Coaches Letter for Registration at Santa Ana College
Middle School (Division B)
Please read all of this letter. It contains important instructions for registration at Santa Ana College for Regional Science Olympiad 2012
January, 2012
Dear Coaches,
On behalf of Santa Ana College, I would like to welcome you in advance to this year's Science Olympiad competition, which will take place on Friday, March 2, 2012. We are pleased to have the opportunity to host this event, and we hope that you will enjoy our facility.
There is a map of campus included on the website where you will register (more later in the letter). Busses should unload students in the guest parking lot (in front of the administration building, building S on the college map), but they have to park on the southeast corner parking lot (at the Bristol & Washington corner parking lot). They don’t need a parking pass. Note: there is a link to the campus map on the website described later in this letter.
Registration on the day of the Olympiad will take place outdoors on the walkway between the administration building (building S) and Russell Hall (building R). Signs will be posted so that you can see where the students register, and where the coaches and parents are requested to check in. Events will start promptly at 9:10 AM.
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Each student may compete in a maximum of 4 events. If we find a student who has competed in more than four events when we check the lists at the end of the day, your team will be disqualified from all events in which that student competed. Please ask your students to bring their school photo identificationwith verification of grade level on the day of the competition in order to verify their identity at registration, and at each event. Students must sign in at registration, show their identification, and receive a wristband. They will also be expected to show their identification and their wristband at each event. Without an ID card, they may not be able to compete.
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Food service is available in the cafeteria in the Johnson Campus Center, building U (2nd floor), and includes hamburgers, pizza, Chinese food, and so forth. Food service opens at 8AM and closes for all purchases at 1:30 PM. Feel free to bring your lunches and snacks if you do not wish to purchase any cafeteria items.
You are welcome to set up your "team headquarters" anywhere on campus. Just remember to be respectful of others who may be using the building and to keep your area clean and well-maintained. The majority of the competitions will take place in or near Russell Hall (building R). There are plenty of green areas and benches for your use. There may be other activities in the Campus Center, so please don’t set up there. If there is rain on March 2, we will advise you about which rooms on campus you will be able to use for shelter at registration.
Registration on the website: Registration for the Santa Ana College site this year will be done on the Golden West College website, www.goldenwestcollege.edu/scienceolympiad (this address is case sensitive). This website will be completely corrected for this year on February 1, but registration cannot be attempted till Monday, February13 at 8 am. Registration will continue till February 22 at 4 pm.
This year you will be able to go in and edit your registration until the close of the registration process on Wednesday, 2/22/11 at 4 pm. When you register, be sure to write down your registration number and password so that you can get back in to edit any errors. You must have a minimum of 10 events entered by your team. A maximum of five 9th graders can be registered for a Division B team.
You must submit your registration sheet between the dates of February 13 and February 22 (by 4 PM). Please try not to wait till the last minute.
We will schedule the building events in advance IF YOU SEND AN EMAIL TO DR. GRIMES AT GWC BY WEDNESDAY, February 22, at 4 PM (cgrimes@gwc.cccd.edu ). List all times that your students are available for a particular event (not just their preferred times, although you can indicate that, but all times!) If you don’t do this, your students will have to sign up for a time slot the morning of the Olympiad. Signup sheets will be available on the door of the room where the event will be held. We hope to make this signup available online next year, but will stick with this mode for 2012.
If you give Dr. Grimes the scheduling information, we will return the event list to you prior to March 2. It will also be provided in your coaches’ packet on the day of the Olympiad. We will also provide assignments for parent volunteers ahead of time.
We regret that we cannot accommodate changes of event times. Please structure your team so that the students can compete at the proper event time (odd or even).
All projects for building events must have a school name written on them. They should be left at the testing site until 2:30. This is critical in case there is a grievance and arbitration is needed to resolve any issues. After issues have been resolved, ALL projects need to be picked up and removed. If they are not picked up by 3 pm, or left on campus, points will be deducted from the team total.
We hope that pre-scheduling events will alleviate a certain amount of stress for the coaches and teams. If there are any changes of rooms, an announcement will be posted on the website, and you will also be notified at check-in. Changes in student participants made after February __ will be accepted only if the original student is ill or there is some other documented emergency. The Change of Participant form is available online in case this happens, and any such change requires 2 copies of the form. One copy is to be approved at registration, and the other should be brought to the competition by the student. Please list only one change on a page.
The time between the end of the competitions and the start of the awards (roughly 2:30 – 4:30) is a great time to go to dinner, host a team meeting to debrief the day, or some other constructive activity. You are requested to return to the Awards Ceremony by 4:30 pm in Phillips Hall Theater, building P. Please note that no food or drink (especially gum!) is allowed inside Phillips Hall Theater. Coaches – please make sure that someone enforces this rule for your team so that we don’t have any messes left behind.
For emergencies on the day of the competition, please call the division office at 714-564-6600.
We are eagerly anticipating your participation on March 2. SAC loves doing Science Olympiad, and look forward to making it a great day for everyone. Let’s hope for good weather, and a fun day for everyone!
Sincerely,
Kathy Takahashi, Ph.D.
Associate Professor of Biology
