Overview

The YSC Portal provides comprehensive tools for managing awards and sponsor information for your regional fair. This article explains how to set up sponsors, create awards, link them together, and manage the award allocation process. Properly organizing this information streamlines your award ceremony planning and ensures appropriate recognition for both sponsors and award recipients.

Setting Up Sponsors

Before creating awards, you should first set up your sponsors in the system:

1. Log in to the YSC Portal as a regional coordinator
2. Navigate to your regional fair in the sidebar menu
3. Click on Sponsors to access the sponsor management section

Adding New Sponsors

To add a sponsor:

1. Click Create Sponsor in the sponsors section
2. Enter the sponsor information:
   • Sponsor Name: The official name of the organization
   • Sponsor Description (optional): Brief information about the sponsor
   • Contact Information (optional): Name and details for the sponsor contact
   • Logo (optional): Upload a sponsor logo for use in materials
3. Click Create to save the sponsor

Managing Existing Sponsors

You can edit or update sponsor information at any time:

1. Find the sponsor in your list
2. Click the edit (pencil) icon next to their name
3. Update any information as needed
4. Click Save to apply your changes

Creating and Managing Awards

Once your sponsors are set up, you can create awards and link them to sponsors:

1. Navigate to your regional fair in the sidebar menu
2. Click on Awards to access the award management section

Creating New Awards

To add an award:

1. Click Create Award in the awards section
2. Enter the award details:
   • Award Name: The official title of the award
   • Award Description: Details about the award criteria
   • Sponsor: Select from your list of sponsors
   • Award Type: Specify the type (e.g., cash, scholarship, merchandise)
   • Value (optional): Monetary value of the award
   • Quantity: Number of this award available
   • Eligible Categories: Select which grade categories can receive this award (Junior, Intermediate, Senior)
   • Eligible Challenges: Select which scientific areas are eligible (Life Sciences, Physical Sciences, etc.)
3. Click Create to save the award

Creating Award Prizes

For awards with multiple prize levels (e.g., 1st, 2nd, 3rd place):

1. Navigate to the Awards section
2. Find the award you want to add prizes to
3. Click the Prizes button
4. Click Create Award Prize
5. Enter the prize details:
   • Prize Name: The level (e.g., "First Place")
   • Description: Details about this prize level
   • Value: The specific value for this prize level
   • Quantity: How many of this prize level are available
6. Click Create to save the prize

Editing and Managing Awards

To modify existing awards:

1. Find the award in your list
2. Click the edit (pencil) icon
3. Update any information as needed
4. Click Save to apply your changes

To remove an award:

1. Find the award in your list
2. Click the delete icon
3. Confirm the deletion

Assigning Awards to Projects

After judging is complete and results are recorded, you can assign awards to projects:

1. Navigate to your regional fair menu
2. Click on Awards to access the award management section
3. Click Award Assignment to open the assignment interface

Award Assignment Process

To assign awards:

1. In the award assignment interface, you'll see your list of awards on one side and eligible projects on the other
2. Select an award from the list
3. The system will filter projects based on the award's eligibility criteria
4. Select the project(s) to receive the award
5. For awards with multiple prizes, specify which prize level each recipient receives
6. Click Assign to save the assignment

Reviewing Award Assignments

To review all award assignments:

1. Navigate to the Award Assignment section
2. Use the View Assignments option
3. This displays a complete list of which projects have received which awards
4. You can filter or sort this list by project, category, or award

Generating Award Reports

After assigning awards, you can generate reports for your ceremony and records:

1. From the Awards section, click the Choose an option dropdown
2. Select Export Awards or Export Award Assignments
3. Choose your export options:
   • Include Sponsor Information: Adds sponsor details to the export
   • Include Award Descriptions: Adds full award descriptions
   • Format: Select your preferred export format
4. Click Export to download the report

These reports can be used for:

• Creating award ceremony scripts
• Preparing award certificates
• Documenting awards for sponsors
• Creating program materials for the award ceremony

Tips for Award Management

1. Set up early: Enter sponsors and awards well before your fair date
2. Be specific with criteria: Clearly define eligibility requirements for each award
3. Maintain consistency: Use consistent naming conventions for awards and prizes
4. Plan for special cases: Create special awards for exceptional projects that might not meet traditional criteria
5. Document award history: Keep records of award recipients from year to year
6. Involve sponsors: Consider inviting sponsors to present their awards at your ceremony