YSC Portal for Regional STEM Fair Organizers FAQs

YSC Portal for Regional STEM Fair Organizers FAQs

Overview

This comprehensive FAQ addresses common questions regional STEM fair organizers have about using the YSC Portal. Whether you're new to the platform or an experienced coordinator looking for specific information, these frequently asked questions and answers will help you navigate the portal effectively.

General Portal Questions

What is the YSC Portal?

The YSC Portal is an online platform developed by Youth Science Canada to help regional STEM fair organizers manage all aspects of their fairs, including registration, project management, judging, and reporting.

Do we have to use the YSC Portal for our regional fair?

No, using the YSC Portal for regional fair management is optional. However, it is highly recommended as it streamlines many aspects of fair administration and provides a direct path for projects advancing to the Canada-Wide Science Fair.

Can I create an event on the YSC Portal to try it out, but then choose to keep our own registration system?

Yes, however, once you've started registering students/judges etc. it will be much more difficult to reset the regional information for this year. If you'd like a more in-depth demo of the YSC Portal, feel free to reach out to Reni Barlow at reni.barlow@youthscience.ca.

How much does it cost to use the YSC Portal?

The YSC Portal is provided at no additional cost to affiliated regional fairs. It is included as part of your regional fair affiliation with Youth Science Canada.

Can we customize the Portal for our specific regional needs?

Yes, the Portal offers several customization options including:

  • Creating custom surveys for participants and judges
  • Setting up your own project categories and challenges
  • Configuring awards and sponsors specific to your fair
  • Determining which features you want to use (ProjectBoard, awards module, etc.)

Who has access to our regional fair data in the Portal?

Access is restricted to your designated regional coordinators and YSC administrators. Students and judges only have access to their own registration information.

Setup and Configuration

When should we set up our regional fair in the Portal?

Set up your fair as soon as your region completes the affiliation process for the current year. This gives you time to configure all settings before opening registration.

How do we duplicate last year's fair settings?

  1. Go to Assets > Events
  2. Find your previous year's event
  3. Click "Choose an option" and select "Duplicate Event"
  4. Select which elements to duplicate (categories, challenges, surveys, etc.)
  5. Click "Duplicate Event"

Can we change settings after registration opens?

Yes, most settings can be adjusted after registration opens. However, be careful with changes that might affect existing registrations, such as modifying grade categories or challenge areas.

What's the difference between categories and challenges?

Categories typically refer to grade-based groupings (Junior, Intermediate, Senior), while challenges refer to the scientific disciplines or areas of focus (Life Sciences, Physical Sciences, etc.).

Registration Management

Regional coordinators should distribute the student registration link found in their event details. This link can be shared on your website, in emails to schools, and in promotional materials.

The judge registration link is separate from the student link and can also be found in your event details. Share this link directly with potential judges.

Can we extend registration deadlines?

Yes. To extend deadlines:

  1. Go to Assets > Events
  2. Edit your event
  3. Modify the registration end dates
  4. Click "Update Event"

What if a school is missing from the database?

If a school doesn't appear in the search:

  1. Ask students to try alternative spellings or the official school name
  2. If still not found, email YSC with the school's full name, address, city, province, and postal code
  3. YSC will add the school, typically within one business day

Can students edit their registration after submission?

Yes, students can log in to the Portal and update most of their information until their project is accepted into your regional fair.

ProjectBoard Integration

Is ProjectBoard required for our regional fair?

No, you can set ProjectBoard as:

  • Required (all projects must use it)
  • Optional (students can choose whether to use it)
  • Not used (ProjectBoard integration disabled)

Why would we use ProjectBoard for our fair?

ProjectBoard provides a standardized format for project submissions, making it easier for judges to review projects consistently. It's also required for projects advancing to CWSF, so using it regionally helps prepare students.

What if students are having trouble with ProjectBoard?

