Judging and Awards Coordinator

Months 1 and 2

There are no applicable duties for this role during the selected time period – feel free to get a head-start on upcoming tasks!

Months 3, 4, and 5

There are no applicable duties for this role during the selected time period – feel free to get a head-start on upcoming tasks!

Month 6

• Determine who will assume the role of head judge.

Month 7

• Confirm which awards will be granted (check with the Science Atlantic office and/or with award sponsors).
• Review awards criteria and values on the website and provide any changes to (conferences@scienceatlantic.ca).
• Arrange for the conference Webmaster to post award descriptions and criteria to conference website.

Month 11

• Solicit judges from your local or attending faculty and from Science Atlantic members via email.
• Review judging rubric. Contact conferences@scienceatlantic.ca and make any necessary modifications.
• Determine whether feedback will be given to students regarding their abstracts.
• If applicable, make arrangements for plaque(s) to be brought to the conference by representatives from last year’s winning school(s). If plaque is full you will need to order a new plaque.
• Optional: purchase high quality white paper (ideally 28-32 lb) to be used for award certificates.

2 Weeks Before

• Contact conferences@scienceatlantic.ca to obtain a username and password for OAS.OAS is an online system connected to your conference’s registration list that gathers the data required by Science Atlantic office to send winners their prizes. It also creates personalized certificates to be presented at the awards ceremony.
• Familiarize yourself with and test the system: print a sample certificate to make sure everything works, your conference title is accurate, etc.
• If any changes are needed, email them immediately to conferences@scienceatlantic.ca

1 Week Before

• Make copies of the judging rubric for use during the event – one copy per judge, per student.
• Make sure you will have an internet connection, printer, paper and computer available on the first day of the conference to access OAS.

During Conference

• Review the judging process with all judges. Judges should be prepared to provide written comments to presenters if the conference requires them.
• Meet with judges after presentations to select winners.
• Create certificates using OAS.
• Announce winners at banquet.
• Ensure award winners are photographed individually and as a group.

1 Day After

• With Chief of Public Relations, send the award winners’ pictures (.jpg) labelled with their names to Science Atlantic (conferences@scienceatlantic.ca).
• If you did not use OAS during the conference, complete the information and email conferences@scienceatlantic.ca once complete so that the Science Atlantic staff create the awards announcement.

1 Week After

• Thank all judges for their participation.
• Write up recommendations for inclusion in final report.
  Note: Final report is prepared by the Conference Chair
• Provide updated rubric to conferences@scienceatlantic.ca for next year’s organizers.