WSSEF Policies
Policy on Photography
Intent of Policy:
To establish a policy for the handling of photographs taken during WSSEF by the official photographer.
General Provisions of Policy:
The Official WSSEF Photographer will be taking photographs during WSSEF of participating students, judges, teachers and other people in attendance. These photographs may be used on the WSSEF web site, on promotional flyers and brochures, sent to Special Awards Donors and any other forms used to promote WSSEF.
To comply with the Children’s Online Privacy Protection Act of 2000, WSSEF does not include Identifiable Personal Information when using these pictures on the official WSSEF web site.
Parents/ Guardians of students competing at WSSEF will be informed of this policy via the “Parent (Guardian) Consent and Photography Release Form”.
Photography Release Form:
A signed “Parent / Guardian Consent and Photography Release Form” will be required for every student competing at WSSEF. This form is a requirement to complete registration. Failure to complete registration will prevent a student from participating in the WSSEF.
Identifiable Personal Information Policy
Intent of Policy:
To establish a policy for the handling of Identifiable Personal Information of students competing in the WSSEF. This policy will comply with the intent of the Children’s Online Privacy Protection Act of 2000.
General Provisions of Policy:
WSSEF will not sell any Identifiable Personal Information for any purpose. WSSEF will not release any Identifiable Personal Information for commercial purposes. In addition, Identifiable Personal Information will only be released to sources authorized by WSSEF such as Special Award Donors. Parent / Guardian consent is required before any Identifiable Personal Information is released for any publicity purpose such as posting to the official WSSEF web site or sending press releases to media sources, teachers, or school representatives.
Refer to the section titled “How Identifiable Personal Information is Used” for specific details.
Identifiable Personal Information collected:
The following information is collected from every participating student in grades Kindergarten through 12th via the Entry Form:
- First and Last Name
- Home Address
- Home Phone Number
- E-mail (Form gives the choice of either supplying student’s or Parent’s e-mail)
- School
- Grade
- Teacher’s Name
- Title of Project
- Category of Project
How Identifiable Personal Information is used:
The collected Identifiable Personal Information is used only for the operation of the WSSEF. Uses of Identifiable Personal Information are as follows:
- Administrative Purposes: Identifiable Personal Information is used to do the following:
- Register students
- Create administrative reports
- Track entry fees, forms, and awards
WSSEF will use the Identifiable Personal Information to contact students for registration inconsistencies. Contact may be made by telephone, e-mail or mail. In the cases of younger students, parents / guardians are usually contacted instead of the student.
WSSEF will use the Identifiable Personal Information to mail items to participating students such as uncollected awards.
- Special Awards: WSSEF will provide Identifiable Personal Information to Special Awards Donors for the purpose of completing their awards process.
Note: WSSEF will NOT collect social security numbers. Savings Bonds require social security numbers. For savings bonds awards, WSSEF will provide the necessary Identifiable Personal Information to the Special Awards Donors so they may contact the winners and collect this information directly.
- Press Releases: WSSEF will only release Identifiable Personal Information with Parent / Guardian consent. Press releases may be sent to media sources, teachers, or school representatives. WSSEF will not release addresses or phone numbers to the media. If media sources request more information or an interview from the student, WSSEF will contact the parent / guardian and relay the request.
- Web Site: WSSEF posts Identifiable Personal Information on the official WSSEF web site only with Parent / Guardian consent. The following information is posted to the pre-registration web page for identifying pre-registered students:
- Student’s Initial of First Name and Last Name
- Student’s School
- Student’s Grade
- The following information is posted to the awards web page for first place and Special Award winners:
- Student’s Initial of First Name and Last Name
- Student’s School
- Student’s Grade
Parent / Guardian Consent Form:
The Parent / Guardian will be informed of the Identifiable Personal Information Policy via the “Parent / Guardian Consent and Photography Release Form.” This form is a requirement to complete registration. Failure to complete registration will prevent a student from participating in the WSSEF.
WSSEF Student Participant Protection Policy
Intent of Policy:
To safeguard student participants during the Washington State Science & Engineering Fair (WSSEF) two-day event.
General Policy Provisions:
WSSEF is committed to providing a rewarding educational experience ‘Promoting Future Scientists and Engineers’ and recognizes the benefit to everyone involved by implementing safeguards for the student participants.
WSSEF Board Members have adopted and implemented policies for the safety of student participants during the WSSEF event.
WSSEF Student Participation Safeguard Guidelines during the Fair:
- All personnel working on behalf of WSSEF are briefed and agree to report any concerns about a student’s or a person in attendance negative behavior.
- WSSEF appointed monitors are present in the student project areas during the Fair specifically to observe the proceedings.
- WSSEF appointed roving monitors with radios patrol the WSSEF event site.
- WSSEF appointed on-premise security patrol the event site during the Fair.
- Local law enforcement and fire officials are notified in advance of the Fair and may provide a visual presence during the Fair.
- WSSEF Judges are paired, at a minimum, when interacting with the student participants.
- WSSEF requests Special Award Judges be also paired and will provide an observer if the special award representative cannot provide a second person.
- WSSEF maintains constant telephone availability for incoming and outgoing Fair related calls providing student/parent telephone access during the Fair.