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 2025, 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 2025.

Video Walkthrough

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 your dashboard
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 2025 Registration Area

1. Return to your dashboard
2. Go to "2025 Affiliation"
3. Select "Canada-Wide Science Fair 2025 Registration"

Step 3: Managing Participant Information

In the CWSF 2025 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 visible here
• You can click on any project to view its data and track the finalist's progress in completing project information

Roommates

• Create roommate groups for your finalists by clicking "Create a Roommate Group"
• Select "Finalists" and choose the appropriate gender
• Note: Finalists must have completed their gender information in their CWSF registration before you can assign them to roommate groups
• Delegates now receive single rooms, so no roommate groups are needed for them

Forms

• The Permission 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 require signatures from:
  • The finalist
  • A parent/guardian (if the finalist is underage)
  • A regional fair representative (usually the coordinator)
• Digital signatures are accepted, or forms can be printed, signed, and scanned

Confirmation

• This final step becomes available once all other registration components are complete
• By checking the confirmation box, you verify that all registration requirements have been met

Step 4: Registering Your Delegates

1. In the Participants tab, click on "Enter a Delegate"
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 starting in CWSF 2025
• Finalists don't receive a new email notification since they already have portal accounts
• Monitoring progress: You can easily track your finalists' registration progress directly from your dashboard
• 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.