Quick Start Guide

Travel Info to be Completed Within One Week of Your Fair

Regional Coordinators are required to complete the CWSF Travel Info section of the online registration system within one week of the close of their regional fair. This involves clicking a button to confirm the number and names of the finalists and adults travelling to the CWSF, which is critical for processing air and rail tickets.

Ethics Committee Contact

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 be identified in the Regional Fair Contacts area of the online registration system. Science fair ethics information is available at ethics.youthscience.ca

Fair Info

The information entered by Regional Coordinators (dates, times, locations, award ceremony and public viewing info, etc.) automatically appears in the online Find Your Fair application and is used by Youth Science Canada, sponsors, media and others. Please ensure that your regional fair information is correct and up-to-date for 2012 as soon as possible.

Fair Stats: Now Required for Affiliation

Participation information from each regional fair is vital for Youth Science Canada and provincial organizations for planning and reporting to sponsors. Your region’s 2011 fair stats are required to complete the affiliation process. If these data are incomplete on December 31, your region will not be affiliated and will not appear under Find Your Fair.

You have until midnight December 31 to enter the stats for your 2011 regional fair. On January 1, this page will automatically switch to capturing data for your 2012 fair.

You still need to send two payments to Youth Science Canada – one by December 5 (with the signed Affiliation Agreement and the second by April 1st).

Science Fair In A Box

Again this year, you can choose to have Science Fair in a Box (SFIAB) hosted for your region by Lightbox Technologies for $125 per year – a $25 discount. SFIAB includes a full content management module that also enables you to set up and manage a web site for your region, directly within SFIAB. For an additional $25 per year, (a total of $150) you can add hosted email accounts and enable your region’s SFIAB web site to redirect from a unique domain name (e.g., ourregionalfair.ca) that you have registered.

For more details, SFIAB.

CWSF Award Results & Photos

You have access to your region’s CWSF 2011 award results as well as CWSF project and award photos from 2005 to 2011. The award 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.

Communication Tools

In addition to being able to email your current CWSF participants (after they’re registered) you can also email your region’s Alumni (2005-2011) and current Team Canada-ISEF applicants – or any combination of these, as groups or individuals. This makes it very easy to do broadcast emails or just stay in touch.

Two Cheques Cover Everything

Each region is required to prepare two cheques to Youth Science Canada, one to be received by Saturday, December 3, 2011 and the other by Friday, March 30, 2012. These cheques cover everything – affiliation, insurance, SFIAB and web hosting, the Youth Science Canada Equalized Travel Plan, and CWSF registration. Please ensure that your region’s cheques arrive, and that affiliation information is entered, on time. Please also note that the $100 travel deposits are non-refundable after December 3, 2011.

Youth Science Canada Address Change

Please note that the PO Box address for Youth Science Canada is no longer active. All mail and courier items should be sent to the office’s street address:

1550 Kingston Road, Suite 213
Pickering ON
L1V 1C3.

Interested in Hosting a CWSF?

Youth Science Canada has a new multi-stage CWSF site selection process, which includes an application form, consultation and feedback during the development of a preliminary proposal as well as planning and budget templates. The process ensures that key elements are in place and consistent with Youth Science Canada requirements before a potential host team is invited to submit a full proposal. If your region is interested in serving as a CWSF host team, please contact CWSF Coordinator Liette Philippe ASAP to begin the process. We are currently accepting applications for 2015 and beyond.

CWSF 2012 Online Registration

Be sure to plan for your CWSF finalists and adult participants to complete the online registration process, particularly if online access is limited in your community or if you want to monitor the process closely. Many regions gather their participants in a computer lab, either immediately following the close of their fair or a few days later, depending on the distances involved. This allows the delegate, alternates and other adults to answer questions as the finalists enter their information.

CWSF Registration Deadline - Midnight, April 30, 2012

The CWSF registration deadline is midnight at the end of April 30, 2012 in your time zone. At that time, the online registration system will become read-only for regional participants; no additional data will be accepted. This ensures that the Host Committee has enough time to complete the preparations necessary to welcome and judge Canada’s top young scientists. Please be sure to incorporate the April 30 deadline into your regional fair schedule. There are no extensions.

application/pdf iconsfiab-brochure.pdf