CONFLICT RESOLUTION POLICY

Transcription

1 1 BACKGROUND 1.1 The Judging Process and Results The North Bay Regional Science Fair (NBRSF) is a competition during which projects entered in the Fair are judged, and first, second and third place medals are available to be won in each of three divisions within each of the five categories. Special awards are also available to be won. The awarding of these medals and special awards is based on a rigorous judging process. During the Main Round of Judging, each project is evaluated three times by different judges. All aspects of each project are examined and evaluated using common and clearly defined criteria. Judging for special awards is done by a team of judges that examines all projects in the Fair. After careful consideration, that often includes visiting projects a second time, the team determines which project is most suitable for each of the special awards. At the completion of the Main Round of Judging and after all of the judging sheets have been tabulated and results summarized, all judges assemble with the Judge-in-Chief for a Plenary Session. The purpose of this session is to confirm the selection of the top three projects in each division and the projects that will receive the special awards. The top three projects in each category will also be determined at this time. An initial ranking of the top three projects in each division and category will be made with the understanding that in some cases, this ranking may be changed based on the Second Round of Judging. The Judge-in-Chief will facilitate the selection of medal and special award winners to ensure that the process proceeds smoothly, is done fairly, and is completed within the prescribed timeline. After the Plenary Session, a Second Round of Judging will take place. The purpose of this round of judging is twofold: Any unresolved ties and decisions about special awards will be resolved at this time and a re-judging of the top exhibits that may qualify for the Canada Wide Science Fair (CWSF) will take place. In this regard, a special group of judges will be selected by the Regional Science Fair Judging Committee and the Judge-in-Chief to re-judge exhibits for the CWSF. The CWSF Judging Group will be given a list of potential Canada Wide Science Fair projects by the Chief Judge. The list will identify projects that are considered to be of a calibre satisfactory to attend the Canada Wide Science Fair. This determination will be based on project standings and marks resulting from the Plenary Session. Marks considered acceptable to attend the Canada Wide Science Fair should be over 80%. The Canada Wide Science Fair Judging Group will collectively go to each project and ask the participants to give them a presentation of approximately ten minutes on their project. Based on the presentations and further deliberation, the CWSF Judging Group will decide on the merits of each project and its potential for success at the Canada Wide Science Fair. The CWSF Group will then provide the Chief Judge with its decision on the ranking of these projects in terms of their suitability to attend the Canada Wide Science Fair. The Group's decision shall be based on the presentation capabilities of the participants, project content, project summary, and general overall merit of the project. Finally, award and medal decisions made during the Plenary Session and Second Round of Judging will be reviewed and confirmed by the Chief Judge in collaboration with the Awards Chairperson and the Regional Science Fair Committee Chairperson. 1.2 Project Disqualification While extremely rare, it is possible that a serious breach of the rules governing eligible projects will occur. North Bay Regional Science Fair Page 1

2 For example: A project may have been copied from a previously published work without acknowledgment; A serious breach of the rules involving the use of animals or the participation of humans may have occurred; or The work presented by the finalist was done by others. If an apparent breach is discovered before the Fair, during the Fair but before the Awards Ceremony, or after the Awards Ceremony and the evidence is compelling, NBRSF has the authority to disqualify the offending project, thus nullifying the project's eligibility for any awards. Such a disqualification may be the subject of an Appeal. 1.3 Appeals Concerning Judging Results or the Disqualification of Projects Although, the judging of projects and the giving of medals and special awards is done with the utmost of care and sense of fair play, and project disqualification would occur rarely and only after careful deliberation, both procedures may be the subject of an Appeal. An Appeal will normally be considered only after the NBRSF Chief Judge has received a Request for Information from the Fair participant and sponsoring teacher. 2 SCOPE OF THIS DOCUMENT This document pertains to Requests for Information and Appeals concerning judging results, award decisions, and project disqualification 3 DEFINITIONS Days Participant Appellant Respondent - will mean total days, irrespective of weekends or holidays. - refers to current NBRSF registered participants and their sponsoring teachers, - refers to the participant appealing the decision. - refers to the body whose result or decision is being appealed, in this case, the North Bay Regional Science Fair. 4 INITIATING A REQUEST FOR INFORMATION (RFI) OR APPEAL 4.1 Only a participant may initiate a RFI or an appeal. 4.2 Normally sponsoring teachers will submit a RFI on behalf of his/her student(s) who are registered Fair participants. 4.3 The RFI must be in writing, either on paper or via and it must be sent to the NBRSF Chief Judge. 4.4 An Appeal will not be considered until a RFI has been submitted and the response received. 5 REQUESTS FOR INFORMATION (RFI) The vast majority of concerns about the judging process and outcomes or project disqualifications are allayed by a thoughtful, fact-based response from the NBRSF Chief Judge. This route is strongly preferred and every effort must be made by all parties to resolve issues and concerns at this level. The following is the protocol for submitting and responding to a RFI: a) A RFI must be submitted by a registered Fair participant and his/her sponsoring teacher in writing, on paper or via , to the NBRSF Chief Judge. b) It is incumbent on the Chief Judge to acknowledge receipt of a RFI immediately and to notify simultaneously the NBRSF Committee Chair that a RFI has arrived by providing him/her a copy North Bay Regional Science Fair Page 2

