National Science Fair Committee (NSFC)

1 Mandate

1.1 The purpose of the National Science Fair Committee (NSFC) is to represent the affiliated Regional Science Fair (RSF) organizations in matters relating to the policies of the Regional and Canada-Wide Science Fair programs.

1.2 The NSFC advises the Executive Director on operational policy matters affecting the successful implementation of regional science fairs and the Canada-Wide Science Fair. Conversely, the NSFC advises the RSFs on the interpretation and application of Youth Science Canada policy and ensures that there is compliance at RSFs and at the CWSF.

2 Organization

2.1 Chair: Elected by the delegates and assumes the role of Chair in his/her second year of a three-year team.

2.2 Vice-Chair: Elected by the delegates and acts as Vice-Chair in his/her first year of a three-year term.

2.3 Past Chair: Elected by the delegates and acts as Past Chair in his/her third year of three-year term.

2.4 Zone Representatives: Elected by the zone delegates for a three-year term from the following zones: Atlantic, Ontario South, Ontario North and East, Central Canada and Western Canada. The Zone representative for Quebec is appointed by the Conseil de développement du loisir scientifique (CDLS).

2.5 NJC-NSFC Liaison: Appointed to the National Judging Committee and NSFC (ex officio) for a three year term as described in policy 1.3.2.3.

2.6 A RSF may have a maximum of two elected representatives on the NSFC at any one time (only one of whom may be on the Executive Committee).

2.7 The Executive Director and the chair(s) of the current CWSF Host Team are ex-officio members.

3 Meetings

3.1 NSFC Meetings

1. Meetings of the NSFC are held at various times during the year and in May at the Canada-Wide Science Fair.
2. Notes and reports from NSFC meetings shall be made available to delegates and/or RSF Chairs.

4 Subcommittees and task groups

4.1 The National Science Fair Committee has an Executive Committee comprised of the Chair, the Vice-Chair and the Past Chair to guide its affairs. The Executive Committee works with the Executive Director to plan NSFC activities, recommend annual goals and to harmonize planning and budgeting. The committee may create task groups to address specific issues and to recommend solutions.

5 Elections

5.1 NSFC Vice-Chair

1. This elected position is for one three-year term. The first year is served as Vice-Chair, the second as Chair and the third as Past Chair.
2. All candidates must be nominated and seconded in writing by delegates.
3. The deadline for nominations shall be set by the NSFC Chair and announced during the first Delegates meeting at the CWSF.
4. Nominees for election as Vice Chair must have attended at least three CWSFs (two previous CWSFs together with the present is acceptable) in an adult role, including at least two as a Delegate, Alternate Delegate, or Zone Rep.
5. In the event of a single nomination the candidate shall be elected by acclamation.
6. Each nominee has four minutes to address the delegates before a vote is taken. Eligible voters will have an opportunity to address questions to the candidates.
7. Nominees not in attendance at the CWSF may arrange for a third party to present a speech on their behalf, or to submit a video of their speech.
8. Nominees will leave the room while the vote is taken.

5.2 Zone Representative

1. This elected position is for one three-year term, which is not renewable. A person may run again for election as Zone Rep provided three years have lapsed since they served in the position.
2. All candidates must be nominated and seconded in writing by delegates representing regions in the zone.
3. The deadline for nominations shall be set by the NSFC Chair and announced during the first Delegates meeting at the CWSF.
4. Nominees for election as Zone Representatives must have attended at least two CWSFs (one previous CWSF together with the present is acceptable) in an adult role, including at least one as a Delegate or Alternate Delegate.
5. In the event of a single nomination the candidate shall be elected by acclamation.
6. The election of Zone Representatives shall normally be at the CWSF at a meeting called for that purpose. This meeting shall be supervised by the Past Chair of the NSFC and chaired by a designate (usually the outgoing Zone Representative).
7. A quorum of at least two-thirds of the delegates from the zone must be present. In the event that quorum is not met at the CWSF, the election shall take place within 60 days by mail-in ballot. Each region will be issued a single ballot that is to be returned to the Youth Science Canada office. The results of this vote will be final. The candidate with the most votes will win.
8. Each nominee has four minutes to address the delegates before a vote is taken.
9. Nominees will leave the room while the vote is taken.
10. If a simple majority cannot be reached, the Chair of the election meeting shall cast the deciding ballot.

5.3 Vacancies

1. If the Chair position becomes vacant, the Past Chair shall fill the vacancy.
2. If the Past Chair’s position becomes vacant, a former Past Chair or a member of the Committee may be asked to fill the vacancy until the next election.
3. If the Vice-Chair’s position becomes vacant, the Committee shall appoint a suitable replacement until the next election.
4. If a Zone Rep’s position becomes vacant, the Committee shall appoint a suitable replacement from the zone until the next CWSF, at which point an election shall be held to fill the position for the remainder of the original term. Persons elected or appointed to serve a partial term shall be eligible for election to the next full term.

6 Responsibilities

6.1 General

1. The NSFC monitors the activities of the Regional Science Fairs with respect to policy, procedures and guidelines, and reports progress to the Executive Director and to affiliated Regional Science Fairs.
2. The Chair, Vice-Chair and Past Chair represent the National Science Fair Committee on the CWSF Host Selection Panel.
3. The Committee shall be a resource to CWSF Host Team Chairs on CWSF planning, Youth Science Canada policy and compliance with the CWSF Host Agreement.
4. The Committee handles issues of accreditation and disqualification of Regional Science Fairs participating in the Canada-Wide Science Fair.
5. In collaboration with the Executive Director, the Committee is responsible for the development and regular review of Youth Science Canada policies related to Regional and Canada-Wide Science Fairs.
6. The Committee organizes and conducts the Delegates meetings at the CWSF.
7. In collaboration with the Executive Director, the Committee prepares a budget for expenses in the forthcoming year.
8. The Committee shall conduct an evaluation survey of Delegates and Alternate Delegates at each CWSF.

