Science In The Valley, by YaLHeS4A

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									Brownsville Independent School District

              2009-2010

    Elementary Science Fair:

  Mentoring Global Innovation




           Host Packet
Dear Elementary Science Fair Host:

Hosting the BISD Elementary Science Fair is a challenge and a learning
experience. Your staff will become experts in science safety, event organization,
and community relations. The materials included in this packet are a guide to help
make sure your experience is pleasant and rewarding.

To be successful, your campus should involve as many people as necessary. There
are plenty of tasks that need to be coordinated. Many successful hosts sponsor one
or two cluster meetings before the fair to make sure that all the schools understand
the rules, provide the needed support, and submit the required number of
committee members. These meetings are held at the discretion of the hosting
campus.

We have been hosting the Elementary Science Fairs at middle school campuses, a
practice that we will continue this year. Most elementary campuses are no longer
large enough to host the fairs. It is the responsibility of the hosting campus to
make sure that any needed tables, floor covering or chairs, are requested. The
sooner this is done the better the chances that maintenance will be able to provide
the materials on time. Please check the science fair checklist to make sure that all
the campus responsibilities are met.

Each science fair site is allotted 20 hours overtime payable by curriculum.
Overtime request forms need to be submitted to the curriculum department before
March 10, 2009 or the overtime will not be approved. Usually the middle school
host sites supply the maintenance staff so make sure that they submit these forms
on time.

The Elementary Science Fair takes place at three campuses on the same day and
involves over a 1000 students. This event is only possible with the cooperation
and support of all the BISD campuses. Your leadership is greatly appreciated by
all the schools and students who participate in the fair.

If you have any questions, do not hesitate to contact us at 548-8121.


   Dr. Greg Garcia           Elsa Barrientos           Roxanne Granado

                     Erika Medina              Roman Gomez
                             PK-12 Science Specialists
Possible Committees:
Science Fair Coordinating Committee and Chairperson (Required of hosting campus)

The following committee members coordinate all other committees and should:
   a. request security
   b. request custodial services
   c. Coordinate with Middle School to get: 1. location for project set up, 2. location for
       awards ceremony and PA system, 3. holding rooms for students

Staff:
Chairperson:




                           Scientific Review Committee (Required)

Each Campus will submit two to three teachers on the Scientific Review Committee taking place
Friday, May 21, 2010 from 4:00 to 6:30 pm. Names for the Scientific Review Committee are due
to the curriculum department no later than May 14, 2010.

Staff:
Chairperson:


The Scientific Review Committee reviews projects for safety and display rules the day before the
fair during set-up.

                          Score Verification Committee (Required)

Each campus will provide two to three teachers to help with score verification. Names need to
be submitted on the form in the registration packet no later than May 14, 2010.

Staff:
Coordinator:


Host Responsibilities:
    Make sure tables and chairs are set up
    Make sure that calculators are available

Staff:
Chairperson:
                                          Judges Room

Committee will help to distribute clip boards and make sure that all categories are judged.

Help distribute clipboards and guide judges.

Staff:
Chair person:




                                       Set Up Committee

The following committee will help sign in projects on registration day (May 21, 2010 4:00-6:30
pm).

Staff:
Chairperson:




                                  Science Fair Floor Committee
The following committee members will be responsible for monitoring students and escorting
participants to the designated areas on the day of the science fair.

Staff:
Chairperson:




                                        Stage Committee

The following committee members will be responsible for making sure that the microphone is
working, the tables for trophies is set up and covered.

Staff:
Coordinator:
           Checklist for Elementary Science Fair 2009-2010
Details: Assigned to Curriculum and Instruction

Name Tags:
    Board Members
    Assistant Superintendents
    Principals
    Hosting School Committee Members
    Curriculum Personnel
    Judges
    Safety Committee
    Score Verification Committee

Invitations:
      Board Members
      Assistant Superintendents
      Principals

Other Details:
      Program
      Project labels
      Participants’ Master lists—for registration
      Awards—trophies, medallions, certificates
      Sign-in sheets: Judges, safety committee, score verification committee
      Judging forms
      Judges’ orientation
      Supplies: calculators, clipboards, pencils, markers, tape, highlighters
      Continental breakfast for judges
      Lunch for score verification committee members and judges

After the Fair:
      Certificates of participation for each committee member
      Thank you letter for each judge
Details: Assigned to hosting campus

     Coordinate with Middle School Host Site if necessary
     Large area for project set-up; like the cafeteria or gym
     Tables w/chairs for project set-up and student interviews
     Ensure facilities, including restrooms, are well-prepared and equipped
     (paper towels, etc.)
     Large room near projects for score verification committee members
     Computer with Excel and working printer for score verification
     Judges’ quarters, for orientation, breaks, lunch (Room must seat 50 to 90
     people)
     Assign classroom to “house” students during waiting periods and for
     serving/eating lunch. (One room per campus)
     Area for awards assembly, preferably decorated
     Podium and microphone for awards assembly
     Decorations for host campus
     Committee of teachers from host campus to help with registration the Friday
     afternoon before the fair
     Order covering for gym floor
     Order tables/chairs from maintenance
     Drinks for score verification committee members and judges
     Request Security
     Schedule Maintenance staff
     Request Overtime for Maintenance Staff (by March 10, 2009)

     OPTIONAL: FOOD BOOTHS SET UP FOR SELLING
     REFRESHMENTS OR GOODIES TO VISITORS—POSSIBLY AS A
     FUNDRAISER
                                                  SAMPLE LETTER

TO:            SCIENCE FAIR CLUSTER I ELEMENTARY CAMPUS PRINCIPALS
               SCIENCE FAIR CLUSTER I ELEMENTARY CAMPUS FACILITATORS


FROM:



DATE:
RE:            CLUSTER _____ SCIENCE FAIR COORDINATING MEETING




Please send two representatives (as an example: administrator, science fair coordinator, science
lead teacher, POC) to the Cluster ___ Elementary Science Fair Coordinating Meeting at ----------
-- on ----- at -----------

The fair will be held at a Middle School and all participating campuses will share new
responsibilities in providing a great experience for our students. We are pleased to announce that
_______ will be our mistress/Master of ceremonies for the awards ceremony.

It is very important that campuses send these representatives. Your input and support are crucial
to the success of the science fair. If you have any questions please call _______ at ext.
_________.
Date
                                                              Draft Letter
Dear Science Supporter:

The Brownsville Independent School District Elementary Science Fair Needs You!

If you are a qualified scientist, mathematician, or engineer who is interested in helping
Brownsville’s next generation of scientists, consider becoming a judge for the 2010 Brownsville
ISD Elementary Science and Engineering Fair. You are invited to the Science Fair at (Campus
Name) on Saturday, May 22, 2010 from 8:00 a.m. until 1:00 p.m. You will be working with a
panel of fellow judges in deciding the top projects in a science or engineering category. You will
be provided with a continental breakfast and lunch.
Your time and effort is greatly appreciated. You are making a memorable impact on the lives of
very talented young people. For some students you are the first science or engineering
professional they encounter. As an ambassador for your profession you will positively impact
their career choices.

A few hours of your time will make a difference in a child’s future.


Please call or e-mail:
Phone:
e-mail:


Sincerely,




Campus Science Fair Chairperson

								
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