Participant

Quick Reference Guide for Participants
Getting Started & Registration: Navigating zFairs | Registration Forms, Signatures & Uploads: Forms and Paperwork Upload | E-Signing Hold Harmless and Media Release Forms Fees & Store: Paying Registration Fees | Buying Merchandise Judging & Contests: Peer Review | Virtual Judging & Interviews Results & Certificates: Looking Up Historic Awards | Project Showcase | Participation Certificates

Participant Registration

Tips

• Single Account Policy: Do not create multiple accounts for the same participant. Creating duplicate accounts creates confusion for event staff and can delay assistance.
• Information Updates: If you make a mistake during registration, don't worry. Your teacher, fair coordinator, or staff member can help you make corrections until the profile freeze date.
• Save Progress: Once started, you can exit and return later to finish. Your saved information will remain in place.
• Login Help: If you forget your username or password, use the Login Help link on the login screen, or sign in using Google, Facebook, or Microsoft single sign-on.

Getting Started

You will need to create a new account for each annual event you enter. Once your account is created, log in with your credentials to complete your project and entry details.

Registration procedures vary based on how your event director configured the site setup. Below are the possible registration workflows—simply follow the instructions that match what you see on your screen.

Note: If your project was selected to advance to a higher-level event already hosted on zFairs, you do not need to create a new account. Log in using your existing credentials and follow the prompts to update your entry information.

Navigating from the Home Page

There are two places you can go to sign up to register. The main place is “Create Account” which is found in the menu at the top of the page. Just scroll down to “Participant” or "Student" to start registering.

Your Home Page may also have a place to register on the right side of the screen.

Basic Style registration

Account widget new style

After clicking “Register” or “Create Account” you will need to choose “Participant” (Student) to continue on to registration.

NOTE

If you get a screen that says registration is closed, you will need to wait to register until the date listed.

Following a Link That Was Emailed to You

You may have received a link to register. In most cases, these links will take you directly to the registration page. However, sometimes directors send the URL to the event site instead.

If you received a link to the registration page, fill in the required information.

Where This Page Can Vary

• You may be asked for a user name.
  • Note: If you are not asked for a username, your participant ID or your email address will be your username.
• You may not be asked for participant ID (a.k.a: student ID).

To Create an Account

1. Fill in your First Name, Last Name, and a viable email into the fields, and click “Save and continue”.
2. On the next screen, you will be asked to verify your email address. You will be prompted to check your email for a verification link. Open up your email and click on the link.
   • Emails are sent from NoReply@zfairs.com. Check your SPAM folder if you don’t see it in your inbox.
   • Some school computers and school email addresses block emails from zFairs. It is always best to use a personal email.
   • If you used a personal email and still did not receive an email, use a different device, like a cell phone, and go to the log in section and use the “Login help” to resend the email verification link.
   • You DO NOT need to recreate an account if you already entered your information in the “Sign-Up Now” section, even if you tried to sign up for the event weeks ago. Using the Google/Facebook/Windows sign in will allow you to send a new email verification link or will take you to the Profile Page.
   • If you are still having trouble receiving a verification email, reach out to us by emailing support@zfairs.com.
3. You have now reached the Profile page. Fill out all the fields. Any fields marked with an asterisk (*) are required and you cannot proceed without filling these in.
4. Choose a password. The password requirements are:
   1. 6 characters
   2. At least one number
   3. One uppercase letter and one lowercase letter
   4. One special character (` ~ ! @ # $ % ^ & * ( ) _ + - = [ ] \ { } | ; ' : " , . / < > ?)
5. Save and Continue.

Where This Can Vary

After saving the profile page, you may see a page with additional questions. These may be required, so read them carefully and save and continue when you are finished filling them out.

You may see the "Policies" page and/or a checkout option here. This means that your account is created before you fill in your entry information. Even though you are prompted to continue with your entry information, you are welcome to exit zFairs and navigate back to fill out your entry information later. (See Submission to learn how to submit your project)

Entry Pages

Entry pages will vary greatly depending on the type of event you are participating in. If you are an NHD student, follow the registration guide found HERE.

