2024-25 National Civics Bee Playbook - Local Partners
Hilary Crow Vice President, Civics U.S. Chamber of Commerce Foundation
Welcome to the National Civics Bee.® I am delighted to welcome you as a partner in this ambitious effort to build a deeper understanding of what makes America exceptional.
We believe in the power of the private sector to solve our most challenging problems. We recognize the importance of democracy to national prosperity and know that business has a role in strengthening it.
We’re on a mission to increase civic literacy because we believe all young people, no matter what job they dream of doing, should understand how democracy works and how to be active and engaged citizens.
This Playbook is a step-by-step guide for getting your competition up and running—from preparing to launch through post-event reporting. You will find timelines, checklists, and references to all the tools and templates you will need along the way. We hope you’ll find this resource helpful.
The National Civics Bee® will help elevate civics as a national priority while strengthening our democracy, economy, and workforce. Thank you for joining us in this important movement.
How to Use This Playbook
This Playbook is organized by chapters that relate to each step in the competition process. Each of these steps have their own checklist. These checklists, worksheets, and appendix items found within, can be filled out, saved, and printed from any device. Your PDF reader also provides options to Search (or CTRL-F) and to add sticky notes. Each chapter references appendix resources that can be found in the Resources section of the National Civics Bee® Partner Portal.
Downloadable, editable versions of these items may be found here: 2024–2025 Appendix Resources.
TIPS
Timeline: Review the Timeline page, a Table of Contents that links each step in the Bee to its related chapter.
FAQs: Review the FAQs section for answers to common questions. Visit the NCB Partner Portal for more FAQs.
Index: Visit the Index page for a clickable list of every page featured in the Playbook.
Contact the USCCF National Civics Bee® team to request support at: NCBPartners@uschamber.com
National Civics Bee® in Erie, Pennsylvania
Contest Timeline
The National Civics Bee® requires advance planning, implementation, and reporting. Review the Competition Plan (pg. 13) for key dates and see below for a general overview of the timeline. Click on each item to access the corresponding chapter. The U.S. Chamber Foundation sets the specific competition dates and all deadlines.
National Civics Bee® in Kentucky
Contest Overview
SUBMISSION PHASE
1 Prep for Launch
Jul–Oct 2024
Review contest guidelines, establish teams and plans, launch related web pages, and begin measuring results.
4 Recruit Essay Judges
Nov 2024–Jan 2025
Identify a diverse set of at least 10 volunteers to serve as National Essay Judges. Communicate expectations, and secure commitments.
2 Engage Students
Jul 2024–Jan 2025
Conduct outreach through schools, homeschool networks, and youth organizations, with statewide marketing support from State Partners.
3 Recruit Partners
Jul 2024–Feb 2025
Review related guides, then recruit supporting businesses, media partners, and government officials.
5 Support Participants
Throughout the Competition
Provide answers and support for students, parents, and educators who are interested in participating in the Bee, and to the finalists who will participate in your event.
Contest Overview
EVENT PHASE
6 Plan Local Competition
Oct 2024–Apr 2025
Identify and recruit Event Judges and Emcee (submit to USCCF), secure and prepare a venue, and review related guides for the live Quiz.
8 Hold Local Competition
March 10–May 3, 2025
Host Local Finalists and other participants, administer live Student and Audience Quizzes, and award 1st, 2nd, and 3rd place prizes.
7 Confirm Local Finalists
Feb–March 2025
Notify the 20 top-scoring Essay Finalists, validate participant eligibility, communicate with parents/guardians, and confirm your Local Finalists.
9 Report Results
Ongoing Throughout Timeline
Record and track goals and progress. Collect and track media assets, results, and feedback throughout the contest, and complete the required post-event survey and Final Report after your event.
Chapter 1 Prep for Launch
Review the National Civics Bee® Primer (pg. 8) and study the Contest Rules.
Review the National Civics Bee® policies including the Code of Conduct and Social Media Guidelines.
Review Roles and Responsibilities (pg. 11) and make team assignments.
Review the Competition Plan (pg. 13) that includes a timeline for key milestones and set local competition dates.
Launch Landing Pages (pg. 14) that promote the Bee and link to the Essay Application Portal and student resources.
Begin Reporting Results (pg. 15) and saving assets for use in your final report.
2024–25 Appendix Resources included in this chapter (in bold) can be found in your National Civics Bee® Partner Portal. !
HERE’S A TIP: Anytime you see a pencil, you can use the page to digitally mark off your checklist.
National Civics Bee® in Brownsville, Texas
National Civics Bee® Primer
The National Civics Bee® (the Bee) is an annual nonpartisan competition that encourages young Americans to engage in civics and contribute to their communities. Participating middle school students in 6th, 7th, and 8th grade will flex their civics knowledge for a chance to win recognition and cash prizes. The National Civics Bee® is co-sponsored by the U.S. Chamber of Commerce Foundation (USCCF) and participating chambers of commerce.
Students begin by entering an essay competition. Essay Judges will select 20 Local Finalists to participate in a live quiz event testing their civics knowledge. For most states, the top 3 winners from each local competition will advance to their state’s live event, where they will compete for first, second, and third place prizes.
The first-place winner from each state will advance to The National Championship hosted by the U.S. Chamber of Commerce Foundation (USCCF). Visit nationalcivicsbee.org to learn more.
WHY CIVICS?
We believe that informed and active citizens make for a strong country, a strong economy, and a strong workforce, and that our continued prosperity depends on the strength of all three. The National Civics Bee® is a way to promote greater civics knowledge and civic participation across the country, and to energize our community with a celebration of civic pride.
Winner of the 2022 State Finals in Maryland
Contest Rules Introduction
Each phase of the competition is governed by a set of Official Contest Rules that must be followed to ensure fairness and integrity.
As you review the Contest Rules, please note the following eligibility requirements:
• Any student registered in 6th, 7th, or 8th grade in a public, private, charter, or home school is eligible to participate.
• Students may only compete in one local competition, and it must be in their state of residence.
• All entries must be in English.
