Embedded Files
We will pull your contact information and send you links to your team registration files.
This year, as in previous years, we will implement our tried and true team registration system. The team sheets are effectively Google Sheets where you can select the events for which you which to register, sign up your students, and schedule them up for specific events. The act of filling it out can help you coordinate your students (it notes whether a single student might be oversubscribed, for example) and helps us plan for what is usually a huge event.
You will get one sheet for each team you register. If you have 2 teams you will get two sheets, etc. Team numbers are usually assigned on a first in first serve basis but because we need to keep teams from the same school together we may need to shuffle the numbers up until the last day of registration. We sometimes get schools that add an additional team close to the event.
There are two key deadlines to keep in mind:
29 days before the regional competition we ask that you complete the list of events you intend to participate and list your students. We need this information to help event coordinators plan for materials and supplies. Of course, last minute changes can always be made but these early estimates insure we can provide a smoothly running event.
7 days before the Regional event we lock the sheets to prevent any more changes. Of course we can make some last minute modifications (students call in sick, etc.) These last minute changes can be made on the morning of the event before 8am. You are locked into the number of events for which you signed up but the morning of the Regional we can make substitutions. To make last minute changes easy for us and yourself, print out the Participation tab of the registration file and make annotations directly on this sheet. After we make changes you will be asked to confirm that the changes correspond to the sheet. Doing it this way (rather than on a napkin or orally) really reduces the error rate and misunderstandings.
From the eMail
From the eMail
Welcome to the Science Olympiad Regional Event being held at Byram Hills High School in Armonk, NY on Sat, Feb 8th 2025. Please take some time to fill out a roster for your team using the link set in an email. Complete each form with the advisor names, student names, and events you plan to attend. If your school has more than one team you may receive more than one of these mailings. Note that you will receive a unique roster for each team. Please don't just copy an paste all your members into one list. We will shut down the ability to edit these rosters about a week before the event so we can finalize the room lists. If you need to make a change after that point please come with a printout of your roster and the changes you need to make and we will accommodate last minute alterations the morning before the events start. Do yourself a favor and bookmark these links. eMails can get lost. The most common request is to re-send the links.
The form should be self explanatory but it helps if you already have a list of your participating students and the events they are planning to attend. (Please note: if you paste lists from another source, remember to 'paste-by-value' (ctrl-shift-v or ⌘-shift-v) in order to preserve the formatting. Some of the convenience features of the spreadsheet might not work as expected when the conditional formatting rules change. In general, its always a good idea to copy and paste-by-value rather than dragging and dropping or simply copying.)
When you open the roster you should be looking at the Events tab. The team name at the top should already be filled in for you. This year we have already entered all the events into the list. Simply delete those events your don't plan to participate by tapping the delete key. Note that there is 1 events that are being tested and do not count toward you final score. When complete with this form change the 'NOT DONE' box in the upper left corner to 'DONE'.
Moving on to the Roster tab, add the advisor names and the student names for this team. Be sure to add the year the student is in high school. No more than 7 seniors are allowed on any team. As before, change the 'NOT DONE' to 'DONE' when this sheet is complete. When the whole form is done you will see a number next to each team member indicating how many events the team member is scheduled. You can use this value to determine if a team member might be overscheduled.
The next tab, Participation, allows you to assign which students will participate in which events. If the first two sheets have been done this is just a matter of selecting entries from popup menus. Change the 'NOT DONE' flag to indicate when the form is complete.
The final tab provides you with a summary schedule allowing you to see how your students are scheduled. It has been very reliable in the past but still check it carefully to make sure students are where they are supposed to be. You can print this out and blow it up to make a poster for your team room to check completed events.
Make sure you indicate whether you have completed filling out the form by changing the flag at the upper right corner to "DONE" on each of the three pages of the form.
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