationalombuds@gmail.com

Ellen Coady (Central)

centralombuds@gmail.com

Jim Gavin (East)

eastombuds@gmail.com

Janita Basit (West)

cusidombudswest@gmail.com

Incident reports are necessary for any situation:

  1. That requires follow-up with a member of the Ombuds Team
  2. That was resolved but:
    1. Required Follow-up; and/or
    2. Required a Mediation; and/or
    3. Resulted in punitive action being taken

> Click here for the Incident Report template

Please go to File > Make a Copy on the form to make a Form.

Exit reports are necessary following every debating tournament sanctioned by CUSID. This was a practice that was common a few years ago, but was dropped. It is important to bring this back to hold Equity Teams accountable for proper action.

> Click here for an Equity Feedback form

> Click here for the Exit Report template

Please go to File > Make a Copy on the form to make a Form.

Final Review

A final checklist of everything that you've done for your tournament.

All Set! 100%

Before Tournament:

  1. Have you decided whether to use team codes at your tournament?
  2. Have you created your Equity Briefing?
    1. Filled in your land acknowledgement?
    2. Filled in your contact info?
    3. Taken the correct slides from the template?
    4. Filled in the necessary resources?
  3. Have you created and released your forms?
    1. Scratches + Clashes
    2. Equity Form
    3. Registration Form
      1. Does it collect demographics?
      2. Does it have anon tags options (if necessary)
      3. Does it collect minors?
  4. Have you ensured that your Discord Server is Equity-friendly?
    1. Is the Equity channel private?
    2. Is there an Equity Policy opt-in?
  5. Have you reviewed the motions (BP) and created any content warnings?
    1. Have you asked the AdjCore to create any back-up motions?
  6. If your tournament is having an in-person social:
    1. Have you delegated at least 1 sober monitor?
    2. Have you resourced any naloxone kits?
  7. If your tournament is in-person, have you ensured that the tournament has accommodated for all accessibility concerns? (i.e Food accessibility, room accessibility, etc.)

During Tournament: 

  1. Have you checked the Equity Form?
  2. Have you written the necessary Incident Reports?

After Tournament:

  1. Have you written your Exit Report?
    1. Have you put out an Equity Feedback Form?
    2. Have you sent this report to your institutional Equity Officer, OrgComm (if necessary) and to your respective Ombudsperson?

Additional Resources

More important resources brought by other people.

Achte Minute has some good information on physical accessibility and anonymity.

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