CWSF Responsibilities – Delegate/Alternate Delegate

1 Preparation for CWSF

1.1 Delegates should assist finalists in self-nominating for special awards (those who fail to self-nominate for special awards will not normally be considered).

1.2 Regional coordinators and/or delegates must ensure all necessary forms and fees are received by mid-April (exact date may vary).

1.3 Delegates should examine all projects before shipment to avoid the possibility of disqualification or major reconstruction. If there is doubt about a project, the Ethics, Safety and Animal Care Committee should be consulted. Projects rejected or disqualified will not be displayed at the CWSF.

1.4 Delegates should meet with parents and finalists to get to know each other and find out what the parents expect. All dates and deadlines should be communicated, and finalists should be told what to expect at the CWSF.

1.5 Delegates should ensure that finalists are ready and have projects completed and properly packaged. All luggage, projects or other packages must be properly identified with the project ID number.

1.6 Delegates should meet with their RSF committee to review the Delegates Meeting agenda. Delegates must be prepared to express their region’s opinions.

1.7 Any concerns about any particular item should be addressed by the regional coordinator to the region’s Zone Representative as soon as possible, then the zone representative will forward it to Youth Science Canada if necessary.

2 Supervision

2.1 Delegates are responsible for the well being of their finalists. By law, a teacher or supervisor’s responsibility toward the youth in his/her charge is that of a prudent parent. Finalists are away from home, possibly for the first time, so delegates should be diligent and exercise due care.

2.2 Delegates must control the activity and behaviour of their finalists and help to uphold all the rules and regulations of the CWSF. If problems arise, CWSF Committee members should be contacted for assistance. Students must be accompanied during tours.

3 Participation

3.1 Delegates and alternate delegates are expected to attend all science fair workshops, forums and meetings where formal and informal discussions will be held.

4 Regional Representation

4.1 RSF delegates meet annually at the CWSF to discuss science fair policy and make recommendations in the form of motions. In this way, RSFs contribute to the development of science fair policy in Canada. .

4.2 Each region may have one voting delegate and alternate(s), at the annual Delegates Meeting. In addition, each region must have at least one adult as a chaperon/delegate with the finalists. The delegate of one region may not represent another region at the Delegates Meeting. Regions shall certify their delegate when they complete the registration forms for the CWSF.

4.3 A delegate representing his/her regional fair is to represent the region’s opinions and vote at the delegates meetings. Only the regional delegate and alternate may represent a region and contribute to these discussions (see Delegates Meetings at the CWSF). Anyone may attend these meetings as an observer only (may not contribute to discussions). Only the region’s delegate has a vote at the Delegates Meeting.

5 Departing CWSF

5.1 Finalists must have their exhibits properly packed and labeled, ready for shipping.

5.2 Finalists must be accompanied home.

5.3 Delegates must report back to their Regional Science Fair committees. Delegates should pass on any new ideas or suggestions picked up regarding science fairs, and ways to improve their fairs.

6 Miscellaneous

6.1 No region may set up a hospitality room or sell articles at the CWSF, unless they are hosting an upcoming CWSF and wish to promote the event.