SRSF_SOP

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					                       Saskatoon Regional Science Fair – SRSF



Ethics and Safety Judging

Standard Operating Procedures (SOP)

Purpose

The purpose of this SOP is to describe the responsibilities of the Safety and Ethics Committee
and Judge(s), and describe the procedures of the Ethics and Safety Judging components of the
Saskatoon Regional Science Fair.

Section A. Rules and Regulations

The rules and regulations pertaining to ethics and safety for Canadian science fairs are those of
the Youth Science Foundation Canada. All of the Youth Science Foundation guidelines can be
found at:
http://www.ysf.ca/policy-directory

Guidelines of particular interest and relevance to the Saskatoon Regional Science Fair as listed
below.

CWSF Rules and Regulations for the Display and Report:

CWSF Project Displays:
http://www.ysf.ca/sites/default/files/documents/ysc/policy/3.1.2.5_Project_Displays.pdf

CWSF Project Report:
http://www.ysf.ca/sites/default/files/documents/ysc/policy/3.1.2.4_Project_Report.pdf

CWSF Ethics and Safety Rules and Regulations:

Participation of Humans in Research – Low Risk:
http://www.ysf.ca/sites/default/files/documents/ysc/policy/4.1.1.1_humans_low.pdf

Participation of Humans Low Risk - Approval Form 4.1A:
http://www.ysf.ca/sites/default/files/documents/ysc/policy/4.1A_Humans_Low_Risk.pdf
(this form must be filled out and submitted for review for use of humans in the research
project, and be included in the display materials)
Participation of Humans in Research – Significant Risk:
http://www.ysf.ca/sites/default/files/documents/ysc/policy/4.1.1.2_humans_significant_risk.p
df

Participation of Humans Significant Risk – Approval Form 4.1B:
http://www.ysf.ca/sites/default/files/documents/ysc/policy/4.1B_Humans_Significant_Risk.pdf
(this form must be filled out and submitted for review for use of humans in the research
project, and be included in the display materials)

Use of Animals in Research:
http://www.ysf.ca/sites/default/files/documents/ysc/policy/4.1.2_Animals.pdf

Animals - Approval Form 4.1C:
http://www.ysf.ca/sites/default/files/documents/ysc/policy/4.1C_Animals.pdf
(this form must be submitted to the Ethics Committee for review and approval if animals are
used in the research project)

Use of Firearms, Hazardous Materials and Equipment:
http://www.ysf.ca/sites/default/files/documents/ysc/policy/4.2.1_Firearms-Hazards.pdf

Recombinant DNA and Biotechnological Safety:
http://www.ysf.ca/sites/default/files/documents/ysc/policy/4.2.2_RecombDNA.pdf


Responsibilities of the Safety and Ethics Chair

As soon as the SRSF website is updated each year, the SRSF committee member responsible for
Ethics and Safety should ensure that:
    - the YSC most recent latest Policies and Procedures are referenced on the SRSF website,
        and;
    - copies are available (electronically) upon request.

Section B. Ethics Review of Submitted Student Research Projects

Initial Ethics review is done before the fair, by reviewing the student research project
summaries submitted to the SRSF website.

Responsibilities of the Safety and Ethics Chair

      Respond to any email or phone questions about ethics or safety issues
      Review the project summaries submitted on line to flag any ethics or safety issues that
       may be part of the project, and if possible contact the student(s) for clarification

Section C. Safety Inspections of the SRSF Student Project Displays
The safety inspection is conducted after all the exhibits are set up, and the students are away
from their displays (e.g., eating, or doing other organized activities), and before the science
judging takes place. There is usually an hour or so late in the afternoon of the first day for this
inspection to be done. In 2011 this time is scheduled for 15:00 – 17:00 Tuesday 05 April 2011,
in the Hardy Lab, Engineering Building.

Procedure:

      Each display is visited and evaluated using the checklist (appended).
      Any deficiencies or problems are noted on the checklist sheet for that display (identified
       by name and booth number), and comments made in the space provided.
      Only displays that are identified as having a safety concern or problem have a safety
       checklist completed for that display. If no problems are found, no checklist is completed
       for that display.
      Upon completion of the safety inspection, the forms are reviewed by the safety judges.
      If there is an obvious problem (e.g., open flames to be used while demonstrating their
       project, obstructions into the space where the public will walk, chemicals that should
       not be present, unacceptable materials in the display, etc.) or violation of the display
       and safety regulations, these are discussed with the students once they return to their
       stations. Any violations of the safety regulations are pointed out to the students so they
       can be corrected before the science judging.
      If the violation is a problem with the material used for the display (e.g., unacceptable
       backboard such as cardboard, etc.) it is left to the Chief Judge to point this out to the
       students. This may only be necessary if that particular display wins in its category and
       may go on to the CWSF.
      The safety inspection checklists are turned over to the chief judge, to be filed with that
       display's judging sheets.