• If a student participated in a previous National Civics Bee®, they must submit a new, unique entry. A student who won first place at a prior National Championship is not eligible to compete again.
• Any student immediately related to (or living with) USCCF’s or your Chamber’s staff, leadership, Board of Directors, or to any Contest judges, is not eligible.
In addition, please note the following requirements related to documentation and data storage:
• Parents/Guardians must submit an eligibility validation and consent form for their child to participate in the live competition.
• Taxpayer ID is not required to participate in the Bee, but it is required to receive the cash prizes (and any other prizes where the parent/guardian might be responsible to pay taxes).
• If a parent asks for their child’s data to be removed or deleted, they must contact civictrust@uschamber.com and the Local or State Partner must inform USCCF.
Refer to the Official Contest Rules for all requirements. A copy of each round’s rules can be found in the National Civics Bee® Partner Portal.
DID YOU KNOW?
Local and State Competition Partners are responsible for ensuring that Contest Rules are followed within their jurisdiction.
Code of Conduct Overview
As co-sponsors of the National Civics Bee®, all partners are expected to set an example of good citizenship throughout every stage of the competition. Chamber teams as well as Essay Judges, Event Judges, and Guest Speakers should consistently observe the following goals:
1. Ensure students from a variety of backgrounds have a safe, welcoming, and rewarding experience.
• Engage and encourage all students to participate, support their efforts throughout the competition, and answer any questions they have.
• Keep student and parent information confidential and discard all personally identifiable records after they are no longer needed for the competition.
• Include their parent or guardian when communicating with a student and collect all required consent forms.
2. Guarantee a fair competition by honoring the rules, guidelines, and policies of the National Civics Bee ® .
• Refer to this Playbook to guide planning and implementation.
• Maintain your website and other communications channels with clear, up-to-date information.
• Provide transparent, accurate reporting of competition results, and discuss any questions with USCCF.
3. Model nonpartisan civic principles, such as respecting the diversity of political opinions.
• Conduct an unbiased review of student entries, avoiding judgment based on a student’s name, address, background, or point of view.
• Recruit Essay Judges, Event Judges, and Guest Speakers who will uphold nonpartisan civic principles.
• Provide opportunities for students and local leaders to celebrate civic participation in their communities.
HERE’S A TIP: Attach a copy of the Code of Conduct to Commitment Letters for Event Emcee, Event Judges, and Guest Speakers.
Roles and Responsibilities
The National Civics Bee® is implemented by partners and teams at the national, state and local levels. The chart below provides an overview of roles and responsibilities for each of those teams.
U.S. Chamber of Commerce Foundation (USCCF) State Partners Local Partners
Provides overall National Civics Bee® direction, policies, and Local and State Partner support.
Organizes Bi-Weekly Planning Calls and check-ins with Local and State Partners.
Provides Playbook, Appendix Resources and other key materials and guidance.
Provides support for the Essay Application Portal.
Approves Live Event Judges, Emcees, and Guest Speakers for Local Competitions and State Finals.
Provides support and content for the Quiz Platform.
Supports partnerships and marketing efforts.
Tracks and reports on results nationwide.
Manages and supports Essay Judges.
Provides leadership at the State level.
Coordinates with USCCF and Local Partners to plan the State Finals. Supports promotion of local competitions.
Supports statewide student recruitment for Local Bees.
Provides support to State Finalists and their families.
Recruits State Finals Event Judges, Emcee and Guest Speakers (Optional).
Plans and hosts State Finals with a live Student and Audience Quiz.
Recruits partners and sponsors for State Finals.
Tracks and reports on State Finals outcomes.
Recruits community volunteers or interns to support programming, if needed.
Provides leadership at local and regional levels.
Coordinates with USCCF and State Partners to plan and host the Local Competition.
Recruits students and Essay Judges.
Provides support to Local Finalists and their families.
Recruits Local Competition Event Judges, Emcee, and Guest Speakers (optional).
Plans and hosts Local Competition with a live Student and Audience Quiz.
Recruits partners and sponsors for Local Competition.
Tracks and reports on Local Competition outcomes.
Recruits community volunteers or interns to support programming, if needed.
Roles and Responsibilities
Local Partners
We recommend you consider the following roles for National Civics Bee ® team members, which can include chamber staff, volunteers, interns, and more:
Student Engagement Manager
Recruits schools and youth organizations; monitors student submissions; confirms and preps Local Finalists for Local Competition.
Judging Manager
Recruits Essay Judges; Recruits Event Judges, Emcees, and Guest Speakers (optional) for Live Event; Hosts briefing and debriefing calls.
Events Manager
Manages planning for Local Competition including venue, A/V and other vendors, and event signage.
Partnership Manager
Recruits partners and sponsors for Local Competition; Manages event invitations.
2024 National Civics Bee® in Virginia
Competition Plan
Successful planning and implementation for the National Civics Bee® requires coordination between Local Partners, State Partners, and USCCF. The USCCF team will provide opportunities for regular Bi-Weekly Planning Calls and partner office hours (as needed). Important: The USCCF National Civics Bee® team sets all competition dates and deadlines.
Your Competition Plan should define your team (see Roles and Responsibilities pg. 11) and establish a timeline. Use the chart below to fill in key milestone dates to discuss with your local, state, and national partners.
Milestone
Date
Complete Pre-Launch Prep By October 2024
Essay Application Portal Launch
Essay Submission Deadline
Essay Judging Begins
Essay Judging Closes
Notify Parents/Guardians of Local Finalists
Local Finalists
Confirmation Deadline
Host Local Competition
Share Winner Info with State Partner and USCCF
Complete Post-Event Survey and Final Report
Tuesday, October 15, 2024
Tuesday, February 4, 2025, at 11:59pm EST
Thursday, February 6, 2025
Wednesday, February 12, 2025, at 5:00pm EST
Friday, February 14, 2025
Monday, February 24, 2025
Between Monday, March 10, 2025–Saturday, May 3, 2025
Requirements
Complete all prep prior to launch of Essay Application Portal and submit requested info to USCCF (i.e. launch chamber landing page, etc.)
