CWSF Responsibilities - Finalist

3. Programs
Policy Number:
Policy Section: 
CWSF Participation
Approved by: 
National Policy Advisory Committee, Executive Director
Date Approved: 
Mon, Feb 6, 2006
Date Effective: 
Date Last Amended: 
Mon, Sep 12, 2016
Date of Next Review: 
Wed, Sep 12, 2018
Executive Director
Contact Email: 

1 Behaviour

1.1 Finalists are responsible for their behaviour at the CWSF and must follow the rules set forth by the adults-in-charge who accompany them from Regional Science Fairs to the CWSF, by Youth Science Canada policy, particularly 1.5 Ethical Conduct and by the CWSF Host Committee. Failure to meet these standards of conduct can result in the finalist being sent home at his/her own expense.

2 Disqualification

2.1 Disqualification of a project may occur prior to, or at any time during and after the fair. Upon receipt and screening of project summaries or at any other time before, during or after the fair, should a Host Committee, Youth Science Canada volunteer or staff member suspect that a project is unacceptable, they will initiate an investigation by filling out an Incident Report as described Youth Science Canada Policy 1.5.2 Discipline Policy. Reasons for disqualification of a project include, but are not limited to: incorrigible safety and size violation; violation of animal use regulations; and/or violation of academic integrity (as described in Youth Science Canada Policy 1.5.5 Academic Integrity).

2.2 Finalists may be disqualified from the fair for violations of ethical conduct that are injurious to the moral tone of the fair or that puts themselves, other people or their property at risk. Violations of ethical conduct are described in Youth Science Canada Policy 1.5.1 Ethical Conduct and 1.5.2 Discipline Policy.

2.3 If a finalist is returned home after disqualification, the expenses for that trip will be the responsibility of the sponsoring RSF. Refunds, if any, from canceling a flight booked through the CWSF Travel Plan will be credited to that region. Reimbursement of registration fees will be made at the discretion of the Youth Science Canada after considering fixed costs and expenses already paid on behalf of the finalist(s). Any finalist disqualified after the fair will forfeit all prizes and moneys awarded to him/her.

3 Appeal

3.1 A finalist, disqualified in violation of human or animal use regulations, may appeal his/her case to the National Ethics Committee. When in doubt, RSF representatives should seek an advance ruling on the project from Youth Science Canada.

3.2 A finalist, disqualified for a major violation of ethical conduct, may make an appeal as described in Youth Science Canada Policy 1.5.3 Appeals Policy.

4 CWSF Participation

4.1 Finalists are expected to be present for the entire duration of the CWSF.

  1. Exemptions to this policy must be approved by the NPAC chair. Approval shall only be given where the finalist will be present from the beginning of judging to the end of the awards ceremony. Both members of a pair project are expected to participate fully in the CWSF. A written request for an exception must be sent by the Regional Coordinator to the Zone Representative, who will forward it to the Chair of the National Policy Advisory Committee for a ruling. Exceptions are usually only granted as long as both partners can attend fully from the beginning of judging until the end of the Awards Ceremony.
  2. Projects must remain on display until the scheduled take-down time.
  3. Temporary leaves of absence during which a finalist is off the fair site and not under supervision of the region shall only occur with prior approval of the NPAC chair. However, finalists must be fully present for judging day, all public viewing hours and for the awards ceremony.

4.2 All finalists are to be at their projects during assigned times.

4.3 Each finalist is expected to attend all tours and events that are part of the planned program of the CWSF.

4.4 In order to ensure fairness of judging, CWSF finalists are not to identify participation in the Intel International Science and Engineering Fair and/or awards won at any other science fair during the judging process. This restriction applies to all promotional forms, including but not limited to verbal, written and clothing.

4.5 During the judging process, finalists will be photographed with their exhibits. The photos are kept for Youth Science Canada records, will be published online and may be used for promotional purposes.