Overview

The COVID-19 pandemic accelerated the adoption of virtual and hybrid fair formats, and many regional fairs have continued to incorporate these elements due to their accessibility benefits. The YSC Portal can be effectively configured to support fully virtual or hybrid regional STEM fairs. This article explains how to adapt the portal's features for these formats and provides best practices for successful implementation.

Planning Your Virtual or Hybrid Fair

Before configuring the portal, decide on your fair format:

• Fully Virtual: All activities (project submission, judging, ceremonies) take place online
• Hybrid Model: Combines in-person and virtual elements, such as:
  • Virtual project submission with in-person judging
  • In-person project setup with virtual judging
  • Multiple options for participation based on student/judge preference

Configuring the YSC Portal for Virtual Fairs

Basic Event Setup

1. Create your event as normal:

   • Navigate to Assets > Events
   • Create a new event or duplicate a previous one
   • Set the appropriate dates for registration and judging

2. Update your event description to clearly indicate the virtual/hybrid nature:

   • Specify which components will be virtual
   • Include information about platforms that will be used
   • Note any technical requirements for participants

ProjectBoard Integration

ProjectBoard becomes essential for virtual fairs:

1. Set ProjectBoard to "Required" in your event settings:

   • Edit your event
   • Under settings, set ProjectBoard to "Required"
   • Save changes

2. Emphasize complete ProjectBoard submissions:

   • Create detailed ProjectBoard guidelines for students
   • Encourage multimedia elements (videos, interactive displays)
   • Specify requirements for virtual presentations

Creating Custom Surveys for Virtual Participation

Use the survey feature to gather virtual-specific information:

1. Create a new survey for students:

   • Go to Surveys in your fair menu
   • Click "Create Survey"
   • Target it to students/regional fair participants

2. Add questions relevant to virtual participation:

   • Technology access (devices, internet reliability)
   • Time zone information
   • Preferred video conferencing platforms
   • Availability for synchronous judging sessions

3. Create a similar survey for judges to assess their:

   • Technology capabilities
   • Virtual judging preferences
   • Time zone and availability

Managing Virtual Project Submission

Project Safety and Ethics Review

For virtual projects:

1. Set an earlier project lock date to allow sufficient time for review
2. Create clear guidelines for safety documentation in ProjectBoard
3. Establish a virtual review process:
   • Assign committee members to review specific projects
   • Use the safety/ethics status feature to track progress
   • Schedule video calls for projects requiring additional clarification

Supporting Students with ProjectBoard

Provide extra support for virtual submission:

1. Create detailed guides with screenshots
2. Offer virtual help sessions for ProjectBoard questions
3. Share examples of well-constructed virtual projects
4. Provide tips for effective virtual presentation

Virtual Judging Management

Setting Up Judging Time Slots

Configure time slots to accommodate virtual judging:

1. Consider extending time slots beyond the typical 30 minutes:

   • Allow time for technology connections
   • Include buffer time between sessions
   • Account for possible technical issues

2. If spanning multiple time zones:

   • Create separate judging days for different regions
   • Use the notes field to indicate time zone information
   • Consider creating separate project groups based on time zones

Project Groups for Virtual Judging

Organize virtual project groups strategically:

1. Create smaller project groups (2-4 projects per group)
2. Group projects by time zone where relevant
3. Consider technical requirements when grouping projects

Judge Assignment for Virtual Judging

When assigning judges for virtual fairs:

1. Match judges and projects in similar time zones when possible
2. Assign technical-savvy judges as team leaders
3. Consider creating backup judge assignments for technical contingencies

Creating Virtual Judging Schedules

Adapt schedules for virtual implementation:

1. Include video conference links in the exported schedule
2. Add technical support contact information
3. Provide more detailed instructions for virtual connections
4. Consider creating a digital "judging room" for each project group

Facilitating Virtual Judging

Video Conferencing Integration

While the YSC Portal doesn't directly integrate with video conferencing tools:

1. Export schedules and use them to create video meeting invites

2. Consider platforms like:

   • Zoom (breakout rooms for deliberation)
   • Microsoft Teams (integrated scheduling)
   • Google Meet (easy access through links)

3. Create a structured process for judges to:

   • Review ProjectBoard submissions before live sessions
   • Conduct virtual interviews with students
   • Meet virtually for deliberation and consensus scoring

Managing Technical Challenges

Prepare for technical issues:

1. Create a technical support team accessible during judging
2. Establish backup communication channels
3. Develop protocols for interrupted sessions
4. Provide judges with guidelines for technical problems

Recording Results for Virtual Fairs

The process for recording results remains the same:

1. Judges submit scores through their normal process
2. Enter scores in the Judging Results section
3. Export results for analysis and award determination

Virtual Award Ceremonies

While not directly handled in the portal:

1. Use the Awards and Results data to prepare your ceremony
2. Export award assignments for your virtual ceremony planning
3. Consider pre-recording winner announcements or creating a hybrid ceremony

Hybrid Fair Considerations

For fairs combining in-person and virtual elements:

1. Use custom surveys to determine participation mode
2. Create separate project groups for in-person and virtual projects
3. Consider dedicated judging days for each mode
4. Ensure equitable evaluation regardless of participation mode

Best Practices for Virtual and Hybrid Fairs

Communication Strategies

1. Over-communicate all details and expectations
2. Create comprehensive guides for each participant type
3. Host orientation sessions for both students and judges
4. Provide technical rehearsal opportunities
5. Establish clear communication channels for fair day

Technical Preparation

1. Test all platforms and tools before the fair
2. Create technology requirement checklists for participants
3. Establish a technical support system
4. Have backup plans for all critical systems
5. Record important sessions when possible

Ensuring Fair Evaluation

1. Train judges on virtual evaluation techniques
2. Create consistent rubrics that work for both formats
3. Consider how demonstration-heavy projects can be evaluated virtually
4. Provide equal judging time regardless of format
5. Include both synchronous (live) and asynchronous (pre-recorded) evaluation components

Learning from Experience

After your virtual or hybrid fair:

1. Survey participants about their experience
2. Document successful practices and challenges
3. Save virtual resources for future use
4. Include virtual elements that enhanced accessibility in future fairs
5. Share your learnings with other regional fairs

Conclusion

The YSC Portal provides a flexible foundation for managing virtual and hybrid regional STEM fairs. While some additional external tools may be needed for video conferencing and collaboration, the core registration, project management, and judging features adapt well to the virtual environment. By thoughtfully configuring the portal and supplementing with appropriate communication strategies, you can create an engaging and effective virtual or hybrid fair experience.