Students may begin submitting essays online (and by mail to USCCF)
Students have approximately 12 weeks to submit essays online before the essay portal closes. Hard Copy Essays must be postmarked by this date with a completed cover letter
Essay Judges should receive Essay Application Portal training in December–January
Allow 1 week to complete Essay Judging after the essay submission window closes
Begin notifying Local Finalists as soon as the top 20 Essay Finalists are verified, and partners receive a Finalist Score Report from the USCCF National Civics Bee® team
Per Contest Rules, Finalists have 10 days to confirm participation in the Local Competition. Partners should utilize the process for identifying alternates if they receive less than 20 confirmations by this date
Local Competition must be more than 3 weeks after Finalist Confirmation Notification to allow students time to study and prepare for the live event (March 10–May 3, 2025)
Within 3 days after the Local Competition
Within 15 days after the Local Competition, and the Final Report by August 15, 2025
Landing Pages
The National Civics Bee® is promoted, entered, managed, and celebrated via web pages. Some of these web pages are created and hosted by Local and State Partners to serve as landing pages for students, parents, educators, and partners to learn more about the Bee. The launch of these web pages opens the competition.
PARTNER LANDING PAGES
Each State and Local Partner hosts a National Civics Bee® landing page on their chamber website. This page introduces the Bee, explains how to enter the competition, lists prizes, provides contact information, and recognizes sponsors. It should be linked prominently from the chamber website’s homepage and promoted via marketing channels.
1. The first goal is to encourage students to submit an essay before the deadline. Local Partners should link the Privacy Policy, the official Contest Rules, Essay Guide, Student Flyer, and the Essay Application Portal link on their landing pages. Partners should also include live event details about their local competition and a link to the National Civics Bee® website: nationalcivicsbee.org
2. After the submission deadline, Local and State Partners should add a “submission closed” message.
3. After the Local Competition, the landing page should share local winner results and highlights and information about the State Finals and National Championship.
HERE’S A TIP: Refer to the Landing Page Template, Brand Guidelines, and Marketing Toolkit in the NCB Partner Portal for additional guidance.
Reporting Results
Tracking and reporting results are key to the success of the National Civics Bee®. Local and State Partners are responsible for several different types of reporting, from the first day of planning to delivery of their final survey.
What
Record and track outreach goals
Evaluate progress and strategies
Document decisions and commitments
Collect and store related assets
Share input and feedback
Why How
Effectively manage team priorities
Optimize student and judge recruitment
Facilitate support from the USCCF team
Contribute to Local, State, and National highlights and reports
Inform Bee strategies for 2025 and beyond
• Maintain a spreadsheet of goals
• Track partnership contacts/status
• Review essay submission reports
• Post live event details on Landing Page
• Save Commitment Letters
• Maintain a folder of media clips
• Save Local Finalist forms and surveys
• Save Event Judging scorecards
• Complete surveys from USCCF
• Participate in regular Bi-Weekly Planning Calls
REQUIRED SURVEYS
Each Local Partner must complete and submit a Post-Event Survey and Final Report Survey that includes questions about accomplishments, media hits, lessons learned, and more. Refer to your grant agreement and the competition timeline (pg. 13) for more details.
Chapter 2 Engage Students
Develop a Student Engagement Plan (pg. 17 ) that includes outreach goals.
Use the School and Youth Organization Outreach Guide to engage educational leaders and after-school providers.
Use the Library Outreach Guide to engage community librarians.
Utilize the Essay Guide, Educator & Parent Info Flyer, Student Flyer, and the Education Partner Outreach Letter to reach out to school administrators, teachers, and youth organization leaders.
Utilize the Essay Guide, Educator & Parent Info Flyer, and Student Flyer to respond to parent and student inquiries.
Begin Reporting Results (pg. 15) and tracking progress on your outreach goals.
2024–25 Appendix Resources included in this chapter (in bold) can be found in your National Civics Bee® Partner Portal.
HERE’S A TIP: Anytime you see a pencil, you can use the page to digitally mark off your checklist.
National Civics Bee® in Brownsville, Texas
Student Engagement Plan
One of the first things Local Partners should do after joining the Bee is create a plan to connect with schools, teachers, school boards, the Board of Education, youth organizations, and any others who may help with student engagement. It is important to engage schools before or at the beginning of the school year.
Each Local Bee should collect at least 100 student submissions. Your Student Engagement Plan should define your outreach goals and identify responsible team members for achieving those goals. Use the chart below to begin your plan.
Schools Boards, Department of Education, other school groups
Schools (public, private, charter, home schools, etc.)
• Help promote the Bee and push materials out to schools and teachers
• Host Educator Info Session Webinars
• Share flyers and Essay Guide with teachers and students
• Make In-School Announcements
• Send frequent emails to School Administrators, Teachers and Parents
• Post and share flyers and Essay Guide
Youth Organizations
Libraries
• Secure buy-in from local affiliates
• Post and share flyers and Essay Guide
For each of the goals listed above, create a spreadsheet to track contact information, responses and status updates. The outreach guides located in the Partner Portal provide suggestions for specific outreach strategies.
In preparation for your conversations with outreach partners, review the FAQs and Resources section of the Partner Portal. Before posting marketing messages on social media, review the Social Media Guidelines.
IMPORTANT! Try to engage a diverse set of students. This ensures that the submitted essays represent a variety of voices and viewpoints.
Chapter 3 Recruit Partners
Develop a Partner Recruitment Plan (pg. 19) that includes outreach goals.
Use the outreach guides and letter templates in the Partner Portal to engage business leaders, media providers, government officials, and more.
Use the Fundraising and Sponsorship Toolkit to engage potential sponsors.
Begin Reporting Results (pg. 15) and tracking progress on your outreach goals.
2024–25 Appendix Resources included in this chapter (in bold) can be found in your National Civics Bee® Partner Portal.
HERE’S A TIP: Anytime you see a pencil, you can use the page to digitally mark off your checklist.
