Officials / Officials Assigner Coordination

Purpose

To define clear ownership, expectations, and coordination standards for working with officials assigners, ensuring officials are secured on time, schedules are delivered accurately, and issues are escalated before they impact event execution.

1. Purpose & Ownership

1. ROM is the primary owner
2. Assigners are external partners
3. Directors are consumers of finalized schedules, not owners

2. Initial Assigner Outreach (T-180 to T-90)

What ROM does

1. Confirm assigner availability for:
2. Dates
3. Sport
4. Locations
5. Share:
6. Event type
7. Expected scale
8. General rules / format

Output

1. Assigner is tentatively locked
2. Communication documented
3. Assignor contract sent

3. Assigner Checkpoint Cadence

This is where your timeline shines.

You already have this — just filter it to assigner-only items:

T-60

1. Assignor Check-In #1
2. Confirm availability still holds
3. Confirm understanding of event scope

T-30 to T-14

1. Assignor Check-In #2
2. Confirm staffing plan
3. Confirm schedule production timeline
4. Assignor → Director Pass-Off
5. Director introduced
6. Director added to relevant threads

4. Event Week Schedule Production & Finalization

Break this out clearly by sport (this is huge):

1. Basketball / Volleyball
2. Schedule finalized by Wednesday
3. Football
4. Schedule finalized by Thursday

ROM responsibilities:

1. Confirm schedule delivery
2. Ensure director receives final version
3. Escalate immediately if delayed

5. Event Week Execution Expectations

1. Assignor is available for:
2. Last-minute changes
3. Emergency replacements
4. Director escalates to ROM if:
5. Assigner is unresponsive
6. Coverage gaps occur

6. Invoice & Post-Event Process

1. Assignor payments:
2. All new assignor payments should be processed via:
3. Ramp or
4. Chase Concourse (remaining 2026 season)
5. Chase Concourse Process:
6. Slack Julie directly including:
7. Brand and event name
8. Assignor full name
9. Total amount to be paid
10. In EA adjust role to flex during payment process then back to officials assignor after payment is processed.
11. Post-event assigner performance noted for future planning