ORGANIZERS - Officials And Their Duties


1. Licensed Officials And Their Duties

The Event Lead organizes and oversees the event, making sure all positions are filled and duties are performed as assigned, the event facility is prepared, and all requirements between the SCCA and the host department or Region are met. Whenever possible, the Event Lead should be the “face” of the event by leading meetings.

1.1.1. Persons with a 2018 Time Trials Chief Steward Specialty License are eligible for an Event Lead Specialist License.

1.1.2. Persons with a 2018 Time Trials Chief Steward Official-level License are eligible for an Event Lead Official License.

The Competition Director is responsible for the general conduct of the event in accordance with the Time Trials Rules (TTR) and the Supplementary Regulations.  

1.2.1. Persons with a 2018 Time Trials Chief Steward Specialist License are eligible for a Competition Director Specialist License.

1.2.2. Persons with a 2018 Time Trials Chief Steward Official License are eligible for a Competition Director Official License

1.3.1 Novice Coach
The Novice Coach is responsible for the instruction and guidance of Novice Drivers.

A. Novice Coach duties include:

1. Lead Novice classroom sessions.

2. Help direct Novice Drivers onto the track if no grid worker is present.

3. Observe and work with the Competition Director and/or control worker to ensure on-track novice driving within Time Trials Rules.

4. Speak to Novice drivers who have been black flagged or need to come in because of on-track violation.

5. Lead post-session Novice debriefs.

B. The Chief Novice Coach shall have a Time Trials Driver Coach Specialist License.

C. The Chief Novice Coach may designate assistants to help with any mid-session pit-road driver discussions or, when used, act as in-car instructors. Any assistants or in-car instructors shall have a Driver Coach License grade of Regional or higher. 

1.3.2. Driver Coach
The Driver Coach is responsible for guidance of Intermediate and Advanced level drivers.

A. Driver Coach duties include:

1. Observe and work with the Competition Director and/or control worker to ensure on-track driving within Time Trials Rules.

2. Speak to advanced and intermediate level drivers who have been black-flagged or need to come in for on-track violations. 

3. Lead any Advanced- or Intermediate-specific meetings or session debriefs. 

4. Direct drivers onto track if no grid worker is present. 

1.4.1. The Technical Inspector is responsible for:

A. Certifying that the cars comply with the current Time Trials Rules and any event Supplementary Regulations.

B. Issuing tech stickers to cars that comply with all safety regulations.

C. Conducting inspections of cars at the request of the Safety Steward or Competition Director.

D. Reporting to the Competition Director any cars that do not conform with the requirements of the Time Trials Rules.

1.4.1. For events with cars requiring Safety Level 2 or higher, the Chief of Tech shall have a Time Trial Tech Official License.

1.5.1. The Safety Steward shall have an SCCA Track/TT Safety Steward License.

1.5.2. The Safety Steward is responsible for the following duties:

A. To investigate accidents and forward the originals of all reports, including original releases, to the Risk Management Department of SCCA.

B. To notify Risk Management Department, the same day via telephone, of any accident which involves serious injury to a participant or any injury to a spectator.

C. To mail copies of the material sent to the Risk Management Department to the Divisional Safety Steward Administrator. 

D. During the event, report to the Event Lead any hazards which require further investigation or action.

E. Before allowing the commencement of the event, verify that an emergency plan is in place.

F. Meet with the Medical Crew to confirm duties, duty stations, equipment, race circuit characteristics, vehicles and other protocol.

G. To perform safety related duties as delegated by the Event Lead.

H. To ensure the presence of appropriate Emergency Services personnel and equipment at all times while the event is underway.

I. Take appropriate measures to ensure adequate crowd control. Deputy Safety Stewards and Crowd Marshals may be assigned for this purpose. It is the responsibility of the TT Safety Steward to review and confirm the placement of all barriers and crowd control devices prior to the start of the event, and to take measure to ensure they remain in position during the event.

J. Use every reasonable means to limit access to restricted areas to those who have proper credentials. The use of a credential system (armbands or the like) is recommended at any event where multiple points of entry are possible.

K. Personally examine the insurance and sanction paperwork prior to the start of the event.

L. Conduct a meeting of course workers, crowd control personnel and Deputy Safety Stewards prior to the actual start of the event.

M. When required, follow guidelines and procedures to approve a TrackSprint course.

N. Make a final course inspection just prior to the beginning of competition or prior to the resumption of competition after a delay of an extended period. This check is to assess the placement of all personnel, safety equipment, barriers and protective placements (hay bales and the like), and to confirm the readiness of Emergency Services personnel and equipment.

