Display and Safety (D & S)

A. General Information

What Is the Display and Safety Committee and Who Are the Display and Safety Volunteer Inspectors?

The Display and Safety (D&S) Committee is an ongoing group that ensures compliance to published display rules and regulations and proper safety for each project exhibited at the Intel ISEF and additionally with providing year-to-year continuity for the Display and Safety process.

Assisting this committee in achieving these objectives is a large group of volunteers recruited by the Host City who actually perform the initial Display and Safety inspection of each of the projects before they are judged at the Intel ISEF and who perform various other tasks that must be conducted in conjunction with those inspections. This group is known as the Display and Safety Volunteer Inspectors.

The Scientific Review Committee (SRC), an ongoing group that oversees adherence to research-related rules for the Intel ISEF, has some interaction with the Display and Safety Committee in areas where the work of the two committees interface. The primary responsibilities of the Display and Safety Committee are (1) to provide initial checking of projects after the SRC has cleared them for set up and (2) to provide continuing enforcement of the Intel ISEF's rules on Display and Safety throughout the Intel ISEF.

Display and Safety Committee is responsible for:

1. Receiving completed Intel ISEF Request for Inspection Form DS1 at the HUB's STEP 2 Display and Safety Inspections area AFTER completion by the Finalist and APPROVAL by the HUB's STEP 1 Forms Check/Return Shipping area.
2. Assigning a Display and Safety inspection team to each project after receipt of DS1.
3. Oversight of the inspection of each project to ensure compliance with all Intel ISEF Display and Safety regulations. Of particular importance are:
1. Adherence to size limitations.
2. Adherence to safety regulations.
3. Adherence to display regulations for public viewing.
4. The presence of required forms.
4. Conducting a "walk-through" Display and Safety inspection beginning as soon as possible after the close of the project set-up period on Monday at 6:00 p.m.
5. Conducting random "walk-throughs" during Intel ISEF week especially during the Judging and public exhibition periods.
6. Keeping detailed records of specific situations involving fairs that have numerous and repeated D&S violations (for example, late set-up by all of a particular fair's Finalists, repeated or similar violations from a particular fair's Finalists) for the purpose of sending violation letters to that particular fair's director. This information must include the specifics of the situation and a detailed explanation of the violation(s) along with the fair information. It should be submitted to Society for Science & the Public where the violation letter will originate.

 

Key Personnel:

1. Intel ISEF D&S Chairperson:
   John O. Cole
   Bethany, West Virginia
   email: dejavu60@msn.com

 

Work Location:

HUB - Exhibit Halls 1 - 3
San Jose McEnery Convention Center
San Jose, California

Schedule:

* = Not a responsibility of Display and Safety, but included here to show related processes.

Saturday, May 8, 2010	2:00 p.m. - 6:00 p.m.	* Project Delivery to Booths
Saturday, May 8, 2010	4:00 p.m. - 6:00 p.m.	Final Display and Safety Training
Saturday, May 8, 2010	7:00 p.m. - 8:30 p.m.	* SRC/D&S paperwork distribution to booths
Sunday, May 9, 2010	7:00 a.m. - 8:00 a.m.	Check for proper paperwork distribution
Sunday, May 9, 2010	8:00 a.m. - 10:00 p.m.	Project set up/D&S Inspections
Monday, May 10, 2010	8:00 a.m. - 6:00 p.m.	Project set up/D&S Inspections
Monday, May 10, 2010	6:00 p.m. - 9:00 p.m.	Final Project Review
Monday, May 10, 2010	9:30 p.m.	Posting of "Projects with Violations" List
Tuesday, May 11, 2010	7:00 a.m. - 10:00 a.m.	Final Clearance of Projects with Violations
Wednesday, May 12, 2010	7:45 a.m. - 8:30 a.m.	Walk thru/check projects prior to Judging
Thursday, May 13, 2010	7:45 a.m. - 9:00 a.m.	Walk thru/check projects prior to public visitation, especially projects for which a "Remove After Judging" control form is on file at the HUB.
Friday, May 14, 2010	1:00 p.m. - 5:00 p.m.	* Project Teardown
Friday, May 14, 2010	1:00 p.m. - 5:00 p.m.	Process claims for items removed from projects via the DS4 and DS5 forms "Items Removed from Project" and "Remove after Judging".

