As a regional coordinator who didn't use the YSC Portal for your regional STEM fair this year, the process for registering your finalists for the Canada-Wide Science Fair 2025 differs slightly from portal users. This guide walks you through the steps to register both your finalists and delegates.

Video Walkthrough

Step 1: Accessing Your CWSF 2025 Registration Area

1. Log in to your YSC Portal account as a regional coordinator
2. Click on "2025 Affiliation"
3. Click on "CWSF-ESPC 2025"

Step 2: Registering Your Finalists

Unlike regions that used the portal for their fair, you'll need to manually add each finalist:

1. Go to the "Participants" tab
2. Click "Add Participant"
3. Select "Event Finalist" from the "Participant role" dropdown menu
4. Enter the finalist's information:
   • Email address
   • First name
   • Last name
   • Gender
   • School
     
   • Start typing a unique part of the school name. Select the school and press Enter.
     
   • If appropriate, check the Home schooled checkbox.
   • Grade
5. Click "Save"

Once saved, the system will automatically send a welcome email to the finalist with:

• A congratulatory message
• The URL to access the portal
• Their email address
• A temporary password
• Important registration deadlines

Step 3: Adding Projects

After registering your finalists, you'll need to add their projects:

1. Navigate to the "Projects" tab
2. Click "Add project"
3. Enter the project details:
   • Project title
   • Challenge
     
   • Grade category
4. Select the finalist(s) associated with the project (only finalists in the project's grade category will appear)
5. Click "Add Project"

Step 4: Creating Roommate Groups

1. Go to the "Roommates" tab
2. Click "Create Roommate Group"
3. Select "Finalists" (Note: Delegates receive single rooms this year)
4. Choose the appropriate gender (Male, Female, or Other)
5. Select finalists for the roommate group
6. Click "Create Roommate Group"

Important: Every finalist must be assigned to a roommate group, even if they're in a single-person group. This ensures they will be properly assigned to a room.

Step 5: Managing Forms

1. Navigate to the "Forms" tab
2. Download the Permission and Release Form if you want to review it. Finalists can download the form when registering.
3. Ensure all finalists complete their forms with the required signatures from:
   • The finalist(s)
   • A parent/guardian (if the finalist is under 18 years)
   • A regional fair representative (you as the coordinator)
4. Forms are fillable PDFs that can be signed digitally
5. Finalists can upload their completed forms directly through their portal account
6. Once you've verified all forms are properly completed and uploaded, check the acknowledgment box and click "Submit"

Step 6: Registering Your Delegates

1. Return to the "Participants" tab
2. Click "Add Participant"
3. Select "Event Delegate" from the dropdown menu
4. Enter the delegate's information:
   • Email address
   • First name
   • Last name
   • Gender
5. Click "Save"
6. Repeat for each additional delegate

Step 7: Tracking Finalist Registration

1. The Participants tab displays the Form Completion Status for each finalist and delegate.
2. After refreshing your browser or logging in again, every CWSF project from your region will appear in the sidebar and the dashboard.
   
3. Click on a project in the sidebar to expose "Project Data" and the finalist(s) name(s).
4. Click on "Project Data" (in the sidebar) or the Project Title (on the dashboard) to view the Project Information. All fields are editable.
5. Click on a finalist's name to view all tabs in their CWSF registration. All fields are editable.

Step 8: Final Confirmation

Once you have completed all previous steps (with checkmarks across all sections), the Confirmation tab will activate. This is your final step:

1. Review all registration information
2. Check the confirmation box to verify your region has completed all requirements
3. Click "Submit"

Important Notes:

• The registration process for non-portal regions requires manually adding each finalist and their projects
• Delegates receive single rooms starting in CWSF 2025
• All finalists and delegates receive automated welcome emails with login credentials
• Every finalist must be included in a roommate group
• The Permission and Release Form requires signatures from the finalist, parent/guardian (if applicable), and regional coordinator

For additional questions or support, please submit a ticket through this Help Center.