Overview

Exporting judge registration data from the YSC Portal allows regional fair coordinators to access and utilize judge information for planning, communication, and record-keeping purposes. This article explains how to export judge data, what information is included, and how to use the exported data effectively for your regional fair.

Accessing Judge Registration Data

To access judge registration data in the YSC Portal:

1. Log in to the YSC Portal as a regional coordinator
2. Navigate to your regional fair in the sidebar menu
3. Click on Judges to view the list of registered judges

From this page, you can see basic information about each judge, including their name, email, registration status, and approval status.

Exporting Judge Data

Basic Export Process

To export judge registration data:

1. From the Judges page, use the checkboxes to select the judges whose data you want to export
   • Select individual judges by clicking their checkboxes
   • Use Select All to select all judges on the current page
   • Use Select All Matching to select all judges across multiple pages based on your current filters
2. Click the Choose an option dropdown at the top of the page
3. Select Export Users
4. In the dialog box that appears, select the types of information to include:
   • General contact information: Names, email addresses, phone numbers
   • Survey responses: Answers to any custom surveys you created for judges
   • Survey documents: Any files judges uploaded as part of their registration
5. Click Run Action to generate and download the export

The data will download as an Excel spreadsheet to your computer.

Filtering Before Export

To export a specific subset of judge data:

1. Use the Filter option at the top of the judges list
2. Apply filters such as:
   • Approval Status: Export only approved judges, standby judges, etc.
   • Registration Status: Filter for complete or incomplete registrations
   • Challenge Preference: Export judges with expertise in specific areas
3. After filtering, select judges and export as described above

Understanding the Exported Data

The exported Excel file contains multiple tabs with different types of information:

Main Users Tab

This tab includes basic information about each judge:

• Name
• Email address
• Phone number
• Username in the YSC Portal
• Registration date
• Registration status
• Approval status

Challenge Preferences Tab

This tab shows the scientific areas each judge is comfortable evaluating:

• Judge name
• Preferred challenge areas (Life Sciences, Physical Sciences, etc.)
• Level of expertise in each area

Survey Responses Tab

If you created custom surveys for judges, their responses will appear here:

• Judge name
• Question text
• Response

Demographic Information

Depending on your export selections, you may also see:

• Judge affiliations (schools, companies, organizations)
• Professional background
• Previous judging experience
• Language capabilities

Using Exported Judge Data

The exported data can be valuable for multiple purposes:

Pre-Fair Planning

• Create a contact list for communication with judges
• Analyze the distribution of expertise across scientific areas
• Identify gaps in expertise that may need to be filled
• Verify language capabilities for bilingual projects

During the Fair

• Create judge name badges with their information
• Generate sign-in sheets for judge check-in
• Produce contact lists for fair day communications
• Reference judge expertise for last-minute reassignments

Post-Fair Activities

• Send thank-you communications to judges
• Document participation for future reference
• Analyze judge demographics for reporting
• Build a database of judges for next year's fair

Data Privacy and Security Considerations

When working with exported judge data:

1. Respect privacy: Store judge information securely and limit access to authorized personnel
2. Limit distribution: Share judge information only with those who need it for fair operations
3. Clean up after use: Delete or securely store exports after the fair is complete
4. Consider regulations: Follow applicable privacy laws and regulations for your region

Tips for Managing Judge Data

1. Regular exports: Export data periodically during the registration period to monitor progress
2. Standardized naming: Use consistent file naming for exports (e.g., "JudgeData_[Date]")
3. Backup copies: Keep backup copies of judge data in case of technical issues
4. Version control: Note the date of export in filenames to avoid confusion
5. Post-processing: Use Excel's features to format, analyze, and visualize judge data for easier use