At the beginning of the semester, a predicted number of judges are requested based on previous semester statistics. This request is sent to the associate deans and then further delegated to department chairs. Following the close of the registration period (see conference dates here), the actual number of needed judges are sent to each department chair. From there, the department chairs contact their fellow faculty members to gather judges. Those names are then sent to the conference staff and judging materials are prepared for them.

We invite you to participate in this process every semester as time permits. If you have any questions, please contact us.


We are asking departments to create better and more specific rubrics for their students. Currently, we have multiple rubrics, which can be viewed. 

Occasionally, despite our best efforts, a rubric may not be specific enough in the area you are judging. If you have recommendations for another rubric or changes to current rubrics, please email us before the day of the conference. We also encourage our judges to speak with their department chairs regarding rubric changes. This will further assist us in our effort to provide better rubrics for future conferences.

Before the day of the conference, judges from the various departments will receive emails containing hyperlinks to access Qualtrics surveys.  These surveys are specific to each individual project and contain the proposals from the project associated with the hyperlink.  These surveys serve as the rubrics for judging and submitting your feedback to the students.


The rubric surveys contain several questions where you can record your thoughts for the students.  This helps the students understand what they are doing well and how they can improve. Please notice there are three different rankings for the projects: Developing, Proficient, and Professional. In addition, there is the ability to rank a project as "Best in Session".

Honest feedback is one of the best things you can offer these students. Explicitly identify and positively reinforce what was done well. Constructive feedback should be specific and clear, not general and vague. Prioritize your feedback and be descriptive rather than evaluative. The rubrics allow for your interpretation of how you rank each project and what feedback you want to give to the student.

"Best in Session" means that the project not only excels at a professional level but is also worthy of being distinguished among peer projects. You are responsible for determining if any of your students are worthy of this distinction. Please note that you are not required to give any student(s) a "Best in Session" ranking. Only one project can be classified as "Best in Session" in each session. Please work with your judging partner to make this decision (if applicable).

If you are a judge, please fill out the judging surveys that are sent to you after viewing the presentations within a timely manner.

Conference Day


Please visit the Judges Table at the conference and pick up your judge badge. This allows us to know that all the judges have arrived. All judging is done electronically; please bring a device such as a laptop, phone, or tablet. Judges should start arriving by 4:15 pm on the day of the conference.


If you are judging for Poster Presentations or Oral Presentations go to the Judges Table in the I-Center to check in. The projects and presentations are located in the I-Center courts. A map of the projects will be emailed to you along with other logistical information. The locations of each project that you will be judging will be in the email containing the judging surveys. 

The Live Performance presentations are often held on a day separate from the conference. If you are judging the Performing Arts Presentations, go to the Snow Building. An R&CW Conference staff member will have your judge badge, and they will answer any questions you may have. 

Project Types

Poster Session: You will work together with your judging partner to score a set of related poster presentations. After reviewing the posters, completing the rubric, and recording feedback, you and your partner will decide a ranking for each project. You may also decide which project, if any, was the Best in Session.

Oral Session: Students will be allowed ten minutes to present their projects and three minutes to answer your questions. Timekeepers will be provided. While the next student sets up his/her presentation, record your feedback of the previous presentation. Work with your partner judge to decide the ranking for each project. At the end of the session, you and your partner may decide on which project, if any, was the Best in Session. 

Performing Arts Session: Performing Arts session typically consists of music, dance, and theatrical performances. This portion of the conference is held on a separate day in the Snow Building. For each set of performances, there will be separate sets of judges. You will be on a panel of judges. Following each performance, you and your fellow judges will be able to ask the performers questions about their choices during their performances. After the question portion is over, you and your fellow judges will be able to rank each project.

Judges Schedule

Poster Session

4-4:30 pm: Arrive at the conference and check-in. Please do not begin judging until 4:30 pm, as some of the students may still be setting up. This is the time for you to ask any questions you may have regarding the conference and to review your given abstracts. 
4:30-6:00 pm: This is your allotted judging time. Plan your schedule accordingly to allow time to visit each of the projects in your session so you can give them fair judging. 
6:00-6:15 pm: Meet with your judging partner and make final decisions for the Best in Session (if necessary). Once finalized, return the feedback to the Judges Table by 6:15pm. 
6:15-6:30 pm: Students take down their projects at 6:30 pm. Feel free to take this time to visit other student projects at the conference.

Oral/Written Session

4-4:30 pm: Arrive at the conference and check-in. Oral sessions officially start at 4:45 pm. Please arrive early so the session can start promptly. If you have any questions regarding the conference, this would be the time to ask. 
4:45-6:30 pm: This is the duration of the oral sessions. You will have time following each project presentation to ask questions, make judgments, and record comments.

Live Performance

5:30-6:00 pm: Arrive at the conference and check-in. A member of the conference staff is there to answer any questions you may have. 
6:00-8:00 pm: This is the duration of the live performances. This time could vary depending on the number of submissions. Time is allotted between each performance for writing questions and comments.  
8:00-9:00 pm: This time is designated for Q&A with the performers.

Last updated 07/10/2019