3 of the submission. c) It is incumbent on the NBRSF Chief Judge to provide a timely response. In the event of delays, a legitimate reason for the delay (e.g. difficulty in contacting the judges involved) and the expected date of response must be provided. d) The response (hard copy or ) shall be sent to the individual who submitted the RFI, with a copy to the Chair of the NBRSF. e) A RFI may be submitted any time after the Fair Awards Ceremony and before midnight of the seventh (7th) day following the day of the Awards Ceremony. The NBRSF Chief Judge shall provide a written response within seven (7) days of receipt of the RFI. 6 GROUNDS FOR APPEAL Not every judging result and/or award decision may be appealed. A judging result and/or award decision cannot be appealed, nor can an appeal be heard, on substantive grounds relating to the merit of the science contained in the project or the quality of other aspects of the project, as assessed by the judges of the project. Judging results and/or award decisions can only be appealed, and appeals may only be heard, on procedural grounds, the procedures being strictly attributable to the Respondent. Examples include: a) Making a decision concerning a judging result or an award for which the Respondent did not have the authority or jurisdiction as set out in NBRSF governing documents. b) Failing to follow procedures as laid out in the procedures or policies of the NBRSF. c) Reaching a judging result or making an award decision that was influenced by bias. 7 APPEALS 7.1 An appeal is permitted only if a valid RFI on the same matter has been made and the response received. 7.2 Appeals are made to NBRSF and submitted to the Chief Judge. 7.3 Appeals must be submitted by midnight of the seventh (7th) day following the day on which the response to the RFI was received. 7.4 An appeal must be in writing, include the RFI and the associated response, and be accompanied by an administrative fee of $ The fee will be refunded if the appeal is successful. 7.5 Members of the Appeal Panel a) The Appeal Panel will be comprised of three individuals who will have no significant relationship with the affected parties, will have had no involvement with the decision being appealed, and will be free from any other actual or perceived bias or conflict. b) The Chair of the North Bay Regional Science Fair Committee will appoint the Appeal Panel c) The Panel's members will select from themselves a Chairperson (voting). d) The NBRSF Chair will serve as secretary (non-voting) to the Panel. e) Members of the panel will be selected from past judges, local scientists, engineers, and science educators who have no vested interest in the matter of the appeal. North Bay Regional Science Fair Page 3

4 7.6 Preliminary Conference a) The Panel may determine that the circumstances of the appeal warrant a preliminary conference. The matters which may be considered at a preliminary conference include: (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) Dates the appeal is to be heard Format of the appeal whether it be by telephone, by or online. Timelines for the exchange of documentation. Clarification of issues in dispute. Clarification of evidence to be presented to the Panel. Order and procedure of hearing. Identification of witnesses (if any and if appropriate). Other procedural matters which may assist in expediting the appeal proceedings. b) The Panel may delegate to its Chairperson the authority to deal with these preliminary matters. 7.7 PROCEDURE FOR CONDUCTING A TELEPHONE HEARING Where the Panel has determined that the appeal will be held by way of a telephone conference call (or series of conference calls), it will govern the appeal by such procedures as it deems appropriate provided that: a) The hearing will be held within 15 days of the Panel's appointment. b) The Appellant and Respondent will be given 10 days written notice of the date, time and place of the hearing. c) A quorum will be all three Panel members. d) Decisions will be by majority vote, where the Chairperson carries a vote. e) If the decision of the Panel may affect another party to the extent that the other party would have recourse to an appeal in their own right, that party will become a party to the appeal in question. f) A representative or advisor, including legal counsel, may accompany any of the parties. g) The Panel may direct that any other person participate in the appeal. h) The Panel may consult the Appellant, the relevant judges, the NBRSF Chief Judge, external experts, or anyone else it deems necessary. 7.8 PROCEDURE FOR DOCUMENTARY HEARING Where the Panel has determined that the appeal will be held by way of documentary submissions, it will govern the appeal by such procedures as it deems appropriate provided that: (i) (ii) All parties shall be given a reasonable opportunity to provide written submissions to the Panel, to review written submissions of the other parties, and to provide written rebuttal and argument. The applicable principles and timelines set out in Section 7.7 are respected. 7.9 A draft of the decision of the Appeal Panel shall be conveyed in writing to the NBRSF Chair The NBRSF Chair shall review the draft decision to ensure consistency with policy, clarity, and appropriate tone The NBRSF Chair is responsible for delivering the final version of the appeal North Bay Regional Science Fair Page 4

5 decision to the person who initiated the appeal The appeal decision is normally to be received within twenty-one (21) days of submission of the appeal itself. If there are extenuating circumstances that will prevent the delivery of the decision within this 21-day period, the complainant must be so notified in writing and provided with reasons for the delay The decision of the Appeal Panel is final. No further appeals on a given matter will be considered by the NBRSF Committee. North Bay Regional Science Fair Page 5