Embedded Files
The National History Day Contest Rule Book and the NHD Affiliate Agreement underpin the program's structure at all levels. Official NHD policies provide additional official guidance that shapes all Affiliate programs.
Within these guidelines, there are many grey areas in which Affiliate coordinators must make decisions that best fit their program and participants. Making these guidelines clear and consistent provides more information to participants, improves quality control, creates consistency through leadership transitions, and can protect staff and participants.
Sample policies and guidelines are provided below. If you need an editable file, reach out to any Affiliate coordinator. If adapting, please credit the Affiliate program.
Official NHD Policies Applicable to All Affiliates
Official NHD Policies Applicable to All Affiliates
NHD Contest Disclaimer
Disclaimer posted at the National Contest that NHD does not censor entries based on content and that the views and opinions expressed in entries may not and often do not represent NHD.
NHD Contest Participation Policy
Provides official clarification on the ages of student participants and how many times a student may participate in the junior and senior divisions. Clarifies the ability of Affiliates to hold Youth Division contests at their discretion.
NHD Non-Discrimination Policy
Non-discrimination statement from top of page two in NHD Contest Rule Book.
General
General
Safety of Minors and Background Checks
Anyone, including your volunteers and interns, going into schools where they will have one-on-one access to students must have a background check. Your state/territory has a simple form, typically, which carries a fee in the $50 range. The FBI also has one (www.fbi.gov). Consider paying this fee for each individual doing this type of work for you. School districts may require that you have these background checks on file, but even if they do not, it is good practice and will offer some legal protection if an accusation is made.
Social Media Policy
Summary
Sample
Cultural Diversity and Inclusion
Summary
Sample
Contest-Related
Contest-Related
Conflict of Interest
A conflict of interest may be defined as an interest (direct or indirect) between people that might affect or might reasonably be thought by others to affect, the judging and/or outcome of an NHD contest. The following guidelines describe how Affiliate programs will take steps to mitigate any identified judge or staff conflicts and ensure fair competitions. The annual Affiliate Agreement requires Affiliates to develop a Contest Conflict of Interest policy.
Disqualification Procedure
Process by which NHD will investigate and process rules violations that may result in disqualification at the National Contest. Affiliates are encouraged to develop a similar policy.
According to the NHD Contest Rulebook, there are only four things that disqualify an entry at a competition: entering a project in multiple contests or entry categories within a contest year, plagiarism, reuse of an entry from a previous year, and tampering with another student’s entry.
When addressing a possible disqualification, it’s best to have an agreed-upon approach that all coordinators can apply at their contests, allowing the event coordinator to fairly investigate the issue and treat the student(s) respectfully. Potential disqualifications are often handled behind the scenes after a judge raises the issue. As Affiliate coordinator, you must investigate and discuss the issue with the teacher, often giving the teacher advance warning and instructing the judges on handling it on the comment sheet only, not during the interview. Many teachers appreciate this as a teachable moment with students. All other rule violations should be considered in determining a project's rank.
Minnesota Plagiarism Identification and Investigation
Contest Advancement and Results Dispute
These policies describe how entries are chosen to advance between levels of competition, the number of entries that will advance, and the procedures that your program will follow when someone disputes the judging decisions.
Problems with judging are easiest to handle during the event itself when the judges, students, and the project itself are all still in the same place. A coordinator can discuss the issue and potentially view the project again before making final decisions. Let teachers know that they are your eyes and ears at the event. After a contest, grievances are harder to investigate. How should students/parents/teachers alert you during and after a contest? Phone? Email? Letter? Will a Regional coordinator or Affiliate coordinator follow up, and in what timeframe? How will the follow-up be done, and what is the chain of command?
Ties: Some judge teams feel strongly that they are unable or unwilling to break a tie at a Regional contest and want to advance more entries than they are allowed to the Affiliate contest. As the Affiliate coordinator, you know the capacity of your Affiliate contest and if you want to or can accommodate this request.
Photography and Videography
Photography and videography policies describe how you will ensure the safety of students and balance the desire to document the event with fair contest judging. Generally, spectators should get permission from students before photographing or video-recording them while presenting. Even with student permission, spectators should pay special attention while photographing Performances, as audience distraction can cause huge problems in this category. Photography of an Exhibit project itself is generally permitted without student permission. Other important points to consider include the following:
Media release: Your registration materials should include a media release if you plan on having a photographer or videographer present. You should also consider including signage at the registration area reminding participants of this. A media release is included in the zFairs system.
Videography of judging interviews: Parents and teachers are increasingly recording the judging interview. While this is almost always not done maliciously, it can make judges uncomfortable. Whatever you decide, communicate it clearly with parents, teachers, students, and judges. Be sure to allow judges not to permit this.