6.2 CWSF Safety Checks

1. The NSFC is responsible for the Safety Check Process at the CWSF.
2. The Safety Check Team shall examine all projects to ensure that they comply with Youth Science Canada Policy 3.1.2.5 (CWSF Displays). In order to facilitate a smooth and fair inspection process, the following procedures shall be in place:
   1. A brief description of the safety check process shall be provided to all finalists and delegates upon arrival in the display hall.
   2. The Chair of the NSFC shall be the final authority in issues concerning safety checks at the CWSF.
   3. The NSFC shall coordinate the safety check process and serve as members of the Safety Check Team.
   4. Knowledgeable resources, and/or a training workshop, shall be available to inspectors to facilitate the consistent interpretation of key issues such as electrical safety, fire safety, and what is acceptable for display (particularly food and plant material).
   5. A visual identification system shall be implemented that allows the Safety Check Team and judges to easily identify projects that have passed the safety check.
   6. Each project shall be assigned to a specific inspector/team of inspectors. The assignment may be based on familiarity with certain divisions or other criteria, but shall remain consistent from first inspection to approval. This ensures that one inspector does not approve something another inspector previously identified as deficient.

6.3 Chair

1. Provide leadership to the NSFC.
2. Work with the Executive Director to identify strategic directions for the enhancement of the regional and Canada-Wide Science Fairs.
3. Work with the Executive Director to ensure annual goals are established.
4. Ensure that the workload to achieve goals is spread appropriately among NSFC members.
5. Represent the NSFC in discussions with other committees and at official functions.
6. Establish and coordinate task groups as required.
7. Evaluate the functioning of the NSFC in consultation with the NSFC Executive Committee and the Executive Director.
8. Prepare regular reports to the Executive Director and affiliated regions.
9. Prepare the annual budget for the NSFC in collaboration with the Executive Director.
10. Maintain regular communication with the Executive Director.
11. Participate in the annual CWSF site visit.
12. Prepare agendas and chair meetings of the NSFC and the Delegates Meetings at the CWSF.
13. Act as a resource to the current CWSF Host Team to ensure compliance with Youth Science Canada policy pertaining to the CWSF.
14. Work with Zone Representatives to facilitate their development and to ensure their effectiveness.
15. Act as a mediator/arbitrator during disputes at the CWSF (see Youth Science Canada policies 1.5.2 and 1.5.4.)
16. Provide support to the Vice-Chair to ensure the continuity and consistency of NSFC activity and a smooth transition of leadership.

6.4 Past Chair

1. Provide support to the Chair, Vice-Chair and new committee members to ensure the continuity and consistency of NSFC activity and a smooth transition of leadership.
2. Act as an advisor to the Chair on policy and procedures.
3. Oversee the election of the Vice-Chair at the CWSF Delegates Meeting.
4. Oversee the election process for Zone Representatives.
5. Will organize the safety checks.
6. Will review and organize updates for policies that are due (policies reviewed every three years).
7. Will organize and run the Delegates Orientation.

6.5 Vice-Chair

1. Provide support to the NSFC Chair and be actively engaged in the activities of the NSFC to ensure the continuity and consistency of NSFC activity and to facilitate a smooth transition of leadership.
2. Work closely with the NSFC Chair on all matters to develop the broadest possible knowledge base prior to assuming the Chair.
3. Act as recording secretary at NSFC and Delegates’ meetings.
4. Carry out additional duties assigned by the Chair.
5. Participate in the annual CWSF site visit.
6. Become familiar with Youth Science Canada Policy for the Regional and Canada-Wide Science Fairs.
7. Lead the selection of recipients of the Youth Science Canada Distinguished Service Awards (DSA). Specifically, ensure that:
   1. Nominations are in order, deadlines have been met and proper procedure has been followed.
   2. each candidate meets criteria for the award
   3. the names of DSA recipients are submitted to the Youth Science Canada Executive Director.
8. Read and check all motions before they are presented for voting at the Delegates Meeting.
9. Prepare and administer an evaluation survey of Delegates and Alternate Delegates with regard to their experience at the CWSF.
10. Act as Chair of the NSFC in the event that neither the Chair nor the Past Chair is available.
11. Coordinate the planning of workshops for delegates at the CWSF.

6.6 Zone Representative

1. Contribute to the development and review of operational policy related to the Regional and Canada-Wide Science Fairs by the NSFC.
2. Gather input and feedback from regions on issues related to Regional Science Fairs and the Canada-Wide Science Fair.
3. Encourage discussion between regions and act as a liaison between the zone’s regions and Youth Science Canada.
4. Engage in regular communication with each Regional Coordinator in the zone.
5. Provide support and guidance to regional organizations and, when requested, act as a mediator/arbitrator in issues between regions in the zone.
6. Promote Youth Science Canada and its programs with emphasis on the National Science Fair Program. Examples include presentations to increase science fair participation, workshops and seminars at conferences and professional development days to create new science fairs and affiliated regions in the zone.
7. Assist in the arrangement and presentation of workshops at the CWSF.
8. Assist in the establishment of new RSFs in the zone.
9. Pass on all relevant files, documents, correspondence, etc. to the incoming Zone Representative, at the conclusion of term of office.

6.7 NJC-NSFC Liaison

1. Duties are described in policy 1.3.2.3.