1.5.3. Non-Compliance with Safety Regulations
In the event of non-compliance with safety regulations, the Safety Steward shall take the following steps:

A. Advise the Event Lead of the infraction and request the situation be remedied before the next car runs or session begins.

B. If step one fails to resolve the situation, inform the Competition Director that the event is shut down until the problem is corrected.

Note: While the event Safety Steward does have the right to cancel an event for safety reasons, this should be used as a last resort ONLY. Every attempt should be made to resolve the situation and continue the event in a timely manner. Safety Stewards should work diligently in cooperation with Event Leads and other Officials to ensure an event that is safe for all participants, workers, and spectators. Safety is not an area where compromises can be made, and it is up to all officials to work together to continue the long-standing record of safe events that has become the tradition of SCCA.

2. Time Trials Non-Licensed Officials And Their Duties

Ambassadors are responsible for accepting, certifying and processing all entries and credentials of officials, and setting up a welcoming environment for participant check-in or at-event registration, including placing all required signs and placards in the registration area.

The Timing Chief is responsible for accurately timing and scoring the event, compiling and publishing the Official Results, and providing the Official Results to event officials.

The “Chief of Sound” is responsible for monitoring racing vehicles at events where sound control limits are required by the facility being used. Sound readings should be taken in accordance with the SCCA Sound Control Manual.

The Worker Chief is responsible for recruiting, training and assigning qualified persons to corner stations. At least one worker at each station should be an SCCA member, preferably licensed in a specialty. Additionally, the Worker Chief is responsible for overseeing other workers including start line workers, pit and grid workers, and working with the Event Lead or Competition Director to assign a person to the control station.

3. License Grades

This grade designates those who are capable of taking on leadership positions. They will be responsible for overseeing the training of Apprentices.

3.1.1. Specialist License holders must not have had any upheld protests against conduct for the previous two years.

3.1.2. Obtaining a Specialist License requires an upgrade request and approval by the Time Trials Divisional Administrator or by the Director of Experiential Programs Time Trials Program Manager.

This grade is for those who demonstrate competent service and have completed acceptable Apprentice training.

3.2.1. For an Official License other than Safety Steward or Course Inspector, persons should have successfully completed three Time Trials Events while learning duties.

3.2.2. For an upgrade to an Official License as a Safety Steward or Course Inspector, the following must be met:

A. Completed SCCA-approved Safety Seminar.

B. Successful completion of four Track or Time Trials Events in any combination.

1. It is highly recommended two of those four are Time Trials Events or higher.

This grade should be used for those in training.

3.3.1. Unless expressly stated within the TTR, officials with an Apprentice License should have an Official or Specialist License holder of the same specialty onsite.

3.3.2. Obtaining this level of license requires no approval and can be issued by contacting SCCA National Office.

3.3.3. Approval for an Apprentice to Official License are to be submitted and approved by the Divisional Time Trial Administrator.

4. Safety Personnel And Equipment

To establish equipment and personnel needed to affect a workable medical, fire, and safety plan, detailed plans need to be based on the specific conditions at the event facility and local, state or federal protocols and regulations.

4.1.1. There shall be a vehicle on site staffed by licensed caregivers which should be able to provide initial medical response within two minutes subject to the following criteria:

A. It is preferred the vehicle have advanced life support (ALS) capabilities.

B. Vehicle staff must by at least two (2) certified caregivers, one of whom must be an EMT at minimum.

C. It must be capable of transporting an injured person to the nearest hospital subject to any local laws.

D. Exceptions to A-C above include:

1. Events may follow the SCCA Road Racing General Competition Rules (GCR) standards for medical equipment and response. 

4.1.2 There shall be at least one (1) course response vehicle or wrecker which shall be equipped as specified below. It is recommended the vehicle be stationed so it can reach any point on the racing surface within two minutes at a speed not to exceed 50 mph.

4.1.3. The course response vehicle MUST be manned whenever the track is “hot” in order to facilitate a rapid response to any on-track incident. There shall be at least one person assigned to each course response vehicle who is trained to use the equipment on the vehicle. It is recommended two (2) persons be assigned to each response vehicle. The course response vehicle shall be capable of flat towing a disabled vehicle. The course response vehicle must contain at least 50 lbs. of dry chemical and/or foam extinguishers (in any combination) along with tow straps, brooms, pry bars and absorbent materials.