Forms used by Display and Safety Committee, SRC, and HUB personnel

There is a set of forms used by the Display and Safety Committee in its Exhibit Hall operations. Additionally, there are other forms used by (1) the Scientific Review Committee, (2) the HUB's Forms Check/Return Shipping station, and (3) the HUB's Security Control station. The forms relating to Display and Safety are listed below:

1. General Display and Safety Forms

	DS1	Intel ISEF Request for Display and Safety Inspection (scan card)
	DS1V	Request for Display and Safety Re-inspection
	SRC/DS2	Intel ISEF Project Set-up Approval
	DS3S	Intel ISEF Violations Report - Display and Safety Committee Original and Finalist's Copy
	DS4	Intel ISEF Items Removed from Exhibit - Display and Safety Committee Original and Finalist's Copy
	DS5	Remove After Judging (label and control form)
	DSW-1	Intel ISEF Water Request Form - Display and Safety Committee Original and Finalist's Copy
	VIOLATION Form	Display and Safety (3-part form; primarily used during Monday Display and Safety walkthrough)

2. Security Forms

	HS-1	Intel ISEF Equipment Removal Permit
	HS-2	Intel ISEF Security Check (labels for items taken from Exhibit Hall)

3. Return Shipping Form

SH1

Intel ISEF Return Shipping Information

4. Scientific Review Committee Forms

	SRC/DS2	SRC Approval to Set Up Project as part of the DS2 form
	SRC1V	SRC Violation/No Setup (red-printed form)
	SRC1U	Intel ISEF incomplete SRC review (process not completed) (orange form)
	VIOLATION Form	SRC (3 part form; used after initial SRC approval)

5. Intel ISEF Finalist Forms from Society for Science & the Public

Original of Finalist's official Abstract and Certification embossed by the Scientific Review Committee. Any rewrite of the Finalist's abstract requested by the SRC must be embossed by the SRC in order for it to be valid and official.

 

B. Training Instructions for Display and Safety Volunteer Inspectors

NOTE:See also the PowerPoint-based Training Presentation used by the Display and Safety Committee to train local Host City volunteer inspectors at the end of this Web page.

The training of Display and Safety Inspectors should take place at several sessions prior to the first day of the Intel ISEF. They usually are held in March and/or April prior to the Intel ISEF. The purpose is to ensure that all persons inspecting the projects are familiar with the procedures and forms used in their work. It is desirable to hold review sessions for inspectors on Saturday prior to opening the Exhibit Hall on Sunday. These are only review sessions, not training sessions. As part of training, each inspector should receive a packet of information which at least includes printed copies of (1) the Display and Safety schedule for Intel ISEF, (2) each Display and Safety Committee form used for Intel ISEF, (3) a copy of the International Rules for Pre-college Science Research: Guidelines for Science and Engineering Fairs 2009 - 2010, (4) a copy of the Display and Safety section of the Intel ISEF Exhibit Hall Operations Manual, and (5) a printed copy of the PowerPoint Training Presentation.

Volunteer Display and Safety Inspectors' Responsibilities

1. General

• Wear your name badge at all times.
• Be courteous to the Finalist(s) at all times.
• Remember that the Finalist(s) already have earned the right to compete.

Return to the HUB or contact a member of the Display and Safety Committee if you encounter a situation or question you do not feel confident addressing.

2. Pre-inspection Procedures

1. Pick up an Intel ISEF Request for Inspection Form DS1 (or Intel ISEF Request for Re-inspection Form DS1V, as appropriate) and a set of measuring sticks from the HUB (if necessary), and go to the Finalist's booth. The Finalist should be waiting with an Intel ISEF Project Set-up Approval Form SRC/DS2. If the Finalist is not at the booth, note time/date on DS1 form and return it to the HUB. Note: The Finalist must be present for the D&S inspection to occur. The inspection is a process that takes place between the Finalist and inspector; consequently, there should be no other persons present representing the Finalist beyond an interpreter if necessary.
2. Introduce yourself and try to put the Finalist at ease. If an international Finalist requires assistance speaking English, explain that he/she must go to the International Desk or Office to get an interpreter. If this has not been done, note time and date on DS1 form and return it to the HUB.
3. Inform the Finalist that he or she is not allowed to make any changes to the project after the project has been initially approved.
4. Verify that the Finalist is ready for inspection.
5. Verify that the Intel ISEF Project Set-up Approval Form SRC/DS2 lists the correct name and booth number.
6. Verify that all the "Step 1" items on the Intel ISEF Project Set-up Approval Form SRC/DS2 have check marks and have been signed or initialed.

