CWSF Affiliation and Allocation

Category: 
3. Programs
Policy Number: 
3.1.1.1
Policy Section: 
Regional Science Fairs
Approved by: 
NSFC
Date Approved: 
Mon, Feb 6, 2006
Date Effective: 
Immediately
Date Last Amended: 
Sat, Oct 2, 2010
Date of Next Review: 
Wed, Oct 2, 2013
Contact: 
Executive Director

1 Affiliation

1.1 Introduction

  1. A Region becomes a Youth Science Canada Member Affiliate on the receipt by Youth Science Canada of a signed affiliation agreement and the prescribed annual affiliation fee.
  2. Affiliation must be completed no later the date set each year by Youth Science Canada (usually mid December).

1.2 Youth Science Canada agrees to:

  1. Grant the Regional Science Fair status as an Affiliate Member of Youth Science Canada. As an Affiliate Member, the Region is entitled to identify one individual to vote on behalf of the Region as a member of Youth Science Canada.
  2. Grant the Regional Science organization access to participate in the CWSF, represented by a number of youth and adult participants as specified in the allocation formula. This access is exclusive for the geographical area or identified population served by the regional organization.
  3. Administer the Youth Science Canada National Science Fair Awards Program, including:
    1. CWSF division, special, and grand awards;
    2. Distinguished Service Awards.
  4. Operate the Youth Science Canada Equalized Travel Plan.
  5. Provide national administration and promotion for the CWSF, Team Canada and other Youth Science Canada programs.
  6. Support the CWSF Host Team in organizing the CWSF.
  7. Offer regions an extension of its liability insurance policy.
  8. Support the work of its standing committees, including but not limited to the National Science Fair Committee and the National Judging Committee.
  9. Develop and maintain the online infrastructure required to support the CWSF and other Youth Science Canada programs.
  10. Administer the operation of Team Canada and other international programs.
  11. Develop programs that support its vision and mission.

1.3 The Affiliating Region agrees to:

  1. Hold its Regional Science Fair in time to permit the complete registration of all Canada-Wide Science Fair finalists in the Youth Science Canada Online Registration System by midnight, April 30.
  2. Regions shall confirm CWSF participant names in the online registration system within 7 days of the end of their regional fair, or April 30, whichever is earlier.
  3. State its affiliation with Youth Science Canada in its public print material and on its web site, consistent with Youth Science Canada graphic standards (available as PDF files).
  4. Provide Youth Science Canada with annual data on the regional science fair.
  5. Participate in regular communication with Youth Science Canada and its committees.
  6. Follow and distribute to local schools the policy, rules and regulations as defined in the Policy Directory at www.youthscience.ca and supporting documents, particularly with respect to ethical conduct, safety, animal care and ethical research in projects exhibited at the Regional fair and those selected to represent the Region at the Canada-Wide Science Fair.
  7. Participate in the Youth Science Canada Equalized Travel Plan for all travel to the Canada-Wide Science Fair.
  8. Carry liability insurance naming Youth Science Canada as co-insured. 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. For a fee of $300.00, Regional Science Fairs can purchase an extension of the Youth Science Canada central policy. This policy provides double the minimum required and extends to cover the Region’s committee and other volunteers.
  9. Provide for adequate adult supervision of the region’s finalists at the Canada-Wide Science Fair as specified by the allocation formula
  10. Obtain evidence of a current criminal record check for each adult CWSF participant,
  11. Provide Youth Science Canada with an accurate description of the boundaries and/or listing of schools served in the geographic or cultural area, and an independently verified count of grade 7-12 students in the region.

1.4 Affiliation entitles a Region to:

  1. Identify itself as a Member Affiliate of Youth Science Canada.
  2. Name one individual to have membership in Youth Science Canada, including one vote at the Annual General Meeting and the right to be elected to the Youth Science Canada Board of Directors.
  3. Send finalists, a delegate and alternate delegates to participate in the Canada-Wide Science Fair, subject to limits prescribed in the allocation formula and the annual affiliation agreement.
  4. Receive financial benefit from the Youth Science Canada Regional Support Program.
  5. Purchase an extension of the Youth Science Canada commercial liability insurance policy.
  6. Nominate volunteers for the Youth Science Canada Distinguished Service Award.

