Adult in Charge Checklist

An Adult-in-Charge (AIC) is a member of an official party selected to fulfill key roles for their students during Regeneron ISEF. For the in-person component of Regeneron ISEF, this role is one of lead chaperone. For the virtual component of Regeneron ISEF, this role is the adult registered on behalf of the fair to serve as a main contact with the Society to support the finalists’ successful participation. Fairs are required to have an AIC for each way their finalists are competing. This means if a fair has both in-person and virtual finalists, they must also have an in-person and virtual AIC. If a fair only has in-person finalists, then only an in-person AIC is required and if a fair only has virtual finalists, then only a virtual AIC is required.  AICs may be asked to fulfill the following duties.

In-person AIC

Register the Official Party

  • All members of the Official Party should accompany the AIC to registration to present their photo identification. If a younger student does not have a formal form of identification, be sure he or she is accompanied by a chaperone with photo identification.
  • AICs should bring proof of pre-payment of all registration fees as well as the confirmation numbers for hotel(s). A printout of these confirmations may be obtained from the Fair Director.
  • The fair affiliation fee must be paid at Registration, if it was not paid previously. The Society does not accept cash payments. The Official Party will not be allowed to register without completion of payment by credit card, check, or money order. It is the responsibility of the AIC to consult with the Fair Director to obtain payment and proof thereof, or to be prepared to make payment onsite.
  • All finalists are required to sign a Code of Conduct and Releases as part of completing their Finalist Questionnaire. The AIC may be contacted if the finalist is having any issues completing these forms.

Assist finalists with project set-up, including Display & Safety infractions

  • Finalists are expected to go to the Exhibit Hall upon arrival to complete project setup and go through the Display & Safety inspection. The finalist(s) must go through the inspection independently, but may need the assistance of the AIC to resolve any concerns raised.
  • Project setup must always take priority over sightseeing and tours. Project set-up should be completed on Sunday, May 8. All projects must be setup and clear Display & Safety by 12:00pm on Monday, May 9.

Act as the central point of contact for members of your Official Party

  • The AIC is responsible for the well-being of finalists. Any underage members of the Official Party traveling without parents must agree to be responsible to you. Once in town, acquaint yourself with the neighborhood around your hotel and exercise caution when traveling back and forth between your hotel and the convention center, especially at night.
  • Obtain the cell phone numbers and hotel information (front desk phone number as well as room number) for all members of the Official Party. Make sure everyone, especially the students, carry your cell phone number and other contact information with them at all times.
  • AICs are responsible for ensuring that other adults in their Official Party share the chaperoning duties and support the finalists in staying on schedule.

Virtual AIC

Confirm Finalist has completed project set-up, including clearing any Scientific Review Committee (SRC) or Display & Safety infractions

  • Finalists will receive email notifications if there are any concerns regarding their ISEF paperwork. The teacher and fair director will be included in these communications; we will reach out to the AIC if we are having difficulty in reaching the finalist(s) or resolving any issues.
  • SRC interview requests will be provided via email communication and will require that an adult be on any conference call or video conference with the students. The AIC will be included among the adults identified and will have a role in securing an adult to be on the call, if not serving in this role directly. The AIC is needed to a) provide support; b) make sure the finalist understands all requirements; and c) communicate back to the Fair Director and/or the local SRC about how to avoid problems in the future. If not the AIC, the fair or school should have representation on the call, although the parent or legal guardian will also be invited to participate.
  • Any Display & Safety infractions will be treated similarly with email communication or the chat function within the platform providing written notification and a conference call or video conference arranged as necessary to resolve.
  • All finalists are required to sign a Code of Conduct and Releases as part of completing their Finalist Questionnaire. The AIC may be contacted if the finalist is having any issues completing these forms.

Act as the central point of contact for your affiliated fair’s finalist(s).

  • The AIC is responsible for the success of all finalists throughout the Regeneron ISEF experience.
  • Per the affiliation agreement, the fair has agreed to support their finalists by identifying a location or providing equipment to ensure appropriate computer technology and a stable internet connection that will facilitate participation in a fair and equitable judging experience. The Society will provide as many specifications as possible, but asks that the AIC support this effort to the best of their ability.
  • Society staff will keep the AIC informed of the finalists’ schedules for judging and for any other obligations or opportunities so that the AIC can facilitate the active participation of their finalists.