3. Inspection of the Finalist's Project

1. Make sure (1) that the project is pushed all the way to the back of the booth and is parallel to the back curtain and (2) that all packaging and shipping materials have been removed from the booth.
2. Inspect for compliance with the Display and Safety regulations as follows:
   
   NOTE:As you inspect the project, check off the appropriate items on the Intel ISEF Project Set-up Approval Form SRC/DS2.
   1. Check size. Maximum project dimensions inclusive of all materials and supports are:
      Depth (front to back) 30 in. (76 cm)
      Width (side to side) 48 in. (122 cm)
      Height (floor to top) 108 in. (274 cm)
      Table dimensions may not exceed 48" (122 cm) in width, 30" (76 cm) in depth and a maximum of 36 inches (91 cm) in height (from the floor). Display area consists of a draped table (if requested) and curtained back against which the project must be positioned. If a table is used, it becomes part of the project and it must not itself exceed the allowed table dimensions nor may the table plus the rest of the project exceed the allowed project dimensions. In addition, any project with a component that will be demonstrated by the Finalist must be demonstrated only within the confines of the Finalist's booth. When not being demonstrated, the component plus the project must not exceed the allowed dimensions.
   2. Check for the presence of original official Abstract and Certification with gold-seal SRC stamp/embossment.
   3. If the research institution box is checked on the official abstract, check for a vertically displayed copy of the Regulated Research Institutional/Industrial Setting Form 1C.
   4. If the continuation project box is checked on the official abstract, see that there are no references to previous years' research on the board except in the title, AND check for a vertically displayed copy of the Continuation Projects Form 7. Notebooks from previous years are allowed.
   5. Check for adherence to Intel ISEF Display and Safety Rules on pages 6, 7 and 8 of the International Rules for Pre-college Science Research: Guidelines for Science and Engineering Fairs 2009-2010.
      
      NOTE:If the project includes any of the following situations, it must be inspected by a member of the Display and Safety Committee (Volunteer Inspectors should contact a member of the Display and Safety Committee to inspect such projects):
      • Projects using audio-visual, computer, or video presentation of material. (Such projects must be reviewed in their entirety to make sure that all aspects of the displayed material adhere to the Display and Safety Rules.)
      • Projects using water. (DSW-1 form must be processed for projects allowed to have water, and, if approved, the water is supplied by the Display and Safety Committee.)
      • Items to be removed and stored by the Display and Safety Committee. (DS4 form must be completed in duplicate for any stored items.)
      • Items integral to the project that may be allowed during judging but must be removed after judging. (A DS5 label and control form must be completed for any such items by a member of the Display and Safety Committee.)
      • Projects with photographs of animals and/or humans

4. Approved Projects

1. After approval, check the appropriate boxes or complete the appropriate lines on the Intel ISEF Project Set-up Approval Form SRC/DS2. Sign in the "Initial Display and Safety Approval" area on that form. Leave the signed/approved Intel ISEF Project Set-up Approval Form SRC/DS2 at the project. Inform the Finalist that the form MUST be vertically displayed at all times AT THE PROJECT.
2. Inform the Finalist that the project has been initially approved, cannot be changed, and may be re-inspected at any time throughout the ISEF week.
3. "Bubble in" the appropriate areas, sign and date the completed Intel ISEF Request for Display and Safety Inspection (Form DS1) and return it to the HUB.

5. Projects with Violations

1. Explain to the Finalist what the violation is and how to correct it.
2. If the violation is a simple matter and can be rectified quickly, allow the Finalist to correct it and proceed with the inspection. Make note of the violation and correction in the "Display and Safety Violation" section of the SRC/DS2 form.
3. If the violation cannot be corrected immediately:
   1. Fill out the Intel ISEF Violations Report Form DS3S. Give the back (pink) copy of this form to the Finalist along with a copy of the Request for Display and Safety Re-inspection Form DS1V.
   2. Print your name in the "Display and Safety Violation" section of the SRC/DS2 form.
   3. Leave the SRC/DS2 form at the project.
   4. Return the front (yellow) copy of the Intel ISEF Violations Report Form DS3S to the STEP 2 - Display and Safety Inspections area at the HUB along with the Intel ISEF Request for Display and Safety Inspection Form DS1.
   5. At the Display and Safety area at the HUB, the DS1V form should be retained with the corresponding completed DS3S form and its corresponding DS1 form.

