Policy on Photography

Intent of Policy:

To establish a policy for the handling of photographs taken during WCSEF by the official photographer.

General Provisions of Policy:
The Official WCSEF Photographer will be taking photographs during WCSEF of participating students, judges, teachers and other people in attendance. These photographs may be used on the WCSEF web site, on promotional flyers and brochures, sent to Special Awards Donors and any other forms used to promote WCSEF.

To comply with the Children’s Online Privacy Protection Act of 2000, WCSEF does not include Identifiable Personal Information when using these pictures on the official WCSEF web site.

Parents/ Guardians of students competing at WCSEF will be informed of this policy via the “Parent (Guardian) Consent and Photography Release Form”.

Photography Release Form:
A signed “Parent / Guardian Consent and Photography Release Form” will be required for every student competing at WCSEF. This form is a requirement to complete registration. Failure to complete registration will prevent a student from participating in the WCSEF.

Identifiable Personal Information Policy

Intent of Policy:
To establish a policy for the handling of Identifiable Personal Information of students competing in the WCSEF.  This policy will comply with the intent of the Children’s Online Privacy Protection Act of 2000. General Provisions of Policy:
WCSEF will not sell any Identifiable Personal Information for any purpose. WCSEF will not release any Identifiable Personal Information for commercial purposes.  In addition, Identifiable Personal Information will only be released to sources authorized by WCSEF such as Special Award Donors.  Parent / Guardian consent is required before any Identifiable Personal Information is released for any publicity purpose such as posting to the official WCSEF web site or sending press releases to media sources, teachers, or school representatives.

Refer to the section titled “How Identifiable Personal Information is Used” for specific details.

Identifiable Personal Information collected:
The following information is collected from every participating student in grades Kindergarten through 12th via the Entry Form:

  • First and Last Name
  • Home Address
  • Home Phone Number
  • E-mail (Form gives the choice of either supplying student’s or Parent’s e-mail)
  • School
  • Grade
  • Teacher’s Name
  • Title of Project
  • Category of Project


How Identifiable Personal Information is used:

The collected Identifiable Personal Information is used only for the operation of the WCSEF. Uses of Identifiable Personal Information are as follows:

  • Register students.
  • Create administrative reports.
  • Track entry fees, forms, and awards.

WCSEF will use the Identifiable Personal Information to contact students for registration inconsistencies. Contact may be made by telephone, e-mail or mail. In the cases of younger students, parents / guardians are usually contacted instead of the student.

WCSEF will use the Identifiable Personal Information to mail items to participating students such as uncollected awards.

Special Awards: WCSEF will provide Identifiable Personal Information to Special Awards Donors for the purpose of completing their awards process.

Press Releases: WCSEF will only release Identifiable Personal Information with Parent / Guardian consent. Press releases may be sent to media sources, teachers, or school representatives. WCSEF will not release addresses or phone numbers to the media. If media sources request more information or an interview from the student, WCSEF will contact the parent / guardian and relay the request.

Web Site: WCSEF posts Identifiable Personal Information on the official WCSEF web site only with Parent / Guardian consent. The following information is posted to the pre-registration web page for identifying pre-registered students:

  • Student’s Initial of First Name and Last Name
  • Student’s School
  • Student’s Grade

The following information is posted to the awards web page for first place and Special Award winners

  • Student’s Initial of First Name and Last Name
  • Student’s School
  • Student’s Grade

WCSEF Student Participant Protection Policy

Intent of Policy:
To safeguard student participants during the Whatcom County Science and Engineering Fair (WCSEF) one-day event.

General Policy Provisions:
WCSEF is committed to providing a rewarding educational experience ‘Promoting Future Scientists and Engineers’ and recognizes the benefit to everyone involved by implementing safeguards for the student participants.

WCSEF Board Members have adopted and implemented policies for the safety of student participants during the WCSEF event.

WCSEF Student Participation Safeguard Guidelines during the Fair:

  1. All personnel working on behalf of WCSEF are briefed and agree to report any concerns about a student’s or a person in attendance negative behavior.
  2. WCSEF appointed monitors are present in the student project areas during the Fair specifically to observe the proceedings.
  3. WCSEF appointed roving monitors with radios patrol the WCSEF event site.
  4. WCSEF appointed on-premise security patrol the event site during the Fair.
  5. Local law enforcement and fire officials are notified in advance of the Fair and may provide a visual presence during the Fair.
  6. WCSEF Judges are paired, at a minimum, when interacting with the student participants.
  7. WCSEF requests Special Award Judges be also paired and will provide an observer if the special award representative cannot provide a second person.
  8. WCSEF maintains constant telephone availability for incoming and outgoing Fair related calls providing student/parent telephone access during the Fair.