Thank you for completing your regional STEM fair using the YSC Portal! Now that you've selected your finalists for the Canada-Wide Science Fair, it's time to register them for this exciting opportunity. This guide will walk you through the process of promoting your winning projects and registering your delegates for CWSF.

Video Walkthrough

Note: This video was recorded for CWSF 2025 and remains accurate for 2026. You'll notice a few small differences: projects in the sidebar are now grouped under a CWSF Projects menu, and you can also access a finalist's registration by clicking their name or the project title directly from the dashboard. The registration area also includes a Travel tab not shown in the video. If you're watching the finalist registration walkthrough, there is no Tours tab this year. View the detailed steps below for more information.

Step 1: Promoting Your Winning Projects to CWSF

1. Log in to your YSC Portal account as a regional coordinator
2. Access your regional fair from the sidebar
3. Navigate to Projects in the menu
4. Select the winning projects you want to send to CWSF by checking the boxes next to their names
5. Use the Choose an option dropdown menu and select Promote to CWSF
6. Confirm the action when prompted
7. After promotion, these projects will still appear in your regional fair list but will have a new status of CWSF Promoted

Step 2: Accessing Your CWSF Registration Area

1. Go to 2026 Affiliation in the sidebar
2. Select CWSF-ESPC 2026

Step 3: Managing Participant Information

In the CWSF Registration area, you'll see several tabs to complete:

Participants

• Your promoted finalists will automatically appear here with their information carried over from the regional fair
• You must contact these finalists to let them know they can log in to their YSC Portal accounts to complete their CWSF registration
• To view a finalist's registration progress, you can click on their name from your dashboard or access their project information

Projects

• Your promoted projects will be listed here
  
• To track a finalist's registration progress or to view the project information, there are two options:
  
• Click CWSF Projects in the sidebar to see a list of the project titles
  
• Click a project title to see Project Data and the name(s) of the finalist(s)
  
• Clicking Project Data displays the project information entered by the finalist(s)
  
• Clicking a finalist's name displays all their registration tabs
  
• Click Dashboard at the top of the sidebar to see the projects displayed as cards
  
• Use the Regional Fair Projects and CWSF Projects buttons to switch between the sets of projects
  
• You can search the project cards by title or finalist name
• Clicking a project title displays the project information entered by the finalist(s)
  
• Clicking a finalist's name displays all their registration tabs
• Both the project data and the finalist registration are editable until the Confirmation tab is submitted, enabling you to review and revise the information if necessary

Roommates

• Create roommate groups for your finalists by clicking the Create Roommate Group button
• Select "Finalists" and choose the appropriate gender
• Delegates receive single rooms, so no roommate groups are needed for them
  

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.

Forms

• The Permission, Consent, and Release Form is required for all finalists
• You can download this form to review it
• Finalists can download, complete, and upload their own forms through their portal
  
• Forms are fillable PDFs that can be signed digitally, or forms can be printed, signed, and scanned
• Forms require signatures from:
  
• The finalist
  
• A parent/guardian (if the finalist is under age 18)
  
• A regional fair representative (usually the coordinator)
  
• After you've verified all forms are properly completed and uploaded, check the acknowledgment box and click Submit

Travel

• This tab displays the mode of travel for your region (e.g., Air Travel (YSC-organized), the travel dates, and important notes about travel and travel deviations – requests for finalists or delegates to travel separately from the regional group
  
• The Travel Documents section at the bottom enables you to download PDF documents with more details on your region's travel mode. This is also where your region's travel schedule and e-tickets will be available before the CWSF

Statistics

• Enter and submit the information for your recently completed regional fair. These data are required to activate the Confirmation tab for your CWSF registration
  
• You cannot edit data from previous years, but you can email the information to info@youthscience.ca, and we'll update the table

Confirmation

• If the Confirmation tab is not active, you may need to return to a tab without a checkmark and click the Submit button
  

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

Step 4: Registering Your Delegates

1. In the Participants tab, click the "Add participant" button
2. Fill in the required information:
   • Email address
   • First name
   • Last name
   • Gender
3. Click Save to add the delegate
4. Repeat for each additional delegate
5. Delegates will receive an email with login information and a temporary password

Important Notes:

• Delegates receive single rooms
• Finalists don't receive an email notification, as they already have portal accounts
• Monitoring progress: You can easily track your finalists' registration progress directly from your dashboard or the CWSF Projects menu
• Resources: The YSC Portal contains many resources to help your finalists prepare, including poster templates, ethics guidelines, and the judging rubric

Remember that complete and timely registration is essential for a smooth CWSF experience. Encourage your finalists to begin their registration process early and reach out if they need assistance.

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