National Civics Bee® in Mason City, Iowa
Partner Recruitment Plan
The National Civics Bee® aims to increase civic knowledge and civic participation by connecting students, their families, and local community leaders. The Partner Recruitment Plan should define your outreach goals for business leaders, media outlets, government officials, nonprofits, and philanthropic leaders, and identify responsible team members for achieving those goals.
Each local competition should attract diverse members of the community. Use the chart below to begin your plan for developing valuable partnerships.
Target
Businesses
Ask Goal Team Lead
• Sponsor the Live Event
• Sponsor Additional Prizes
• Serve as Judges and Speakers
• Serve as Technology Sponsor
• Promote the Bee
Media
Government
Nonprofit & Philanthropic Organizations
• Report on Local Finalists and Winners
• Promote the Bee
• Serve as Judges and Speakers
• Promote the Bee
• Serve as a Sponsor/Partner
• Serve as Judges and Speakers
For each of the goals listed above, create a spreadsheet to track contact information, responses and status updates. The outreach guides located in the Partner Portal provide suggestions for specific outreach strategies.
In preparation for your conversations with potential partners, review the FAQs and Resources section of the Partner Portal.
IMPORTANT! Recruit a diverse set of partners. Remember that all participants should be nonpartisan and represents a variety of voices and viewpoints.
Chapter 4
Recruit Essay Judges
November–December 2023
Develop an Essay Judge Recruitment Plan (pg. 21) that includes outreach goals.
Use the Essay Judge Outreach Guide, Essay Judge Outreach Letter, and the Essay Judge Flyer to engage potential Essay Judges.
Provide potential Essay Judge volunteers with a copy of the Contest Rules, 2025 Essay Guide, and details on the commitment and benefits.
Secure at least 10 Essay Judges per 100 essay submissions.
Ensure recruited volunteers register online to participate as a 2025 National Civics Bee® Essay Judge.
2024–25 Appendix Resources included in this chapter (in bold) can be found in your National Civics Bee® Partner Portal.
HERE’S A TIP: Anytime you see a pencil, you can use the page to digitally mark off your checklist.
National Civics Bee® in Maryland
Essay Judge Recruitment Plan
The National Civics Bee® relies on members of the community to judge student essay submissions. Each Local Bee collects an unlimited number of student essays before the competition deadline. Each essay will be evaluated by two essay judges. Each local chamber will recruit approximately 10 judges per 100 essay submissions. Locally recruited essay judges will score essays within their state and nationally as needed. Essay Judges will have approximately one week to review and score student essays. Important Note: Immediate family members and/or household members of individuals serving as judges are not eligible to compete.
Target
• Essay Judges should commit approximately 3 hours or more of their time to reviewing and scoring essays online.
• Essay Judges may be asked to commit more than 3 hours if essay goals are exceeded.
Qualifications Commitment
• Essay Judges must be comfortable using an online system and scoring rubric, and they must commit to following the Code of Conduct
• Local Partner team members with access to students’ names are NOT permitted to serve as Essay Judges.
• Essay Judging will take place during the week following the essay submission deadline.
• Each Judge will spend at least 3 hours reading and scoring Essay submissions online within the Essay Judging Portal.
Estimated Number of Essay Judges Required for Your Bee:
Create an online form or spreadsheet to track contact information, responses, and status updates. The outreach guide located in the Partner Portal includes suggestions for specific outreach strategies.
In preparation for your conversations with potential Essay Judges, review the FAQs and Resources section of the Partner Portal
IMPORTANT! Recruit a diverse set of Essay Judges. Consider a mix of business leaders, educators, and other community leaders.
Chapter 5 Support Participants
Track Student Submissions (pg. 23) and adjust outreach accordingly.
Support students, families, and educators by replying to questions within 24–48 hours. Review the Support Students section on pg. 24 for more guidance.
Share the Essay Guide, Student Flyer, Privacy Policy, and Contest Rules with students, families, educators, and youth leaders.
Refer to the Essay Application Portal Guide to answer technical questions. Contact the USCCF National Civics Bee® team if you need assistance.
Use the FAQs in this Playbook and within the Partner Portal’s FAQ tool to help address specific scenarios and concerns.
Begin Reporting Results (pg. 15) and tracking progress on your outreach goals.
2024–25 Appendix Resources included in this chapter (in bold) can be found in your National Civics Bee® Partner Portal. !
HERE’S A TIP: Anytime you see a pencil, you can use the page to digitally mark off your checklist.
Winner of 2024 Washington State Finals
Track Student Submissions
Your School and Youth Organization outreach efforts should result in at least 100 essays submissions. If your outreach is successful, students will access the Essay Application Portal by visiting the landing page on your chamber’s website or at nationalcivicsbee.org. Students will then be prompted to create an account Essay Application Portal using their email address. Finally, they will submit their essay application for review.
Track student conversion rates by monitoring your outreach to students, your landing page visits, and the reports generated by the Essay Application Portal. Use the chart template below to create a tracking spreadsheet to help record your progress during the essay submission window.
1 Week 2 Week 3
Week 4
Week 5
Week 6
Tip: Compare the commitments you received from your outreach partners (schools, youth organizations, libraries, etc.) with the essays that have been submitted. Follow up with your contacts frequently to offer additional support for students, parents, or educators.
If essay submissions do not increase, broaden your recruitment efforts in final weeks leading up to the submission deadline to assist with meeting your goal of 100 student essay submissions.
IMPORTANT! Check to make sure that your landing page is easy to find and that the link to the Essay Application Portal is accurate.
Support Students
The Student Engagement Manager on your team should be available to answer all questions received from students, parents, teachers, and youth leaders. Inquiries will likely increase closer to the submission deadline. Tip: secure an additional 1–2 team members or volunteers on standby in case the Student Engagement Manager needs extra support.
SUPPORT STRATEGIES
To ensure competition fairness, all students, schools, classes, and communities must have equal access to support and guidance.
1. Refer to the Essay Guide to support participants’ understanding of the essay prompt, goals for writing the essay, and the standards for evaluation.
2. Refer to the Contest Rules to answer questions about eligibility, student privacy, and personally identifiable information.
