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From someone who's been in charge of large group before (not robotics related, but the principles are the same), it's always good to have some kind of hard copy evidence to back you up. If nothing else, it's a good way to cover yourself when somebody (or their parent) disagrees with a decision you made.
Think about it: each time you start a new class, the teacher gives you a handout explaining all the rules, grading procedures, etc. You think they enjoy wasting their time putting together handouts of what should be obvious stuff? No, but they also want to have something to back them up with some parent comes yelling that their precious baby didn't get an A. Same thing with robotics: it's good to have a formal procedures to fall back on when it comes time to pick a travel team, etc.
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