Common solutions include:

  • Ensuring projects are set to "Public" mode
  • Refreshing the registration page after creating a ProjectBoard project
  • Using the ProjectBoard link within their registration (not creating a separate account)

Can judges access ProjectBoard projects before the fair?

Yes, once projects are added to your regional fair, judges can click on project titles in the Portal to view the associated ProjectBoard projects, assuming you've assigned them to these projects.

Judging Management

How many judges should we assign per project?

Typically, 2-3 judges per project provides a balanced evaluation. The Portal allows you to specify team sizes when assigning judges.

Can we manually adjust judge assignments?

Yes, after automatic assignment, you can:

  • Move judges between project groups
  • Lock specific judges to prevent reassignment
  • Designate team leaders
  • Make manual adjustments to the judging schedule

What if a judge cancels at the last minute?

You can:

  1. Remove them from the "Approved" judges list
  2. Reassign their projects to other judges
  3. Regenerate judging schedules or make manual adjustments
  4. If you have standby judges, approve one to take their place

How do we handle bilingual judging?

The Portal can create bilingual project groups and identify judges with language capabilities. When assigning judges, the system will match bilingual judges to bilingual project groups.

Results and Reporting

Can we export participant data for name tags or programs?

Yes, you can export:

  1. Go to Projects in your fair menu
  2. Select the projects you want to include
  3. Choose "Export Projects" from the dropdown
  4. Select your export options
  5. Download the Excel file

How do we record judging scores?

  1. Navigate to Judging Results in your fair menu
  2. Create blank results if needed
  3. Enter scores for each criterion for each project
  4. The system will automatically calculate consensus scores based on your settings

Can we generate custom reports?

While the Portal doesn't have a custom report builder, you can:

  1. Export the data you need (projects, judges, results, etc.)
  2. Use Excel to filter, sort, and analyze the data
  3. Create pivot tables or charts for statistical analysis
  4. Save your Excel templates for future use

How do we select projects for CWSF?

  1. Review your judging results to identify top projects
  2. Go to Projects in your fair menu
  3. Select the projects to advance
  4. Choose "Advance to CWSF" from the dropdown
  5. Confirm your selection

Troubleshooting

What if students can't find their ProjectBoard projects?

Ensure their projects are set to "Public" mode in ProjectBoard. Private projects are not visible to the Portal.

What if the Portal seems slow or unresponsive?

Try:

  • Refreshing the page
  • Clearing browser cache and cookies
  • Using a different browser
  • Checking your internet connection
  • Performing operations during off-peak hours

What if we need to make changes after schedules are generated?

You can either:

  • Regenerate the entire schedule (which deletes the current one)
  • Export the schedule, make manual changes in Excel, and use that as your working document

Who do we contact for technical support?

For technical issues:

  1. Check the YSC Help Centre for guidance
  2. Contact YSC support through the Support Center in the Portal
  3. Email YSC with specific questions at support@youthscience.ca 
  4. For urgent fair-day issues, use the emergency contact provided to regional coordinators

Best Practices

  • 3-4 months before: Complete affiliation and set up event
  • 2-3 months before: Open registration
  • 1 month before: Close registration and review projects
  • 2-3 weeks before: Assign judges and create project groups
  • 1 week before: Generate judging schedules
  • Post-fair: Record results and select CWSF projects

How can we simplify registration for participants?

  • Create clear, step-by-step instructions with screenshots
  • Host information sessions for teachers and students
  • Provide a FAQ document addressing common questions
  • Set up a help desk email or phone line
  • Send reminder emails before deadlines

What's the most efficient way to manage judging?

  • Balance judge expertise across project groups
  • Create realistic time slots (typically 30 minutes per project)
  • Include buffer time between judging sessions
  • Generate schedules at least a week before the fair
  • Provide judges with their schedules in advance

How do we prepare for next year's fair?

  • Document your processes and learnings
  • Export and save key data for reference
  • Use the event duplication feature to carry over settings
  • Collect feedback from participants and judges
  • Review your timeline and make adjustments for next year

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