3. Refer to the Essay Application Portal Guide to support technical questions.
KEY POINTS
• Monitor questions received via email, phone, or social media and respond within 24–48 hours.
• Students who lack internet or computer access at home can mail in their submissions directly to the U.S. Chamber of Commerce Foundation. Entries must be postmarked by the submission deadline.
HERE’S A TIP:
Review the FAQ section for help addressing specific scenarios that may arise.
Email the USCCF National Civics Bee® team at NCBPartner@uschamber.com for additional and/or urgent questions not covered in this Playbook.
Finalist at the National Civics Bee® in Maryland
Chapter 6 Plan Local Competition
Review and confirm the Local Competition Venue Plan (pg. 26).
Use the Event Judge Outreach Guide to identify and engage potential judges for the Local Competition.
Use the Emcee Outreach Guide to identify and engage potential emcees for the Local Competition
Submit your prospective live event judges, emcee and guest speakers list to the USCCF National Civics Bee® team.
Use the Audience Outreach Guide to engage families and invite community members to attend the Local Competition.
Create a Local Competition Program using the Sample Local Competition Agenda (pg. 27 ).
Review the Local Competition Overview (pg. 28) provide support to Local Finalists.
Submit your Local Competition live event details, including your event registration page link, to the USCCF National Civics Bee® team.
2024–25 Appendix Resources included in this chapter (in bold) can be found in your National Civics Bee® Partner Portal.
HERE’S A TIP: Anytime you see a pencil, you can use the page to digitally mark off your checklist.
National Civics Bee® in Erie, Pennsylvania
Local Competition Venue Plan
Live Events can take place in a variety of venues where students and community members feel welcome. Local Competitions should support seating for at least 100 attendees, A/V capabilities for the quiz portion, and space for 20 Local Finalists.
• The Local Competition venue should accommodate seats for at least 100 attendees.
• An area should be designated for Local Finalists and their families to gather for pre-Event preparations.
• At the venue, there should be screen (projector, TV, etc.) large enough to project the Student Quiz to audience members, and the venue should have a sound system for video.
• The venue should have cell phone reception and Wi-Fi to support student and audience quiz participation.
• The venue should be set up for 20 finalists to be seated and appear together in front of the audience.
• Partners will provide winner trophies for the 1st, 2nd, and 3rd place winners. The USCCF National Civics Bee® team will provide print-ready files and creative elements for partners to utilize (banners, checks, signage, etc.).
Target date for full technical rehearsal at the Event venue:
Local Partners must supply 20 Wi-Fi enabled tablets for Local Finalists to take the student quiz and a laptop for administering the student quiz. Tablets must be charged, with a web browser logged into the Quiz Platform, prior to the Event. Each tablet should be clearly labeled with a Local Finalist’s first name and logged into the student quiz with the same Local Finalist’s name.
An additional backup tablet and audience quiz host laptop are recommended.
IMPORTANT! The Contest Rules, Landing Page, and Student Flyer must include up-to-date information about all prizes and prize money.
Sample Local Competition Agenda
Segment Timing
Video (optional) 1–2 minutes
Opening Remarks 3 minutes
Introductions 3 minutes
Guest Remarks 5 minutes
Round 1 15 minutes
Round 2 15 minutes
Tie Breaker Round (if applicable) 5 minutes
Guest Remarks or Break 3–5 minutes
Round 3 30 minutes
Break 5–10 minutes
Announce Winners 5 minutes
Closing Remarks 3 minutes
Speaker
Short video to introduce the event; create energy/ excitement
Chamber CEO/Emcee
Chamber CEO/Emcee
Short guest remarks (live or pre-recorded video) from community/ business leaders and sponsors on why civics is important and to wish the participants good luck
• 10 quiz questions moderated by Emcee.
• Include pre-recorded questions from celebrity/business leader/ legislator (optional)
• 10 quiz questions moderated by Emcee
• Include pre-recorded questions from celebrity/business leader/ legislator (optional)
• If there is no tie, the Emcee announces top 5 students on the leaderboard who will advance to the final round
Students tied for 5th place after Round 2 compete in a tie-breaker round with 3 questions. NOTE: Only students tied for 5th place should answer these questions. Points accumulated in the Tie-Breaker Round do not count towards overall student scores
Opportunity for brief remarks or break while judges prepare for the final round with the top 5 Local Finalists
• Each of the 5 Local Finalists delivers a 3-sentence summary of their original essay
• Event Judges lead Q&A following each finalist summary
• Judges deliberate, tabulate scores, and share results with Emcee
• Emcee announces 1st, 2nd, and 3rd place winners
• Trophies and oversized checks are presented
Chamber CEO/Emcee
The audience will play along with through the audience quiz throughout the first two rounds of questions.
HERE’S A TIP: Document the number of audience participants to report to USCCF after your live event.
Local Competition Overview
During the Local Competition, 20 Local Finalists compete by answering 2 rounds of civics-based questions. In Rounds 1 and 2, all 20 students answer the same multiple-choice questions (10 questions in each round) and earn 1 point for each correct answer.
Each Local Partner will receive access to a unique set of quiz questions, via a Quiz Platform. The Quiz Platform automatically allots the time to answer each question and tracks the scores during the first two rounds. Local Partners must provide tablet devices for Local Finalists to enter their answers. Audience members may participate in the audience quiz by submitting answers via their mobile devices.
The 5 Local Finalists with the highest scores at the end of Round 2 will advance to Round 3. Please take written note of the Top 5 scores after Round 2. Round 2 ties are resolved by the tied students answering additional quiz questions.
During Round 3, students share 3-sentence summaries of their essays using notes they are allowed to bring on a 4x6 notecard. A panel of Live Event Judges will ask each student follow-up questions and evaluate their answers using the Local Competition Judging Rubric. Scores from Round 3 are added to scores from Rounds 1 and 2.
The students with the highest cumulative score are the First, Second, and Third Place Local Winners and are invited to participate in the State Finals. If a tiebreaker is needed at the end of Round 3, Event Judges will rank the 5 students in order (majority rules).
