Online Affiliation 2012

If you do not remember your password, click on “I forgot my password” and follow the instructions. A new password will be emailed to you within minutes. If the email does not arrive promptly, please check your spam or junk mail folders - email clients may filter these emails.

Information from your region’s 2011 affiliation is already entered to save you time; however, be sure to check all entries to ensure that they are current and accurate. You can log in at any time during the year to change this information and keep Youth Science Canada up to date.

Most information in the “General Fair Information” section is maintained by Youth Science Canada. If these data are incorrect, please contact the Youth Science Canada office. Requests to increase allocations must be supported by verifiable student population data; this may include provincial or school board data posted on the web.

If your region has a web site, please enter the URL (without http://) in the space provided. Please check your region’s entry in the Fair Locatorto ensure that the data are appearing correctly and that the link to your web site works properly.

The “Main Fair Location” section requires you to enter the location and address of your fair’s main exhibit hall. “Location” is the name of the school, university, college or other facility. “Address” is the actual postal address, which is required for Youth Science Canada insurance purposes. If your fair has more than one location (or fair), use the “Add/View/Edit/Delete more fair locations” link.

The “Fair Schedule (Dates & Times)” section requires you to enter the start and end dates of your fair (which may be the same) as well as public viewing and awards ceremony dates and times. If your fair has more than one viewing time or ceremony, use the “Add more...” links to create as many additional entries as you require.

Be sure to click the Save Changes button at the bottom of the page to record the updated information.

The Affiliation Agreement with Youth Science Canada requires your Region to carry liability insurance naming Youth Science Canada as co-insured. This insurance covers your regional organization during your regional fair. It is not for participation in the CWSF, which is covered separately under Youth Science Canada’s policy. This insurance must cover commercial general liability, bodily injury liability, and property liability to a limit of $5,000,000 per occurrence with an aggregate limit of $5,000,000 each policy year. Affiliating Regions have two ways to comply with this requirement:

1. Purchase an extension of the Youth Science Canada central policy for $300. A Certificate of Insurance will be issued to the Region and made available for download as a PDF from the online system. The Youth Science Canada policy provides double the minimum required insurance and extends to cover the Region’s committee and other volunteers as follows:

Most regions find that obtaining coverage under the Youth Science Canada policy saves the time and hassle of obtaining insurance or adding a co-insured to an existing policy and that it provides good insurance value.

2. If the Region elects to obtain its own insurance, a Certificate of Insurance must be submitted to Youth Science Canada verifying that the minimum coverage is in place for the Region’s 2012 Fair(s) naming Youth Science Canada as co-insured. This option is only valid if the Certificate is received on or before January 31, 2012.

Note: If this option is selected, but no Certificate is received by January 31st, a Certificate of Insurance will be issued to the Region and a fee of $325 ($300 for Youth Science Canada insurance plus a $25 late processing fee) will be added to the total for Cheque 2, due March 31, 2012.

The “Main Fair Location” section under Fair Information requires you to enter as many locations as you require. Each location will be included in your Youth Science Canada insurance coverage if your region uses this option, so be sure to enter every location accurately and completely.

Regional Coordinator contact information can only be updated through the To-Do list at the left when you are logged in as the Regional Coordinator. All other contacts may be updated directly in the list. If you are no longer the Regional Coordinator for your region, please do not change your account’s information to the new person. Please send an email to Youth Science Canada (info@youthscience.ca) with the new Regional Coordinator’s name and email address. A new account will be created and an email will automatically be sent inviting him/her to log in.

All contacts on this list are important – the Secondary Contact gives Youth Science Canada someone to call if the Primary Contact becomes ill, moves, retires, etc.; the Media Contact is the person to whom Youth Science Canada will direct national or local media inquiries; and the Chief Judge may be contacted by the CWSF Chief Judge if there is a question about a project.

Regions are required to form an Ethics Committee of one to three people to become familiar with the ethical requirements of science fair projects, to promote compliance within the region and ensure compliance at the regional fair. The Ethics Committee contact must now be identified in the Regional Fair Contacts area of the online registration system.

Enter information about your 2011 regional fair, as numbers only. This information is used to compile aggregated reports on the impact of the National Science Fairs Program. The numbers you entered for previous years appear for reference. Note that you are asked to report male and female participation separately. If your region is using SFIAB, all this information can be entered automatically, but you are responsible for checking to ensure that the data transfer is completed successfully.

On January 1, this section automatically switches to accepting data for 2012 regional fairs. This means that you have until midnight December 31, 2011 to enter the stats for your 2011 regional fair. Your region’s 2011 fair stats are required to complete the affiliation process. If these data are incomplete on January 1, your region will not be affiliated and will not appear under Find Your Fair.

Select the number of finalists your region plans to send to the CWSF this year. The choices are limited by your region’s allocations, displayed in the “General Fair Information” section at the top of the page. Next, select the number of adults you plan to send. Note: You cannot select the number of adults until you have entered the number of finalists. The non-refundable travel deposit of $100 per participant will appear on your region’s first invoice.

For reference, the “CWSF Participation History” section lists your region’s past CWSF participation (and maximums) from 2001 onward.

SFIAB provides a complete online regional science fair registration, management and web site content management system linked directly to Youth Science Canada’s online registration system at a price that’s hard to beat. Indicate whether your region would like a Science Fair in a Box (SFIAB) account hosted by Lightbox Technologies ($125 per year) or SFIAB hosting plus email accounts and domain redirection ($150 per year).

Once you have entered your region’s CWSF Participation numbers, Youth Science Canada can generate the first invoice for your region. Please note that this does not happen automatically. Once an invoice has been generated, the Regional Coordinator will receive an email indicating that a new invoice is waiting. Clicking on the blue invoice name under “Description” will download the invoice as a PDF document.

You can also view your region’s opening balance, payments and current balance in this section. Any credits or unpaid balances from last year’s CWSF will be listed and will appear on your first invoice.

This area contains downloadable PDF documents for your region’s reference, including CWSF information documents, CWSF Participant Guide and the CWSF Judge’s Guide. Check here first for Youth Science Canada and CWSF related documents.

Online help for the page you are currently viewing is available in this section.

This section allows you to view official CWSF project and award photos in which finalists from your region appear. A year selector at the top allows you to select a specific year. Clicking on a photo or the blue caption gives you a larger version of the photo to view, more information about the photo and a link to download the high- resolution original (about 5MB), which is suitable for high quality printing.

CWSF 2012 project photos will be available here by Thursday of the CWSF and award photos by the following week. This makes it easy and quick for you to prepare media and promotional materials.

This area allows you to view the most recent CWSF award results for your region. Results are posted minutes after the close of the CWSF awards ceremony to help with local publicity and getting the good news out to schools, sponsors, families, etc. The results are available in 3 ways: a list that appears on-screen (for quick reference); a fully formatted PDF document with one page for each project (perfect for distributing to schools, school boards, sponsors, etc.); and an Excel (comma-separated values) file complete with personal contact information, which is perfect for regional admin tasks, like mail merges for labels or letters. Results from CWSF 2011 will remain until 5:00 pm on Thursday, May 17, 2012 when the CWSF 2012 results will be available.

Once you’ve completed the online affiliation, downloaded and printed your region’s first invoice, including the blank Affiliation Agreement, send the Agreement with Cheque 1 to arrive by December 3, 2011 to (mail and courier addresses):