6. Projects Requiring Re-inspection after Elimination of Initial Violation(s)

1. The Finalist will submit a completed Request for Display and Safety Re-inspection Form DS1V to the STEP 2 - Display and Safety Inspections area at the HUB. The Display and Safety Committee member will "pull" the Intel ISEF Violations Report Form DS3S and the Intel ISEF Request for Display and Safety Inspection Form DS1 and will match them to the DS1V form. Those forms will be moved to the request for inspection location in the STEP 2 - Display and Safety Inspections area at the HUB.
2. The Request for Display and Safety Re-inspection forms are in the same locations at the HUB as are the Intel ISEF Request for Inspection forms and might be the next form an inspector picks up for processing.
3. When a project is re-inspected, begin again with the procedures starting with item 3.b above.

7. Removal of Prohibited Items

VOLUNTEER INSPECTORS:Contact a member of the Display and Safety Committee to inspect projects that may have items that must be removed.

1. When items are found that must be removed before judging, the inspector should CONTACT A MEMBER OF THE DISPLAY AND SAFETY COMMITTEE who will handle the matter as follows:
   1. Explain to the Finalist the rule(s) requiring the removal of the item(s) from the display.
   2. Allow the Finalist to remove the item(s).
      1. Inform the Finalist that any items returned to the project will be confiscated by the Display and Safety Committee and will not be returned until the end of the Intel ISEF. Printed materials designed for distribution will be discarded.
      2. Complete an Intel ISEF Equipment Removal Permit - Form HS1 and sign the Adult-in-Charge line followed by "D & S Committee." Direct the Finalist to take the items and the completed form to the Security area at the HUB for final approval and the necessary Intel ISEF Security Check sticker(s) that will allow removal of the item(s) from the Exhibit Hall.
      3. List in the "Display and Safety Violation" section on Form SRC/DS2 the item(s) to be removed.
   3. If the Finalist wants the Display and Safety Committee to remove and store the rejected item(s):
      1. Fill out an Intel ISEF Items Removed from Exhibit - Form DS4 in duplicate.
      2. Give one copy to the Finalist. This is the Finalist's receipt and claim form.
      3. Turn the item(s) in to the Display and Safety area at the HUB together with the second copy of the Intel ISEF Items Removed from Exhibit Form DS4 firmly attached to the item(s).
      4. List in the "Display and Safety Violation" section on Form SRC/DS2 the item(s) that were removed and stored.
      5. Items will not be returned to Finalist until the Project Teardown Period on Friday and only then when Finalist presents his or her copy of DS4 forn to a Display and Safety Committee member at the HUB.
2. If the project has items which are in violation of the rules but which the inspector thinks should be allowed during judging and then removed after judging prior to public viewing, the inspector should CONTACT A MEMBER OF THE DISPLAY AND SAFETY COMMITTEE who will handle the matter as follows:
   1. Inform the Finalist that any item not removed or any item returned to the project will be confiscated by the Display and Safety Committee and will not be returned until the end of the Intel ISEF.
   2. Attach a Remove After Judging Form DS5 sticker to the item that must be removed by the Finalist.
   3. Complete the control form to which the blank Remove After Judging Form DS5 sticker was attached.
   4. Return the Remove After Judging control form to the Display and Safety area at the HUB.
   5. After judging is completed on Wednesday and before the public viewing period begins on Thursday, the Display and Safety Committee must check all projects for which a Remove After Judging control form was completed in order to ensure that the Finalists have removed all items listed on those control forms.

8. Inspection of Guest Exhibitor Projects

VOLUNTEER INSPECTORS:Contact a member of the Display and Safety Committee to inspect Guest Exhibitor projects.