Please note the following suggestions for supporting Local Finalists:
• Provide the Study Guide and give students the opportunity to prepare notes that they can use at the Local Competition.
• Schedule a briefing call with the Emcee and Live Event Judges prior to the Local Competition to provide introductions, review the program, describe the Local Competition Judging Rubric, demonstrate the Quiz Platform, and answer questions.
• Invite Local Finalists to arrive early to the event for a pre-event briefing to review the rules, describe the Local Competition Judging Rubric, and answer questions.
• Designate a time and space for students to test their devices and Quiz Platform before the Local Competition begins.
• Identify a Student Engagement Manager or another point-of-contact to answer questions from parents and family members before, during, and after the Local Competition.
• To ensure student privacy, include only first name and last initial on name tags.
HERE’S A TIP:
Review the Quiz Platform Guide and Demo Video before you conduct your rehearsal.
If there are technical difficulties running the Quiz Platform, use the paper Back-Up Quiz.
Chapter 7
Confirm Local Finalists
Determine 20 Potential Local Finalists (pg. 30); Refer to the Finalist Score Report to identify top-scoring essays.
Manage Local Finalists Confirmations; follow Contest Rules for providing a 10-day parent/guardian notification window.
Review the Local Finalist Outreach Guide and use the scripts in the Local Finalist Communications Guide to contact parents and guardians.
Review Local Finalist Confirmation documents; send the Study Guide and required Finalist Intake Forms to the finalists’ parents/guardians.
Refer to the Privacy Policy; use the FAQs to help address specific scenarios and concerns. Contact the USCCF National Civics Bee® team if you need assistance.
Submit all Local Finalists documents to the USCCF National Civics Bee® team.
2024–25 Appendix Resources included in this chapter (in bold) can be found in your National Civics Bee® Partner Portal.
HERE’S A TIP: Anytime you see a pencil, you can use the page to digitally mark off your checklist.
National Civics Bee®
Determine Local Finalists
According to the Contest Rules, the twenty (20) highest-scoring Entries for each competition will be selected as the Local Finalists to compete in the live Local Competition. The scores can be found in the Finalist Score Report. Before notifying parents, Local Partners must resolve any ties, review any potential conflicts, and prepare for possible alternates.
1. If the list of high scores results in a tie (for example, 3 students with the same score tie for the 20th Local Finalist spot):
• First eliminate any potential Local Finalists who did not include contact information for a parent/guardian.
• If a tie remains, the tied essays will be reassigned to 3 additional judges who will rank them in order.
• Reserve the 21st and 22nd place Local Finalists as alternates.
2. Review the list for any conflicts:
• Identify any Local Finalists who were Finalists in a prior National Civics Bee® competition and verify they have submitted a new, unique entry; notify the USCCF National Civics Bee® team if there are any concerns.
• Note any questions or concerns regarding Local Finalist applications and discuss with the USCCF National Civics Bee® team.
3. Prepare to contact alternates if necessary:
• Generate a contact list for the parents/ guardians of the 20 Local Finalists, initiate phone calls and emails, and collect responses within 10 days. Keep a record of the date each parent was contacted, status, and forms received.
• If a parent/guardian declines, immediately contact the 21st place Local Finalist (and so on).
• If a parent/guardian is unresponsive after several attempts to contact or collect forms, contact an alternative Local Finalist at the close of the 10-day window. IMPORTANT! Student and parent information cannot be shared with third parties and may only be used to administer the Bee.
Chapter 8
Hold Local Competition
Review the Quiz Platform Guide and complete a Quiz Platform training.
Use the Local Competition Guide (pg. 34) to help prepare staff for onsite support.
Conduct a briefing call using the Sample Briefing Deck Template; Utilize the Emcee Support Guide, Event Judge Support Guide, Event Judge Packet , and Emcee Script to prepare the Emcee and Event Judges
Conduct a full tech rehearsal and run of show, and then host the Local Competition.
After the event, send the Local Winners Letter and W9 form to parents and guardians to execute prize awards.
Submit Local Competition outcomes and Local Winner info to the USCCF National Civics Bee® team & the State Partner.
2024–25 Appendix Resources included in this chapter (in bold) can be found in your National Civics Bee® Partner Portal.
HERE’S A TIP: Anytime you see a pencil, you can use the page to digitally mark off your checklist.
National Civics Bee® in Maryland
EVENT JUDGE SUPPORT GUIDE
After judges are confirmed, ensure each judge receives a copy of the Code of Conduct and Contest Rules and that they sign and return the Event Judge Commitment Letter. Alternate judges should do the same.
SUPPORT STRATEGIES
Schedule a briefing call with all committed judges at least 2 weeks before the Local Competition. The Emcee briefing and Event Judge briefing may be combined. Discuss the following items:
1. Review the Event Judge Commitment Letter, Contest Rules, and the Code of Conduct. Emphasize the importance of being fair and impartial.
2. Discuss the Event Judging Rubric and the Local Competition Program. Share the Study Guide
3. Review the judging process, including how each Local Finalist will be assigned a judge to ask follow-up questions about their essay.
4. Hold a debrief call after the Local Competition to collect any feedback.
KEY POINTS
• Judges should be given copies of all 20 Local Finalist essays to review in advance of the competition. They should also receive a copy of the Event Judge Packet prior to the live event.
• Each judge will be assigned certain essays for which they should pre-prepare follow-up questions.
• Event Judges should recuse themselves from evaluating students they recognize. Immediate relatives and household members of judges are not eligible.
HERE’S A TIP: The Live Event requires an odd number of Judges (either 3 judges or 5 judges) to avoid ties. Prepare a slate of alternate judges in case an Event Judge becomes unavailable.
2024 Arkansas State Finals Event Judges
EMCEE SUPPORT GUIDE
After your Emcee is confirmed, ensure the Emcee receives the Code of Conduct and Contest Rules and that they sign and return the Emcee Commitment Letter. Alternate Emcees should do the same.
