CWSF Chief Judge

1 Background

1.1 The judging experience and process is central to a science fair. It shapes the students’ perception of the entire event, their further interest in project-based science, and the distribution of approximately one million dollars in awards and medals. Thus, the position of Chief Judge at the Canada-Wide Science Fair is a key appointment.

1.2 This document describes the qualifications of a typical Chief Judge, specifies the required extent of commitment to this role, outlines the advanced planning and preparation to be undertaken, and identifies the tasks to be accomplished.

2 Mission Statement for CWSF Chief Judge

2.1 The judging experience must be exemplary for both the finalists and the volunteer judges. It must be conducted in a professional manner and must be devoid of major crises. The judging operation must be well integrated with the rest of the fair and judging team members must interact positively with other members of the Host Organization and volunteer workers. The outcome of the judging operation depends substantially on the qualities, experience, commitment, and performance of the Chief Judge. The judging operation at a CWSF is a more complex operation than at a regional fair, both in the organization of the judging itself and in the connectivity to other parts of the overall fair. Creating the environment for a successful judging operation at a CWSF is demanding. It requires:

1. a strong commitment over an extended period of time
2. advanced planning and organizational skills
3. advanced leadership and interpersonal skills
4. very good problem solving skills
5. ability to work long hours at a high performance level
6. ability to see the big picture and pay attention to details
7. good “floor management” skills to be employed on site

3 Operational Policy

3.1 The judging standards for the Canada-Wide Science Fair are the responsibility of Youth Science Canada.

4 CWSF Chief Judge Appointment Process

4.1 The Host Organization, in consultation with the National Judge-in-Chief and the Deputy National Judge-in-Chief, will nominate candidates for the role of CWSF Chief Judge.

4.2 The nominations for the CWSF Chief Judge position will be reviewed by the National Judging Committee (NJC) who will make a recommendation. If the NJC deems that none of the nominees are suitable for the Chief Judge position, it will direct the National Judge-in-Chief to ask the Host Organization to identify one or more additional nominees.

4.3 The appointment of the CWSF Chief Judge(s) will subsequently be confirmed by the National Judging Committee.

4.4 The appointment process will take place following acceptance of the application andduring the period in which the site qualification evaluation takes place. A CWSF Chief Judge must be approved prior to signing of the Memorandum of Understanding (MOU).There may be exceptional circumstances under which the appointment process would take place after the signing of the MOU, but such a situation is expected to be a rare occurrence.

5 CWSF Chief Judge Qualifications

5.1 The qualifications of the CWSF Chief Judge will include many of the following attributes:

1. A PhD or equivalent.
2. An appointment as a faculty member at a local University or College.
3. Significant experience as a science fair judge at the school and regional levels, including a term as the Chief Judge at the Regional Science Fair.
4. Significant experience teaching and evaluating students in a formal setting.
5. A large and demonstrable set of contacts with potential judges in the local science community.
6. Demonstrable access to at least 50 bilingual judges.
7. A superior set of organizational skills, demonstrated by activities in both the professional and volunteer arenas that illustrate the ability to relate well to people, and to lead and inspire them.
8. Some knowledge of Youth Science Canada judging rules and processes.

6 CWSF Chief Judge Commitment

6.1 Attend and participate in the judging activities at each CWSF from the date of appointment to the successful conclusion of his/her CWSF. It is preferable to spend the full 7 days at each CWSF. If this is not possible, the minimum time requirement is from the time of the Judges Orientation to the end of the meeting of the CWSF Judging Advisory Panel (CJAP). While in attendance, the future Chief Judge is expected to serve as a judge (preferably as a team captain), to attend the judges’ orientation session(s), to attend the NJC debriefing meeting, and to assist the CWSF Chief Judge and his/her team to the greatest extent possible but not to the exclusion of the other commitments listed here.

6.2 Willingness to join and participate in the ongoing activities of the CWSF Judging Advisory Panel.

6.3 Willingness to acquire superior knowledge of Youth Science Canada judging rules and processes.

6.4 The ability and availability to devote many hours in the years and months leading up to the fair, and the ability to get full release time for the month prior to his/her CWSF.

6.5 An appreciation that the CWSF is far more complex than a Regional Science Fair.

7 CWSF Chief Judge Job Description

7.1 Recruit approximately 375 judges. At least 75 must be able to judge in both English and French.

7.2 Organize the judging of projects for the gold, silver and bronze medals.

7.3 Organize the judging of projects for the Interdisciplinary Awards.

7.4 Prepare and conduct orientation sessions for judges the evening prior to the day of judging, including specific additional training for captains/co-captains of judging teams. Train and develop the judging team:

1. Deputy CWSF Chief Judge.
2. An Interdisciplinary Awards Coordinator (may be the Deputy CWSF Chief Judge) and an Assistant Interdisciplinary Awards Coordinator.
3. Registrar of Judges: handles initial input of judges into online registration system; maintains email communications with potential and recruited judges; processes judge cancellations; coordinates overnight accommodations for out of town judges with the Host Organization accommodations chair; organizes on site judge registration; other relevant tasks.
4. Facilities Coordinator: space; judging supplies; gifts; Internet café for judges; parking, etc.
5. Computer Administrator – familiarity with Youth Science Canada CWSF software reporting package and any related software.
6. Hospitality Coordinator: food.
7. Communications Coordinator.
8. International Student Coordinator.

7.5 Work closely with the following:

1. The Finalist Support Team Coordinator, appointed by the NJC.
2. The Safety Officer, appointed by the NSFC.

7.6 Ensure development of the Judging Committee members via:

1. regular meetings
2. distribution of information
3. training sessions
4. arranging for participation as judges in prior CWSF as funding permits

7.7 Become totally familiar with the software used to run the judging process.

7.8 Sit on the Host Organization and maintain close links in all overlapping areas.

7.9 Become familiar with the training materials developed by the Youth Science Canada National Judging Committee.

7.10 Become familiar with all Ethics rules and procedures relating to safety, use of animals and human subjects, academic integrity, etc.

7.11 Prepare updated text for the Judges Information Manual, based on a template from previous years.

7.12 Organize the reading of the Project Reports, looking for

1. Safety violations.
2. Animal use violations.
3. Human participation violations.

7.13 Assemble the judging teams.

7.14 Organize and store all judging-related paperwork and reports for six months.

7.15 Return all the judging related paperwork to Youth Science Canada six months after the end of the CWSF.

7.16 Respond to any Requests for Information emanating from the judging process at the CWSF (5 is typical).

7.17 Write a final Judging Report for the benefit of future CWSF Judges in Chief.

8 Youth Science Canada will Provide

8.1 Four Category Coordinators (3 + a spare) who will be appointed by the NJC.

8.2 Staff who will arrive a few days before the CWSF and set up the Judging Office.

8.3 Software that is used to assign judges and Team Captains based on their expertise and previous experience.

8.4 Mentoring for the CWSF Chief Judge from the time of the initial appointment until the end of his/her CWSF.

ACRONYMS

CJAP – Canada-Wide Science Fair Judging Advisory Panel

CWSF – Canada-Wide Science Fair

NEC – National Ethics Committee

NJC – National Judging Committee

NSFC – National Science Fair Committee

YSC – Youth Science Canada