2 Procedures

2.1 Each region is encouraged to incorporate and have a constitution with a set of By-Laws that outlines the elections and organizational procedures. Sample constitutions of Regional Science Fairs are available from Youth Science Canada.

2.2 Each region is encouraged to have operational guidelines that outline how the committee is chosen, which groups are represented and how fiscal responsibility is assigned.

2.3 Youth Science Canada encourages Regional Science Fairs to have an Ethics Committee as outlined in 3.1.1.3 Regional Science Fair Ethics Committees.

2.4 Dispute Resolution

  1. A region having a dispute with Youth Science Canada and/or a CWSF Host Team that does not involve a violation of ethical conduct and does not occur at the CWSF, may appeal its case to the National Science Fair Committee Zone Representative. The Zone Representative will then consult the Chairperson of the NSFC and a decision will be made on how to proceed. If the dispute is with the Zone Representative, the region can address its concerns to the NSFC Chairperson or/and the Executive Director of Youth Science Canada.
  2. Disputes at the CWSF will be dealt with according to Youth Science Canada policy 1.5.4 Dispute Resolution at the CWSF.
  3. Disputes that involve a violation of ethical conduct will be subject to the procedures described in Youth Science Canada policy 1.5 Ethical Conduct and 1.5.2 Discipline Policy.

3 Allotments

3.1 Finalists

  1. CWSF Finalist Allotment
    1. The maximum number of finalists permitted from a RSF at the CWSF is determined by a formula approved by Youth Science Canada. This formula is based on the size of the school student population in the region (Grade 7 to 12 or equivalent including public, private, separate and home schools). Smaller regions (1000 to 3499) eligible students are allocated 3 CWSF finalists. One CWSF finalist is added for every additional 8600 eligible students or any part thereof.
  2. Regional Participation Formula
    1. The following table provides the number of eligible finalists per region, based on the regional participation formula described above.
      Eligible Student Population(Grade 7-12 or equivalent) Maximum Numberof Finalists
      under 1000 0
      1,000 3
      3,500 4
      12,100 5
      20,700 6
      29,300 7
      37,900 8
      46,500 9
      55,100 10
      63,700 11
      72,300 12
      80,900 13
      89,500 14
      98,100 15
      106,700 16
      115,300 17
      123,900 18
      132,500 19
      141,100 20
      149,700 21
      158,300 22
      166,900 23
      175,500 24
      184,100 25
      192,700 26
      201,300 27
      209,900 28
      - -
      493,700 61
      502,300 62
  3. Conseil de développement du loisir scientifique
    1. 52BAn annual agreement between Youth Science Canada and the Conseil de développement du loisir scientifique permits regions in Quebec that participate in Super expo-sciences Bell to pool their eligible finalists and to send a specified number to CWSF.

3.2 Delegates

  1. Number of Delegates
    1. Based on the number of CWSF finalists sent to the CWSF, a region must send the appropriate number of delegates, based on the table below.
      Number of Finalists Minimum Number of Delegates Maximum Number of Delegates
      1 1 1
      2 1 2
      3 1 2
      4 1 2
      5 1 2
      6 2 2
      7 2 2
      8 2 2
      9 2 2
      10 2 3
      11 2 3
      12 2 3
      13 2 3
      14 2 3
      15 2 3
      16 2 4
      17 3 4
      18 3 4
      19 3 4
      20 3 4
      21 3 4
      22 3 5
      23 3 5
      24 3 5
      25 4 5
      26 4 5
      27 4 5
      28 4 5
      29 4 5
      30 4 5
      31 4 6
      32 4 6
      33 5 6
      34 5 6
      35 5 6
      36 5 6
      37 5 7
      38 5 7
      39 5 7
      40 5 7

3.3 Guests

  1. Guests at the CWSF are guests of either the Host Team or Youth Science Canada. These individuals are permitted to attend the fair for a specific purpose related to the business of the fair.
  2. Regional Fairs are not permitted to bring guests to the CWSF, except when required for medical or cultural reasons of a Finalist. Regions who feel they must bring a guest for one of these reasons must apply to Youth Science Canada for permission to register a guest. This application must occur by the CWSF registration deadline. If approved, the Guest will be in addition to the allotment of Delegates based on the number of CWSF Finalists attending the CWSF. Approved guests will be required to register as a full participant at the CWSF, and are required to participate in the Travel Plan.