SUPPORT STRATEGIES
Schedule a briefing call with the committed Emcee at least 2 weeks before the Local Competition. The Emcee briefing and Judge briefing may be combined. Discuss the following items:
1. Review the Emcee Commitment Letter, Contest Rules, and the Code of Conduct . Emphasize the importance of representing the Bee in a positive way, using a nonpartisan approach.
2. Review your Event Program and a script including Local Finalist names and Speaker bios. Share the Study Guide to show the event preparation guidance given to Local Finalists.
3. Review the Quiz Platform Guide, including how to advance each question and how to interpret scores.
4. Hold a debrief call after the Local Competition to collect any feedback.
KEY POINTS
• The Emcee can refer to the Quiz Platform Guide for technical assistance with executing the Quiz.
• The Emcee must read the rules out loud at the start of the competition and explain the tie-breaking process.
• Before each Round, Emcees should ask if Local Finalists are ready to begin and if their devices are working.
HERE’S A TIP:
Before Round 1 is a good time to make sure all devices are working and students’ nerves are calmed.
2024 Virginia State Finals Emcee
Local Competition Guide
Segment
Video (optional)
What to include in the script
Opening Remarks Give instructions on how the audience can log in to participate in the quiz
Introductions Introduce each Finalist with first name and school or ask them each in turn to introduce themselves. Emcee and Finalists prepare for the opening of Round 1; confirm all devices are connected
Guest Remarks (optional)
Round 1
Round 2
Tie Breaker Round (if applicable)
Short guest remarks (live or pre-recorded video) from community/business leaders and sponsors on why civics is important and to wish the participants good luck.
• Explain there are 2 rounds of 10 multiple choice questions and the top 5 scorers at the end of Round 2 will advance to Round 3. The Quiz has a time limit for each answer and awards +1 point for each correct answer (no penalty for wrong answers).
• Check that all devices are working, and Finalists are ready to begin before each round.
• Provide running commentary on leaderboard scores and note audience participation. At the end of Round 2, lead a tie-breaking process (if necessary) and announce Round 3 participants.
Explain that students tied for 5th place after Round 2 will compete in a tie-breaker round with 3 questions. NOTE: Only students tied for 5th place should answer these questions. Points accumulated in the Tie-Breaker Round do not count towards overall student scores.
Guest Remarks
Round 3
Closing Remarks
• Event Judges prepare their notes and scoring forms for the top 5 Local Finalists
• The top 5 Local Finalists are given their notecards for Round 3
• Explain the process and rules for Round 3, including time limits and Event Judge roles
• Support tabulation of scores and confirm 1st, 2nd, 3rd place Winners while checks and trophies are prepared to be handed out
• If a tiebreaker is needed at the end of Round 3, Event Judges will rank the 5 students in order (majority rules)
• Closing remarks from the Local Partner
• Congratulate winners and thank parents, sponsors, VIPs, and audience
Chapter 9 Report Results
Ongoing Throughout Timeline
Review the Reporting Requirements (pg. 36) for documenting and sharing results with the USCCF National Civics Bee® team.
Create a spreadsheet to Measure Results from outreach conducted with different audiences for the Bee.
Create a spreadsheet to Measure Impact from the relationships that were formed or deepened as a result of outreach for the Bee.
Collect and Record Feedback from different audiences and partners on what worked and what didn’t work about this year’s Bee.
Submit all the Local Competition results to the USCCF National Civics Bee® team.
Submit the required Post-Event and Final Report surveys.
2024–25 Appendix Resources included in this chapter (in bold) can be found in your National Civics Bee® Partner Portal. !
HERE’S A TIP: Anytime you see a pencil, you can use the page to digitally mark off your checklist.
2024 National Civics Bee® in Ellensburg, Washington
Reporting Requirements
Local Partners are responsible for documenting and sharing information related to their Bee, including items listed below and described on the following pages. In addition to these items, Partners will participate in a pre-survey and post-surveys issued by the USCCF National Civics Bee® team.
Contest Documentation
Submit the following Contest Documentation to the USCCF National Civics Bee® team:
• Live Event details, including the event venue and date
• Live Event Prospects List (Emcees, Event Speakers)
• Speaker Bios
• Commitment Letters
• Local Finalist Forms
• Judging Scorecards
Measurable Results and Impacts
Share the following Results and Impacts as part of your Final Report:
• Outreach Impact (i.e., new roles and relationships)
Media Clips and Other Assets
Submit the following Assets to the USCCF National Civics Bee® team:
• Live Event Photos
• Media Clips
• Testimonials from Students, Families, Judges, Speakers, and Partners
DID YOU KNOW?
The feedback and outcomes shared by Local and State Partners play a critical role in future plans for the National Civics Bee®. They also contribute to a report that is shared with National Civics Bee® funders and partners.
REMINDER: REQUIRED SURVEYS
Each Local Competition Partner must complete and submit a Post-Event Survey and Final Report Survey that includes questions about accomplishments, media hits, lessons learned, and more. Refer to your grant agreement and the competition timeline (pg. 13) for more details, including due dates.
Frequently Asked Questions
What personal information is collected from students who enter the Bee?
The competition entry form requires students to share their first name, last name, school name, grade, ZIP code, student email address, a parent or guardian’s email address and phone number. This information should not be shared with judges or sponsors.
What if a student reaches out directly with questions or concerns?
Student privacy laws restrict communication directly with minors, unless a parent has provided permission. If a student reaches out directly over email, the Local or State Partner may communicate once to ask that a parent or guardian reply.
What if a school says they cannot participate because of privacy laws?
Schools may cite laws such as FERPA or COPPA to say that they cannot require or facilitate students entering any online competition. In this case, schools may still promote the Bee and encourage students to enter when they are at home or at a local library, or mail their essay.
What about students who lack civics education or computer access?
The Essay Guide provides resources to help students prepare and submit their essays. It also includes mailing instructions for students unable to submit their essays online. Finalists selected to advance to the live quiz competitions will receive a study guide and complimentary access to Khanmigo, Khan Academy’s AI-powered tutor.
