Overview

ProjectBoard is a digital platform that enables students to showcase their STEM projects online through multimedia presentations. Youth Science Canada has partnered with ProjectBoard to provide seamless integration with the YSC Portal, allowing regional fairs to offer virtual project showcases alongside in-person events. This article explains how to configure ProjectBoard integration, how students interact with it, and how to manage ProjectBoard projects as a regional coordinator.

Benefits of Using ProjectBoard

Integrating ProjectBoard with your regional STEM fair offers several advantages:

• Virtual Showcase: Creates an online exhibition of all projects at your fair
• Multimedia Presentation: Students can include videos, images, data, and detailed explanations
• Accessibility: Allows remote viewing of projects by judges, the public, and other participants
• CWSF Preparation: Familiarizes students with the platform required for Canada-Wide Science Fair
• Project Archive: Creates a lasting digital record of your regional fair projects
• Expanded Audience: Enables sharing of projects with family, friends, and the broader community

Configuring ProjectBoard for Your Regional Fair

Step 1: Enable ProjectBoard in Your Event Settings

1. Go to Assets in the left sidebar

2. Select Events Manager

3. Find your current event and click the pencil (edit) icon

4. Scroll down to the settings section

5. Under ProjectBoard, choose one of three options:

   • Not Used: ProjectBoard will not be part of your fair (not recommended)
   • Optional: Students can choose whether to create a ProjectBoard project
   • Required: All students must create a ProjectBoard project to participate

6. Click Update Event to save your changes

Step 2: Set ProjectBoard Lock/Unlock Dates

While still in the event settings:

1. Set the ProjectBoard Lock Date - This is when projects will be locked for review and judging

   • Typically 3-7 days before judging begins
   • Gives you time to review projects for safety and ethics
   • Once locked, students cannot make changes to their projects

2. Set the ProjectBoard Unlock Date - This is when students regain editing access

   • Usually set to the day after your fair concludes
   • Allows finalists selected for CWSF to continue refining their projects

3. Click Update Event to save these dates

How Students Register with ProjectBoard

When students register for your fair, their ProjectBoard experience will depend on how you've configured your event:

If ProjectBoard is Optional:

1. Students complete the standard registration sections
2. On the ProjectBoard tab, they choose whether to create a project
3. If they select "Yes," they're seamlessly directed to ProjectBoard to create their project
4. No additional login is required - the YSC Portal handles authentication

If ProjectBoard is Required:

1. Students complete the standard registration sections
2. The ProjectBoard tab is mandatory for completing registration
3. They must create a ProjectBoard project to proceed
4. Their registration cannot be submitted until the ProjectBoard project is created

Student Project Creation on ProjectBoard

When students create their ProjectBoard projects through the YSC Portal:

1. They enter a project title and description
2. They upload a cover image
3. They're presented with the standard YSC template with sections for:
   • Project Data/Video
   • Purpose
   • Hypothesis/Engineering Goal
   • Background Research
   • Experimental Procedure/Design Process
   • Results and Observations
   • Conclusions/Reflections
   • Next Steps
   • Bibliography/References
   • Thanks and Acknowledgments

Students can add text, images, videos, and links to each section as appropriate.

Reviewing ProjectBoard Projects

As a regional coordinator, you can access and review students' ProjectBoard projects:

1. Go to Assets → Projects
2. Find the project you want to review
3. Click on the project title - this is a direct link to the ProjectBoard project
4. Review the project content in each section
5. If the project has already been submitted, you can conduct your safety and ethics review directly on ProjectBoard

What to Look For in ProjectBoard Reviews:

• Completeness: Check that all required sections have content
• Safety and Ethics: Review methodology, images, and results for compliance with guidelines
• Media Appropriateness: Ensure all images and videos are appropriate
• Attribution: Check that proper credits are given for external sources
• Confidentiality: Verify no inappropriate personal information is shared

Managing ProjectBoard Status

ProjectBoard projects have their own lifecycle related to the lock/unlock dates you set:

Before Lock Date:

• Students can freely edit their projects
• Regional coordinators can view projects but should be aware they may change

After Lock Date:

• Projects are automatically locked for editing
• Students can still view but not modify their projects
• This is the ideal time to conduct final reviews and create judging schedules

After Unlock Date:

• Projects are automatically unlocked
• Students can resume editing their projects
• This is particularly important for projects advancing to the CWSF

Helping Students with ProjectBoard Issues

Common issues students may encounter with ProjectBoard integration include:

Project Not Appearing in Registration

If a student created a ProjectBoard project but it's not linked to their registration:

1. Ask the student to log in to their YSC Portal account
2. Navigate to the ProjectBoard tab in their registration
3. Have them check if their project is listed in the dropdown
4. If not, they may have set the project to "Private" in ProjectBoard
5. Instruct them to change their project visibility to "Public" in ProjectBoard settings

Editing After Lock Date

If a student needs to make critical changes after the lock date:

1. You cannot selectively unlock individual projects
2. For urgent corrections, contact Youth Science Canada at support@youthscience.ca
3. For non-urgent updates, ask students to note changes they want to make after the unlock date

Image or Video Upload Problems

If students have trouble uploading media:

1. Recommend reducing file sizes (under 5MB for images, under 100MB for videos)
2. Suggest using standard formats (JPG/PNG for images, MP4 for videos)
3. Advise using external hosting (like YouTube) for very large videos, then embedding them

ProjectBoard for Judges

Judges can access ProjectBoard projects through the judging process:

1. When judges log in to review their assigned projects, they'll see project links
2. These links take them directly to the ProjectBoard projects
3. Judges can review all sections, images, and videos
4. Consider providing judges with guidance on how to navigate ProjectBoard projects effectively

ProjectBoard for Public Viewing

One of the advantages of ProjectBoard is the ability to share projects with a wider audience:

1. During or after your fair, you can make projects available for public viewing
2. Share the ProjectBoard showcase link on your regional fair website
3. Visitors can browse all projects without needing to log in
4. Projects remain accessible long after the fair concludes

Best Practices for ProjectBoard Integration

• Early Communication: Inform students about ProjectBoard requirements well before registration
• Clear Instructions: Provide step-by-step guides for creating effective ProjectBoard projects
• Example Projects: Share links to exemplary projects from previous years
• Technical Support: Designate someone to assist with ProjectBoard technical issues
• Timeline Management: Set reasonable lock dates that give students adequate time to complete their projects
• Judge Training: Ensure judges know how to effectively review ProjectBoard projects

Transitioning from In-Person Only to Hybrid Showcases

If your fair is transitioning from traditional display boards to incorporating ProjectBoard:

1. Consider making ProjectBoard "Optional" for the first year
2. Provide workshops or tutorials for students and teachers
3. Emphasize the benefits, particularly for students aspiring to advance to CWSF
4. Gradually transition to making ProjectBoard "Required" in subsequent years

Troubleshooting Common Issues

ProjectBoard Not Loading

If the ProjectBoard interface doesn't load properly:

1. Try using a different web browser (Chrome or Firefox recommended)
2. Clear browser cache and cookies
3. Ensure the student has a stable internet connection

Missing Projects

If projects are missing from your review list:

1. Check if the projects are still in "Draft" status in ProjectBoard
2. Verify the project's privacy settings are set to "Public"
3. Confirm the student has fully completed their registration

If you encounter more complex issues with ProjectBoard integration, contact Youth Science Canada by submitting a support ticket.