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New York Science Olympiad Procedures Adopted June 26, 2010
It was moved that the invitation to the State Tournamnet will be withdrawn for any team not submitting all tournament registration materials by the deadline, as specified in the letter of invitation. If materials have not been received one week before the deadline a final courtesy phone call will be given and the procedure will be implemented.
Any school that has not competed during the previous 5 years may pay for two years of registration and in the third year pay only the National registration fee. A special registration form must be completed to qualify. For the 2011 Olympiad, any team thast has not competed since 2005 qualifies for this registration.
New York Science Olympiad Policies Adopted February 2, 2008
The Board of Directors hereby establishes a time period during which regional coordinators should schedule their competitions. C Division coordinators should schedule their competitions no earlier than February 1 and no later than February 15 in a given Science Olympiad year. B Division coordinators should schedule their competitions no earlier than the fourth Saturday in February and no later than the third Saturday in March in a given Science Olympiad year. Written event materials will be provided to regional coordinators who schedule their regional competitions during the prescribed time period. Written events materials will be provided to regional coordinators scheduling earlier than the first date of the time period for their division if the materials are available.
New York Science Olympiad Policies Adopted June 19, 2004
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Official Measurements
Measurements made by the event supervisor(s) will be the basis of the official result. Measurements or estimation of values made by spectators will not be accepted as a basis for an appeal.
Time Results Become Final
The results of all regional and state Science Olympiad Tournaments will become final at 10:00 A.M. on the Monday following the tournament.
Review of Grading or Scoring for an Appeal
Event supervisors are required to remain one hour after their event ends. The event supervisor is the only person who can explain the grading or scoring of the event and, therefore, any appeals must be made within one hour after the event ends.
Region Without Coordinator and/or Site.
When a region does not have a coordinator or a site identified as of June 30, registrations for that region for the next Science Olympiad year will not be accepted until an approved coordinator and site have been identified
Failure to Perform Proctoring Assignment
A team is composed of fifteen (15) students and two (2) coaches. If a coach fails to perform a proctoring assignment, the team will be scored as a no show, and the team will be scored at n+ 2 (n is the number of teams competing at that tournament). If a coach arrives at a proctoring assignment more than five (5) minutes late the team will be assessed a penalty of 25 points. Extenuating circumstances will be handled through the appeals process.
Health and Publicity Forms
Each student or coach representing a school at a regional or state tournament must submit the following signed forms: (1) a health form; and (2) a release form for publication.
Amended Calculator Policy
New York will follow any rule on calculator use specified in the event description found in the Coaches Manual. If an event description does not provide information regarding calculator type or use, New York will allow only non-graphing or non-programmable calculators in that event.
Retention Policy Proposal
The Board of Directors hereby adopts the following policy concerning the retention of documents by the NYSSO:
Documents, including electronic documents, will be maintained in the custody of the persons listed below for the periods of time also listed below. These documents may be retained in electronic or paper form.
1. Articles of Incorporation and By-laws - Indefinitely - by the Corporate Secretary;
2. Minutes of the meetings of the Board of Directors - for 10 years - by the Corporate Secretary;
3. Contracts, Insurance Certificates for Regional and State Competitions and Memoranda of Agreement - for three years - by Corporate Chairman (“Chairman”), except that the Corporate Treasurer shall maintain custody of the insurance contracts for the NYSSSO equipment;
4. Correspondence, including e-mails, sent and received by Chairman, will not be retained unless a document relates to matters which may become the subject of an insurance claim or litigation. In such a case, the correspondence will be retained by the Chairman for three years;
5. Registration Records will be maintained by the Chairman for three years;
6. Financial Records, including Income Tax Returns, will be retained by the Treasurer for seven years;
7. Regional and State Competition Result Summaries (listing all competing teams and their scores) will be retained by the Chairman for one year;
8. Master Test Questions and Answers for each Regional Competition will be retained by the Regional coordinator for that competition for three months;
9. Master Test Questions and Answers for State competitions will be retained by the Chairman for three months;
10. Individual Student Information Forms submitted at the State competitions will be maintained by the Chairman; and Individual Student Information Forms submitted at the Regional competitions will be maintained by the Regional Coordinator for three years;
11. Student Test Papers for the Regional competitions will be maintained by the Regional coordinator or the Coordinator's delegate for two hours after the final event has concluded, and
12. Student Test Papers for the State competitions will be maintained by the Competition Director for two hours after the final event has concluded.
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