Frequently Asked Questions
What if media or government officials ask if the Bee is political?
The National Civics Bee® is a nonpartisan program that inspires middle schoolers to become better informed about American democracy, to engage respectfully and constructively in the community, and to build greater trust in others and institutions.
What if we receive hundreds of essays? How will they all be judged?
It is common to receive 25% or more of the total essays within 72 hours of the deadline. Each local partner should secure at least (10) essay judges for every 100 essays expected. Monitor your essay submissions frequently and alert the USCCF National Civics Bee® team if you have concerns about exceeding judge capacity.
Can an Essay Judge also serve as a Local or State Live Event Judge?
Yes. An Essay Judge can also serve as a Local or State Live Event Emcee, Judge, or Guest Speaker. Each volunteer assignment requires the submission of a specific Commitment Letter. Important Note: Team members with access to students’ personal information cannot serve as Judges.
Frequently Asked Questions
What if an essay indicates a student is in danger or may endanger others?
Each Local and State Partner must follow state and local guidelines for evaluating information that may be related to child endangerment. Please consult your chamber’s legal counsel and follow your state’s specific requirements for reporting suspected abuse and/or neglect of children. All information should be kept confidential except as required for the administration of the competition or to comply with local, state, or federal law.
What resources are available for Spanish-speaking parents and families?
There are supporting documents available in both English and Spanish, and they are located in the 2024–25 Appendix Resource Folder. Per the Official Contest Rules, all student essays must be submitted in English
What if an Essay Judge asks for printed versions of the essays they are assigned?
Essay Judges should only use the online Essay Judging Portal to view and score their essays.
What if an Essay Judge recuses themselves based on a conflict of interest?
Names are hidden from essay judges, but sometimes students provide personally identifiable information in their essay. Judges should recuse themselves using the judging portal if they know the student personally or have another conflict of interest so the essay may be reassigned.
Frequently Asked Questions
What if a student from out of state is a potential Finalist?
Only students who reside within your state are eligible to compete in your competition. If a Finalist is found to be ineligible for any reason stated in the Contest Rules, they are disqualified. Notify the student’s parent/guardian, select an alternate Finalist, and inform USCCF.
What if a parent doesn’t submit a publicity release?
The publicity release form is mandatory. If a parent refuses to sign the publicity release, the Local Finalist will not be able to compete in the live event, and the Local Partner needs to select an alternate Local Finalist.
What if an Event Judge recognizes one or more Finalists?
Event Judges should be recused from evaluating Finalists they recognize; however, all Round 3 Finalists must benefit from an equal number of follow-up questions and judge evaluations. Prior to the event, prepare alternate judges as backup.
How many speakers can we invite to the event?
The Sample Agenda in the Playbook focuses on students sharing their ideas, taking the quiz, and engaging with community members, with a very limited number of guest speakers. Speakers should keep their comments brief, nonpartisan, and student-friendly.
Frequently Asked Questions
Can we change the number or content of the quiz questions?
To ensure fairness across all events, Local and State Partners are not permitted to alter quiz content or format in any way. Quiz questions must be kept secret prior to the event, and audience members should be reminded not to call out answers.
Can we solicit additional prizes from sponsors?
Local and State Partners may choose to increase the minimum cash prizes via other funding. Information on additional prizes or prize money must be shared publicly by updating your Chamber’s landing page, Rules, etc.
What if a sponsor asks for a mailing list of participants?
Participants’ personal information may not be shared with anyone, and sponsored prizes cannot depend on receiving personal information. Handling of student data must comply with the Privacy Policy posted on the competition website (a copy is included in the 2024–25 Appendix Resources Folder). Contact the USCCF National Civics Bee® team for further guidance.
What if the Internet doesn’t work on the day of the event?
The USCCF National Civics Bee® team will provide a Back-Up Quiz Package in the 2024–25 Appendix Resources Folder that should be used in the event of Wi-Fi failure or other tech issues. Printing instructions are included in the package.
A
Frequently Asked Questions
What if a Local Finalist declines their invitation to the State Finals?
For most State Finals, the 1st, 2nd, and 3rd place Local Winners from the Local Competition are invited to be State Finalists. If a Local Winner declines their invitation to the State Finals, the 4th place Local Finalist from the Local Competition will be invited (and so on, until three State Finalists are confirmed to represent each Local Competition).
What should we report if we did not reach our outreach goals?
Honest reporting and feedback are critical to the future success of the National Civics Bee®. Share as much information as possible on what worked and what didn’t work, and what you believe would improve local engagement.
Visit the National Civics Bee® Partner Portal under the FAQ section for more commonly asked questions and responses. Contact the USCCF National Civics Bee® team at NCBPartners@uschamber.com for additional guidance.
Index
Below is a clickable list of terms you need to know in the Playbook. Click on any page number to go to the page where the term is located. 2024–25 Appendix Resources included in this Playbook (in bold) can be found in your National Civics Bee® Partner Portal.
C
Checklist 1: Prep for Launch, 7
Checklist 2: Engage Students, 16
Checklist 3: Recruit Partners, 18
Checklist 4: Recruit Essay Judges, 20
Checklist 5: Support Participants, 22
Checklist 6: Plan Local Competition, 25
Checklist 7: Confirm Local Finalists, 29
Checklist 8: Hold Local Competition, 31
Checklist 9: Report Results, 35
Code of Conduct Overview, 10 Competition Plan, 13
Contest Overview—Event Phase, 6
Contest Overview—Submission Phase, 5
Contest Rules Introduction, 9 Contest Timeline, 4
D
Determine Local Finalists, 30
E
Emcee Support Guide, 33
Essay Judge Recruitment Plan, 21
Event Judge Support Guide, 32
F
Frequently Asked Questions, 37
H
How to Use This Playbook, 3
L
Landing Pages, 14
Local Competition Guide, 34
Local Competition Venue Plan, 26
Local Competition Overview, 28
N
National Civics Bee® Primer, 8
P
Partner Recruitment Plan, 19
R
Reporting Requirements, 36
Reporting Results, 15 Roles and Responsibilities, 11
