CWSF Chief Judge Recruitment

3. Programs
Policy Number:
Policy Section: 
Approved by: 
Executive Director
Date Approved: 
Tue, Mar 1, 2011
Date Effective: 
Date Last Amended: 
Tue, Apr 2, 2019
Date of Next Review: 
Sun, Aug 1, 2021
National Judge-in-Chief or Executive Director

1 Background

1.1 The key responsibilities of the CWSF Chief Judge Recruitment are recruitment, training of judges at the local level and logistics support for the CWSF when it is held in their community. The judging experience and process is central to CWSF. It shapes the participants’ perception of the entire event, and their future interest in project-based science.

1.2 This document describes the qualifications of a typical Chief Judge Recruitment, 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 CWSF Chief Judge Recruitment Appointment Process

2.1 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 Recruitment.

2.2 The nominations for the CWSF Chief Judge Recruitment 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 Recruitment position, it will direct the National Judge in Chief to ask the Host Organization to identify one or more additional nominees.

2.3 The appointment of the CWSF Chief Judge Recruitment will subsequently be confirmed by the National Judging Committee.

2.4 The appointment process will take place following acceptance of the Host City application and normally the CWSF Chief Judge Recruitment must be approved and appointed prior to signing of the Memorandum of Understanding with YSC.


3 CWSF Chief Judge Recruitment Qualifications

3.1 The qualifications of the CWSF Chief Judge Recruitment 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 network of contacts with potential judges in the local science community.
  6. Demonstrable access to at least 80 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.


4 CWSF Chief Judge Recruitment Commitment

The Chief Judge Recruitment is expected to:

4.1 Attend and participate in the judging activities at each CWSF from the date of appointment to the successful conclusion of their CWSF. It is preferable to spend the full 7 days at each CWSF. If this is not possible, the minimum time requirement is two days prior to judging day to the end of the debriefing meeting of the CWSF Judging Advisory Panel (CJAP). While in attendance, the future Chief Judge Recruitment is expected to:

  • work as a member of the judging administrative team to facilitate the preparation of materials for the judges
  • attend, participate and lead judge orientation sessions (as required by the National Judge-in-Chief),
  • judge in the medal round, special awards and other judging duties as assigned by the National Judge-in-Chief,
  • attend judging teamplanning and debriefing meetings,

4.2 Willingness to be an active member of the national judging team.

4.3 Willingness to acquire knowledge of Youth Science Canada judging rules and processes and be a champion of these as required.

4.4 The ability and availability to devote many hours in the months leading up to their CWSF, and the ability to get full release time for the two months prior to her CWSF.

4.5 Understand that the CWSF is the major project-based youth science event in Canada.


5 CWSF Chief Judge Recruitment Job Description

5.1 Recruit 350 judges, at least 80 of which must be able to judge in both English and French.

5.2 Locally train individuals, as necessary, to create a local host judging team that can work effectively with the YSC National Judging Committee to ensure that any judging matters that are requested (by the National Judge-in-Chief) be completed before the CWSF, be completed in a timely manner and before the event.

5.3 This local team will assist in the recruitment and training of judges under the Chief Judge Recruitment’s leadership. The team could include a Deputy CWSF Chief Judge Recruitment.

5.4 Become extremely familiar with the software used for judge registration and ensure that all judges are registered prior to March 15 in the year where the CWSF is held in her location.

5.5 Actively participate in ongoing Host Organization meetings and maintain close links in all areas that are relevant to judges, including facilities, computer/IT support and hospitality.

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

5.7 Become familiar with all Ethics rules and procedures relating to safety, use of animals and human subjects, academic integrity, etc. as overseen by the National Ethics and Safety Committee.

5.8 Coordinate the Judges Appreciation Reception, to be held at the end of judging day.


6 Youth Science Canada will:

6.1 Provide a team (Judging Admin Team) who will arrive a few days before the CWSF and set up the Judging Office.

6.2 Provide the National judging team, led by the National-Judge-in-Chief, which will be responsible for and lead all matters relating to judging during the CWSF.

6.3 Provide mentoring for the CWSF Chief Judge Recruitment from the time of the initial appointment until after their CWSF.