Coaches Letter for Registration at Golden West College
High School (Division C)

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2014 Science Olympiad Registration Instructions
Golden West College

**IMPORTANT: PLEASE READ IN ITS ENTIRETY**
January , 2014

Dear Coaches,

On behalf of Golden West College, I would like to welcome you in advance to 2013 Science Olympiad competition, which will take place on Friday, February 28, 2014.  GWC is pleased to host this event, and we hope that you will enjoy our facility. A map of the campus can be found at http://www.goldenwestcollege.edu/campus_map.html.

On the day of Science Olympiad

Please plan to park in the lot off Golden West Street, on the west side of the campus.  Busses should unload students at the entrance to campus located just south of the Automotive/Diesel building.  Then direct the drivers to park at the far north part of the lot (near the tennis courts) for the remainder of the day.  Other participants, guests, and parents arriving by car may park on north side of the former Public Safety building in the west lot.  Parking permits for the north portion of the lot has been waived for this day. Parking permits will be needed for those parking south of the Public Safety building and may be ticketed if there was none. Should you get a ticket in error, please calmly proceed to Public Safety on campus (located just south of the math/science building), and the clerk will assist you.

Registration for students will run from 8:00 – 9:00 AM at the south end of the gymnasium.  Tables for the students to register will be located outside, while coaches’ and volunteers’ registrations are inside. We will provide caffeinated beverages (for the adults only!) until 10:30 a.m. Events will begin promptly at 9:10 a.m.  Coaches – please stop by to pick up your info, leave us a cell phone contact, and verify that you and your team have arrived.

Please remind your students to bring their school photo identification and have it with them at all times. Without an ID card, they may not be allowed to compete. ID must include grade level. At the time of student registration, students will be asked to show their ID before wristbands will be issued.

You may set up your "headquarters" anywhere on campus; there will be plenty of green areas and benches for your use, and part of the Student Center is available for you to use as well.  In the event of rain on February 28, we will provide a list of locations with shelter at the time of registration.

The café located adjacent to the Student Center is open from 7:45 a.m. to 1:30 p.m.  The café serves breakfast; for lunch, a salad bar, pizzeria, deli, and grilled items. You are also free to bring your own food and beverages.

On-Line Team Registration – Prior to the Event

On-line team registration will be available at www.goldenwestcollege.edu/scienceolympiad  (this address is case sensitive).  This website will be up-to-date by February 1. Registration opens from Monday, February 10 at 8:00 a.m. through Wednesday, February 19 at 4:00 p.m. No early or late registration will be accepted.

You are free to edit your registration information until the close of the registration at 4:00 p.m., Wednesday, February 19, 2014.  Please remember to keep your registration number and password so that you can return to edit your registration information.  Please avoid last-minute registrations, as we may not be able to assist you with problems that you may encounter at the last minute.   We regret that we cannot accommodate changes of event, so you need to structure your team accordingly.

You must have a minimum of 10 events entered by your team;  a maximum of seven 12th graders can be registered for a Division C team according to national rules.

Each student may compete in a maximum of 4 events.  If you disregard this policy, your team will be disqualified from all events in which that student competed.

Exceptions to changes in student participants made after February 20 will be accepted only if the original student is ill or has a documented emergency.  If necessary, the Change of Participant form is available online and requires 2 copies of the form: one copy to be approved at registration and the other must be brought to the competition by the student.  Please list only one change per page.

You can view the available times for the engineering events by visiting our Event Sign-Up System (ESUS) site at http://socalscioly.org/esus/oc/c/slots.php. ESUS will be open during the same times as the registration on the GWC site, and a direct link to this site will also be available on the website. 

Instructions for registration on the ESUS site, your username, and password will be emailed to you in advance of the registration dates.  Sign-up sheets will also be available on the door of the room where the event will be held, but the time slots will be limited.

Assignments for volunteers will be provided in advance, and we would appreciate it if you could pass those on to your volunteers.  Should there be any changes, an announcement will be posted on the website, and you will also be notified at check-in. 

On the Afternoon of Science Olympiad

All projects for building events must have a school name for easy identification.  In the event that a grievance is filed and arbitration is needed, it is critical that they are left at the testing site until the end of the testing period for that event.   After issues have been resolved, ALL projects need to be picked up and removed by 3:00 p.m. If any projects are left in the event room, points will be deducted from the team’s total.  Please be respectful of the facility and do not leave items for us to dispose of.

We will have a fun “Science Bowl” competition from 3-5 p.m., immediately after Science Olympiad competitions are over.  Each school may have one team of 4 students, so please make your assignments in advance, and get your team to the Forum on time.  All students must report to the Forum when events are over. 

The Science Bowl and the Awards Ceremony will take place in the Forum I facility (Building 12).  Please note no food or drink, especially gum, are allowed inside this room. Coaches: please enforce this policy for your team. 
Space in the Forum is limited. For safety reasons, each team can have a MAXIMUM of 15 team members plus a coach. If possible, we will accommodate a second coach for each team in the Forum. Parents and guests may view the Awards Ceremony via video streaming in Health Science 131, near the rear of the Forum.  We need your assistance to ask parents and guests to observe this request, and direct them to the alternate room. Everyone will be invited to take pictures outside at the conclusion of the Awards Ceremony.

For emergencies, please call the Dean’s office at 714-892-7711, Ext. 58990, between the hours of 8 am and 5 pm.

We are eagerly anticipating your participation in Science Olympiad.  GWC is proud to be able to host this program and is looking forward to making it a memorable day for everyone.  Let’s hope for good weather and a fun day!     

Sincerely,
LEAD Technologies Inc. V1.01
Carol J. Grimes, Ph.D.
Professor of Chemistry, Emerita
Golden West College