Official photography/videography: You may have an official event photographer who should be identified with a badge or name tag. This person can generally work without asking permission but should be coached in advance to avoid interfering with the judging process and always ask permission before working with students in the Performance category.
Contest Fees: Cancellation and Refunds
Each Affiliate program sets the fees for their competitions and, if applicable, works with Regional/District coordinators to set fees for those contests. The following are samples of how different programs handle not just the fees but invoicing, acceptable forms of payment, and when/how refunds may be requested.
Event Attendance
Your Affiliate program sets the event attendance expectations for students at your contest. These expectations will vary across the program and at different levels. It's up to you to figure out what works for you and your students and lay out clear and consistent guidelines. Not all members of a group entry must be present to compete at a National History Day contest. For individual entries, however, strive to set consistent program-wide guidance on student attendance at events if you deem a student or members of a student group are excused from attendance in person for legitimate reasons.
Note that the one category in which the NHD Rulebook provides official guidance regarding event attendance is Performance, which must be performed live. No recorded Performances are allowed. Group performances in which not all students are present are also problematic because all students must participate in the actual performance. The students in the group who are present must adapt the script to work around the absence of one or more of the group members. Per the contest rules, the group may not substitute or add a new student or students after the Regional level.
Advance interviews, especially for students with a legitimate conflict, such as a religious or medical conflict: You may be asked to provide an alternate interview time or date for students who cannot attend the event due to a conflict. Most often, these would occur a few days before the event. Coordinators usually try to bring in at least two (if not all three) of the judges who will be assigned to the entry for the interview. The entry should still be included in the event schedule, and all judges can view and discuss the project at this time. The event coordinator should obtain a copy of a Documentary to show at the contest itself or arrange for the teacher to set up the Exhibit at the contest.
Phone or virtual Interviews for students with legitimate conflicts: NHD strongly advises against virtual interviews because student privacy and security cannot be guaranteed. If you permit phone interviews, use a conference call line that everyone must dial into so that individual phone numbers are not shared. The entry should be included in the event schedule. A teacher or classmate should be responsible for connecting with the student at their assigned time.
Project judging without an interview for students with legitimate conflicts: If it is not at all possible for students to participate in an interview, it can be a coordinator's decision to judge the project without an interview. The project evaluation does not include the interview, so this is not an advantage or disadvantage to the entry. What is important is that you are consistent in allowing this for all students who meet this criteria. Generally, it’s best to use this as a last resort, as judges are often dissatisfied with their experience in coming to an event only to not talk to students.
Spectator Expectations and Behavior
These spectator guidelines set expectations for behavior and when they will/will not be able to view projects at a competition. It also outlines what judges and contest coordinators may do to handle disruptive behavior.
Viewing other students' work is an important part of the National History Day experience and overall learning process. Try to be consistent in establishing guidelines that will work across your Regional and Affiliate contests. Be very mindful of protecting minors, who should never be alone with an adult. Do not enable situations where an individual judge is alone with a student and never refuse entry to a parent/guardian if requested.
Exhibits: Even if the Exhibit areas are closed during interviews, make sure there is a period of time set aside for public viewing of Exhibits, usually during set-up and between the first and final rounds of competition.
Documentaries/Performances: Rooms should be open for public viewing of these projects as they are presented. Spectators should not enter/exit a room while the project is being presented. Some coordinators clear the room for interviews in these categories. However, this can be time-consuming and may not ultimately be worth it. Whatever you decide, try to be consistent across your events.
Websites: Regional coordinators should make every effort to get website project URLs to judges before the competition. Students will not present their website at a competition but move immediately into the interview with judges. If website interviews are not open to the public, try to have another way for spectators to view projects in this category.
Papers: Paper entries should be displayed at your event, but it is usually a question of available space if the interview is open to the public.
Judge Expectations and Removal
The following set expectations for judge responsibilities, behavior expectations, and the process your program will follow to investigate and address inappropriate judge behavior.
Special Prize Policy
These guidelines establish the parameters for the kinds of special prizes you are seeking for your contest. A policy like this can be very helpful as you are approached by organizations or individuals interested in sponsoring a prize.
Weapons Policy
According to the NHD Contest Rulebook, “Items potentially dangerous in any way—such as weapons, firearms, animals, organisms, plants, etc.—are strictly prohibited. This includes replicas. Such items will be confiscated by security personnel or contest officials."
COVID-19 Requirements and Liability Release
Developed by the Sacramento County Office of Education, this language covers COVID-19-specific concerns.
Page updated
Report abuse