Guest Exhibitor projects are to be inspected only by members of the Display and Safety Committee. The same forms are used for inspecting Guest Exhibitor projects as are used with other projects, except that "Guest Exhibitor" must be stamped on all Display and Safety forms used with Guest Exhibitor projects. Guest Exhibitor projects must follow the same set-up deadlines and procedures as other projects as well as adhering to ALL safety-related Display and Safety rules.

 

C. Project Display Guidelines

See also the International Rules for Pre-College Science Research: Guidelines for Science and Engineering Fairs 2008-2009, pages 6, 7 and 8.

1. Categories Established for Judging Science Research Projects at the Intel ISEF:
   Animal Sciences (AS) Behavioral and Social Sciences (BE)
   Biochemistry (BI)
   Cellular and Molecular Biology (CB)
   Chemistry (CH)
   Computer Science (CS)
   Earth Science (EA)
   Engineering: Electrical and Mechanical (EE)
   Engineering: Materials and Bioengineering (EN)
   Energy and Transportation (ET)
   Environmental Management (EM)
   Environmental Sciences (EV)
   Mathematical Sciences (MA)
   Medicine and Health Sciences (ME)
   Microbiology (MI)
   Physics and Astronomy(PH)
   Plant Science (PS)
   Team Projects (Not a separate category. These projects appear as booth numbers 300 and above at the end of each category.)
2. Project Size
   Finalists' projects inclusive of all materials and supports are limited to the following dimensions:
   
   Depth (front to back) 30 in. (76 cm)
   Width (side to side) 48 in. (122 cm)
   Height (floor to top) 108 in. (274 cm)
   
   Table dimensions may not exceed 48" (122 cm) in width, 30" (76 cm) in depth and a maximum of 36" (91 cm) in height (from the floor). Display area consists of a draped table (if requested) and curtained back against which the project must be positioned. If a table is used, it becomes part of the project and must itself not exceed the allowed table dimensions nor may the table plus the rest of the project exceed the allowed project dimensions. In addition, any project with a component that will be demonstrated by the Finalist must be demonstrated only within the confines of the Finalist's booth. When not being demonstrated, the component plus the rest of the project must not exceed the allowed dimensions.
   
   Any project exceeding these dimensions must be modified to meet these limits, or it will not qualify for competition at the Intel ISEF.

 

D. Documentation and Certifications Required to be Visible at Project

Note: All forms required to be visible must be vertically displayed!

 

1. Original approved stamped/embossed Official Intel ISEF Abstract and Certification
2. Intel ISEF Project Set-up Approval Form SRC/DS2
3. Regulated Research Institutional/Industrial Setting Form (1C) if "Yes" box was checked for this item at the bottom of the Abstract and Certification.
4. Continuation Projects Form (7) if "Yes" box was checked for this item at the bottom of the Abstract and Certification.

 

E. Documentation Required to be at the Project but Not Displayed

 

1. Human Subjects Form (4) (or equivalent form provided by a regulated research institution) for human subjects of the research, surveys, photographs, etc. (if applicable) are confidential information, must not be displayed, but must be available in the booth in case asked for by a judge or other Intel ISEF official. If the "Yes" box is checked at the bottom of the Abstract and Certification for photographs/visual depictions of humans, a signed copy of the Human Subjects Form 4 or an equivalent photo release form signed by the human subject must not be displayed but must be included in the paperwork available in the booth. Photographs or visual depictions of the Finalist(s) do not require Human Subjects forms or photograph release forms.
2. Other forms [including, but not limited to, Checklist for Adult Sponsor (1), Student Checklist (1A), Research Plan (1A), and Approval Form (1B)] which are required for the project or for Scientific Review Committee approval do not have to be displayed as part of the project but should be available in the booth in case asked for by a judge or other Intel ISEF official.

 

F. Training Presentation (From PowerPoint)

A slide show, best viewed in Microsoft® Internet Explorer, illustrating the main points of Display and Safety procedures. The slide show requires a fast Internet connection with plenty of bandwidth (some of the graphics files are very large). Any questions about the presentation or the information in it should be directed to Harry Rothmann (Society for Science & the Public Director of Internal Operations) or John Cole (Display and Safety Committee Chair).

D&S Inspection Training PowerPoint - This PowerPoint is the same as the one above except MS PowerPoint needs to be installed on your machine to view.