Section D. Communications with the SRSF Winning Displays Chosen to Go To the Canada
Wide Science Fair

The winning exhibits selected to go on to the Canada Wide Science Fair must be informed that
in all aspects their exhibit will have to conform to the CWSF exhibit and safety regulations. A
draft of this letter is attached. Enough copies of this letter and attached entire YSF display and
safety regulations sections are provided to the Chief Judge to hand out to the winners who will
be going on to CWSF.
Saskatoon Regional Science Fair Safety Checklist – April 2011

Exhibitor Name:                                                           Project Number:
Exhibitor Name:
Project Title:




Section           Specifics                                                                         Passed   Concern
Display           Entire exhibit fits within a space 1.2m wide x 0.8m deep x 3m high (from the
Dimensions        floor)
Backboard         Backboard is constructed of wood at least 1/4in thick, coroplast, or is a ULC-
Materials         approved display board, or cardboard
                  Panels decorated with paper that is securely applied so that minimal air
                  pockets are left behind the paper
                  Overlapping or loose sheets of paper are stored in a data book or binder
General           Exhibit is sturdy and self supporting
                  Moving parts such as belts, pulleys, and propeller blades are guarded
                  All sharp edges or corners on prisms, mirrors, enclosures, and glass/metal
                  plates are removed or protected
                  Pressure vessels have a safety valve - no compressed gas cylinders
Fire              Combustible materials are away from heat sources
Chemical          Substitutes used are labelled as "simulated"
Electrical        Low voltage; ground fault interrupter for leaks/faults
                  Insulating grommets required at points of entry to enclosures
                  Electrical appliances are CSA or UL approved or have 3-wire conductor with
                  ground
                  Exposed live parts are less than 36 volts; current (amperage) is low so as not
                  to cause discomfort or danger if touched
                  Non-current carrying metal parts are grounded
                  Wet cells are not on display
X-Rays or         Registration of ownership with student's provincial government
Irradiation       All voltages are less than 10kV
                  Lasers or x-ray producing equipment may only be operated during judging
Biohazards        Radioisotopes or compounds containing isotopes are below normal
                  background
                  Biological toxins or micro-organisms are not on display
                  Cells or tissues infected with animal or plant viruses are not on display
                  Plant/soil/materials which could decompose are not on display
                  If recombinant DNA manipulation has been done, give name of qualified
                  supervisor and appropriate letter
                  Live tissues from cell cultures cannot be displayed, only sealed (plastination)
                  samples or photos
Saskatoon Regional Science Fair Safety Checklist (page two)

Section         Specifics                                                                         Passed   Concern
Firearms        Have firearms been used in this project? ___ Yes ___ No If Yes:
Safety          Firearms/explosives/dangerous goods are registered with the appropriate
                authority (Provide copy of registration certificate)
                Supervisor is certified and experienced in use of
                firearm/explosive/dangerous goods (provide copy of certificate, list of
                experience, proof of age of majority)
                Municipal, Provincial/Territorial, and Federal regulations allow for the use of
                the firearm/explosive/dangerous goods in the manner being proposed in the
                experimental design (Provide list of relevant regulations/by laws)
                Experimental design ensures the safety of those involved and it has scientific
                merit (Provide copy of experimental design)
                Regional Ethics, Safety and Animal Care Policy Committee has reviewed and
                approved the experimental design and Supervisor's qualifications (Provide
                letter/email of approval from Regional Fair)
                YSFC Ethics, Safety and Animal Care Policy Committee has reviewed and
                approved the experimental design and Supervisor's qualifications. (Provide
                letter/email of approval from YSFC)
Human Use       Has the research involved humans? ___ Yes ___ No If Yes:
Ethics          Is name of supervising teacher provided?
                Are all procedures described in detail?
                Have invasive procedures been used? (Give name and training of person
                doing the procedure)
                Did all persons give written informed consent? (Copy of consent letter)
Animal Use      Have animals been used in this project? ___ Yes ___ No If Yes:
Ethics          Has the project been approved by an Ethics, Safety and Animal Care Policy
                Committee? (Must show approval letter)
                If animal cells or parts have been collected or purchased, show permit or bill
                of sale
                If animal cells or parts are from another research project, show institutional
                animal care committee approval
                Animals or animal parts should not be displayed, except for parts naturally
                shed
                Live micro-organisms should not be displayed


Evaluated by:                                                                             Date: _________

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