Policy and Best Practices for Regional Fair Organizers

As a Regional STEM Fair organizer, you may encounter students who wish to participate in multiple regional fairs. Here's how to handle these situations properly:

Official Policy

According to YSC Policy "CWSF Eligibility - Finalist, Project, Delegate, Support Adult" section 2.5:

A student or pair of students, where eligible, may enter a project in multiple affiliated RSFs in one year, but must immediately disclose their participation in all other fairs to each region. The project shall be eligible for CWSF selection only in the first RSF in which it is judged. Failure to disclose participation in multiple regional fairs may be considered grounds for disqualification from a regional fair or the CWSF.

Implementation Guidelines

Registration Process

• Include a question in your registration form asking if the student has participated in any other regional fairs in the current year
• If yes, request details about which fair(s) and their dates
• Keep records of students participating in multiple fairs

Verification Steps

• Confirm which fair will judge the project first
• If your fair is the first to judge the project, the student is eligible for CWSF selection
• If your fair is not the first to judge the project, note that the student is not eligible for CWSF selection from your fair

Communication Requirements

• Clearly inform students of their CWSF eligibility status
• Document that you have communicated this information
• Consider coordinating with other regional fair organizers when appropriate

Common Scenarios

Scenario 1: A student discloses at registration that they will participate in another regional fair that takes place after yours.

• Action: The student is eligible for CWSF selection from your fair since yours is the first fair.

Scenario 2: A student discloses at registration that they will participate in another regional fair that takes place before yours.

• Action: The student can participate in your fair but is not eligible for CWSF selection from your fair.

Scenario 3: A student does not disclose participation in multiple fairs, and you discover this after your fair.

• Action: If the student was selected for CWSF from your fair but had already participated in another fair, you should rescind their CWSF selection and select an alternate. Contact YSC immediately for guidance.

Best Practices

• Include clear language about multiple fair participation in your registration materials
• Consider creating a formal disclosure form for students participating in multiple fairs
• Keep documentation of all communications regarding multiple fair participation
• When in doubt, contact Youth Science Canada for guidance

Questions or Special Circumstances?

If you encounter unique situations or have questions about managing students in multiple fairs, please contact Youth Science Canada at support@youthscience.ca for clarification and guidance.

Reference: This article is based on Youth Science Canada's policy "CWSF Eligibility - Finalist, Project, Delegate, Support Adult" section 2.5, available on the YSC Policy Portal.