Due to GSU's Minors on Campus policy, teams will be required to complete the following forms. Each student attending must complete each form (4 forms per student). All School Rosters and completed forms are to be uploaded in the SciLympiad site by 02/16/23.
When we have processed a Schools files, a confirmation will be emailed to the Head Coach confirming receipt of the files or a list of errors that need to be fixed with the files. Reviewing these files takes time, which is why we have a due date for them so that we can process the forms and give Head Coach's time to fix problems before the tournament day.
What team coach's must submit for their School:
School Roster - GSU = This school roster must include all possible team members on all teams. This will include any student who may compete, regardless of whether they are actually on a team on the day or not. It will not separate out who is on which team. The form will require you to check boxes to confirm if the competitor is a minor or not, that the forms were correctly completed and signed, and if the waiver for photographs has been given or not. This a single file for all students for all teams.
School Roster - Demographics = This form is required by the State Director, but I will be collecting these with the other files you upload. RENAME file - YourSchoolName-TeamNumber-Division-2023 Roster (eg: Peachtree-1-C-2023Roster). This a single file for all students per team. If you have 2 teams, then you have 2 files.
What team coach's must submit for each individual competitor (person) on each of their teams:
Make sure that the competitors name is printed in capital letters on the top of all pages of every form.
Consent and Release for Minor’s Presence in Laboratory Form = This form must be completed by the student if 18 years of age or older or a parent / legal guardian.
Rules for Minors and Visitors in Research Laboratories and Vivarium Facilities Form = This form must be completed by the student if 18 years of age or older or a parent / legal guardian.
Medical form = This form must be completed by the student if 18 years of age or older or a parent / legal guardian and also signed by the team coach.
Agreement Waiver = This form must be completed by the student if 18 years of age or older or a parent / legal guardian and also signed by the team coach.
How to organize these forms:
Forms for Schools = FIles msut be submitted in Microsoft Excel format.
Forms for each competitor = Combine all forms for each individual into a single PDF file. This means one file for each student. Name each file YourSchoolName-CompetitorName (eg: BestHighSchool-MarkHollier).
ZIP the School and individual competitor files into a single ZIP file. To do this open Windows Explorer, Highlight all files, and then right click on them. Click on "Send to" and then select "Compress". Name the ZIP file as your School Name and date (eg: BestHighSchool-021423).
How to submit these forms:
Forms will be uploaded to the SciLympiad website only. When you log into the SciLympiad site, go to Coaches' Dashboard and click on the button that says upload documents. You should then be able to upload the documents to the site. We cannot accept any of these forms through email.
Paper copies will NOT be collected (do not bring them on the day).
All School Rosters and completed forms are to be uploaded in the SciLympiad site as follows:
- Roster forms: You can submit these each week with your entire team listed, even if you have not yet received the forms back from all competitor(s). Include both Roster forms (GSU and demographic) each week in the ZIP file. If you add a student or a student is removed, highlight them on the GSU roster file (green for added, red for removed).
- Student forms: New forms can be uploaded weekly as you get them from the competitors. Do not upload competitor forms for students who you have already uploaded thier forms for unless you are fixing an issue we identified.
- Organizing files each week: Update both Roster forms and organize the competitor(s) forms as for other students (see above). ZIP the updated rosters and new competitors files together. Name the ZIP file as your School name and date when you created this updated file (eg: BestHighSchool-022823). Only add new student forms. Do not include the forms for students who you already submitted them for in a previous ZIP file. Do not email the ZIP file to Mark hollier.
- Dates:
- Please upload new forms weekly on Fridays.
- It takes significant time for us to review these files, so we need time to do that! When we find any issues, we will email the Head Coach to let them know what the issue so they can fix it.
- We would prefer to have all forms uploaded by 02/10/23.
- After 02/17/23, emails will be sent to Head Coach's identifying any issues with the forms that have been received, or for which competitors we are missing forms.
- The final due date for all forms will be 02/24/23.
- Any issues with forms submitted on 02/24/23 will be emailed to Head Coach's to fix by 02/28/23 at 11:59pm.
- We will accept late additions to the teams (for a couple of competitors) after 02/24/23, but it cannot be for your entire team/school. It takes time to review these forms!
- Switching of team members can occur up to 03/03/23 as long as we have already reviewed their forms. You would only need to resubmit the demographics roster on 03/03/22.
- Wristbands: These will be given to Schools at the Coach's room when you arrive. Each of your teams will have a different color wristband. Your school name will be written on each band with a team number. It is the Head Coach''s responsibility to give them to the appropriate team members. Competitors write their names on the event answer sheets. If needed, we verify team members and/or numbers by comapring the written names on the answer sheets with your team rosters.
Goals of new format:
We hope this new format makes it easier for Team Coach's to collect the forms from competitors, organize them so they know who they have received the forms from, easier to submit files, and easier to adjust your team at a late time if needed.
This format will also allow you to upload all forms you have receivedeach week and submit any forms that are late coming back from competitors later. We hope this prevents one or two competitors holding up your entire team and gives you peace of mind that those who have forms submitted are allowed to come on campus.