4.1.4. It is recommended that the following items be immediately available to the Response Truck Crew: 

A. Sharp knife

B. Bolt cutters

C. 3 foot fire axe

D. Pry bars; 2-foot and 6-foot 

E. Rope (3/4-inch nylon/or strap, 6000 lb. test), 30 feet

F. Bow saw (30-inch blades) or equivalent tool

G. Tool box, containing: 

1. Vice grip pliers

2. Hammer (5 lb.)

3. Small pry bar

4. Screwdrivers (flat head and Phillips)

5. Chisel

6. Tin shears

7. Hack saw and blades

H. Adjustable crescent wrenches (large and small)

I. Oil dry compound

4.1.5. Comparable equipment may be substituted with the advance approval of the Competition Director and Safety Steward.

The Flagging and Communications Chief is responsible for the establishment and operation of the Flagging and Communications organization at each Time Trial event.

4.2.1. The purpose of the Flagging and Communications Organizations is to provide safe course control by:

A. Informing the Competition Director and other officials, through the communication network, of the condition of the course and the participating cars, and of any situation requiring decisions and/or action by the Time Trials Officials

B. Relaying information and instructions from the Competition Director to the persons operating the various emergency vehicles and equipment around the course as well as to the drivers and turn personnel

C. Undertaking emergency action needed to protect the lives and property of drivers, workers, or spectators in the event of an accident

D. Maintaining a clear course

E. Ensuring a sufficient number of corner stations established and manned to keep the entire course under observation at all times and to protect all areas of the course not immediately visible to oncoming drivers

4.2.2. Each corner station should be located in accordance with the following considerations:

A. The flaggers have a clear view of the area to be covered

B. Maximum visibility of the flagmen to the oncoming drivers

C. Maximum protection for the corner station crew from out-of-control automobiles

4.2.3. Each corner station shall be staffed with a minimum of one person unless otherwise approved by the event Safety Steward. Personnel should be properly dressed while on station. This means no shorts, tank tops, halter tops, beach wear, etc. while the track is “hot.” 

A. It is highly recommended that any person on station acting as a first responder should be wearing long sleeves and pants.

4.2.4. Each corner station shall be equipped with at least the following:

A. Device for communicating immediately, privately, and without interference with the Central Control Station, other corner stations and other stations as appropriate 

B. A full set of road racing flags is recommended, and at a minimum, the following flags: 

1. Black Flag

2. Yellow flag

3. If passing is allowed at any event, then a Blue Flag (blue with diagonal yellow stripe) is also required.

C. One dry chemical fire extinguisher of at least 10-pound size although two (2) 10-pound extinguishers are recommended at all events

D. Broom (push type) and absorbent materials (e.g., grease sweep, oil dry, etc.)

4.2.5. The grid area should be equipped with the same number and type of fire extinguishers as the corner stations for all events.

4.2.6. If a start/finish station is used, this station should also have a Green Flag, a Checkered Flag and a Black Flag.

5. Other Time Trials Officials

The Divisional Time Trials Administrator should supervise and administer SCCA policies and standards for designated classes of events and to train SCCA Stewards within each Division and who coordinates with the Time Trials Board.

5.1.1. The TT Divisional Administrator has authority to approve Time Trials Officials Licenses and upgrades for TT Driver Licenses.

5.1.2. The TT Divisional Administrator must be approved by the Experiential Programs Department Time Trials Program Manager.

5.1.3. If there is no Administrator for a Division, the Experiential Programs Department Time Trials Program Manager will handle that Division’s administrative responsibilities.

The Time Trials Board (TTB) shall consist of a total of 4–6 SCCA members selected by the Director of Experiential Programs Time Trials Program Manager who operate with a strategic view of the Time Trial Program.

5.2.1. Responsibilities include:

A. Promotion, marketing and growth of the TT programs.

B. Implementation of proposed rule changes for SCCA Time Trials.

C. Oversight of all Regional and Divisional Time Trials Events, sanction approval, driver and worker licensing, as necessary.

D. Develop and maintain the processes for member feedback, response and rule or clarification implementation.

5.2.2. All proposed rule language is to be developed and approved by the TTB before submission to the Director of Experiential Programs Board of Directors.

5.2.3. The TTB is authorized to form additional subcommittees that operate for a finite period of time and that address a specific concern.

5.2.4. The TTB or Director of Experiential Programs Time Trials Program Manager is authorized to appoint specific persons to handle administrative duties of the TTB.

With the exception of Novice Coach (when Novices may enter) and Event Lead, Time Trials may be run using Road Race Officials.

5.3.1. When running a Time Trials Event using Road Race Officials, the following apply:

A. Event Lead should act as an advisor for any Time Trials-specific duties being performed by Road Race Officials.

B. Chief Steward may perform Competition Director duties.

C. Black Flag Steward may perform Pit Road Driver Coach duties.

D. Registrar may perform Ambassador duties.