Overview

The YSC Portal includes several email templates you can use to communicate automatically with participants and judges during registration for your regional STEM fair. Understanding which templates exist, what triggers them, and which ones apply to your regional fair is important for ensuring your participants receive the right communications — and for avoiding confusion with templates intended for other purposes.

Email templates are found under Assets > Email Templates in the YSC Portal.

The Student Initial Registration Template

The Student Initial Registration template sends an automatic confirmation email to a student when they register for your regional STEM fair through the YSC Portal.

This template is not active by default. If you have not set it up, students will still be able to register successfully — but they will not receive any email confirmation when they do. Setting up this template is strongly recommended so that participants know their registration has been received.

To set up the Student Initial Registration email:

1. Log in to the YSC Portal as a Regional Coordinator
2. Navigate to Assets > Email Templates
3. Locate the Student Initial Registration template
4. Customize the template content for your fair and save it

Note: If students, parents, or teachers tell you they didn't receive a confirmation email when they registered for your fair, it's most likely because this email template has not been set up.

Judge Email Templates

Your regional fair has access to the following judge-related email templates in the YSC Portal:

• Judge Registration Acceptance — Sent to a judge when their registration is approved
• Judge Rejection — Sent to a judge when their registration is not accepted

These templates offer a standardized method for communicating acceptance or rejection decisions to judges and should be set up before your fair opens for judge registration. We strongly recommend setting up the acceptance template so that all approved judges receive a consistent welcome message. For declined registrations, you may wish to send individualized emails where appropriate. 

The Roommate Assign Confirmation Template

You may notice a template in the YSC Portal called Roommate Assign Confirmation. This template is not for regional fair use. It is triggered manually by a YSC administrator when assigning roommates for CWSF participants through the Roommate Manager interface — a function that only applies to the Canada-Wide Science Fair (CWSF).

This template cannot be triggered for regional fair activities, and it should not be used for judge notifications or any other regional fair communication.

Questions?

If you have questions about setting up email templates in the YSC Portal, please submit a support ticket through this Help Centre.