For all other participants, here is the standard registration workflow for K–12 competitions. While the specific fields may vary based on your event's setup, the overall process remains the same.

Follow up with your teacher or event coordinator if you get stuck or are confused with how to proceed.

1. Pick an entry option. Most participants are going to “Start a New Entry”. The exception is if you are on a team, and your team leader has registered. Then you will want to “Link to Existing Entry”.
   • Team Projects - To join as a team project, acquire the project key for your team.
     • If you are the first on your team to register, then fill out the Project/Entry information fields as you normally would. Be sure to check the "Will this be a team project" box on the Entry Info page.
     • If you are joining an existing Project/Entry, get the project key from someone who is already registered on the project/entry, and then click on the Link / Join Existing Team Project button.
       • Team members can find this project key when they finish their initial registration on their account confirmation page, or after they are registered, in their profile by clicking on their name in the menu, selecting My Profile. Under the Entry tab, then in the "Project Key" field. You can copy and paste the key to send in a message to team members.
       • The Project Key will look something like the following: c2a734ff-aa31-40a1-a5a4-c2d86009fbf2
       • DO NOT include spaces when entering the key into registration.
       • If you forget or don't link to your team's existing project/entry during registration, you will need to contact the event Coordinator or a Staff / Admin user for the event to get assistance in getting your team linked properly.
2. The next group of pages are the Entry pages. The progress bar at the top will show these pages as small circles and you can use this to see how far you have to finish registration. You may see some or all of these pages. Content may vary.
   • School Page:
     • Select your school from the drop down list or select “Not Listed” to add your school to the list, and then choose it from the drop down.
     • Select your teacher from the drop down list or select “Not Listed” to add your teacher to the list and then choose them from the drop down.
     • Select your grade from the drop down. If your grade is not showing, you probably are not able to participate in this event. Talk to your teacher or the fair director to make sure you are able to compete.

     *You may not be able to add your teacher or school. If this is the case, and you do not see your school or teacher, reach out to your teacher first to see if they have registered, then contact the event coordinator.

   • Entry Page:
     • This is an example of some of the fields you may see. Keep in mind that these fields may vary, and some may be required. Enter in:
       • Title
       • Choose category from dropdown list
       • Check the box if it will be a team project
       • Add a description*
       • Check the box if you want your entry to be considered for ISEF
       • Enter in your Project/Research Plan*
       • Add your Abstract*
       • Upload your display board, Log Book, and any images (PDFs work best, but you should be able to upload most any other file types. Reach out to your fair director if you have any questions.)

     *You can copy and paste from a document into these fields.

   • Additional Questions: These may be required, so read them carefully and save and continue when you are finished filling them out.
   • Mentor Information:
     • Fill out your mentor information. You can add more than one mentor if needed. Click “Save and Continue” to bypass this page.

Forms

Forms can be submitted by uploading or filling out interactive forms. Depending on your event’s setup and needs, the forms pages can look different.

• If you see a "Paperwork" tab, navigate to Paperwork Upload to read how to submit these forms. Also, with this type of paperwork, you may have an additional "ISEF Wizard" tab/page. Read through the wizard and check the boxes that apply to your project. This will control which forms show as required.

Paperwork uploads page

• If you see a different type of tab, navigate to Forms Packet to read how to submit these types of forms or access the information within. A forms wizard may pop up when navigating onto this page. Respond by checking the boxes that apply to you and your project. This will control which forms show as required.

forms packet page during registration

1. Make sure you upload any forms that are labeled as required.
2. ALL forms can be bypassed during registration, and can be filled out/added later (this is recommended).
3. Any forms with a template file or “download template” option showing means you can download the form to fill out. Most of these forms can be filled out online and be printed to be signed, or saved to your personal files then be uploaded into zFairs.

Policies and Fees

• The Fair Policies Page is the last page before you are required to pay the fair registration fee. Read through each section and check the box next to each section. You may be required to type in your name before you can proceed.
• Fees are not always required. Navigate to Making a Purchase for instructions on how to pay fees or purchase items.

Congratulations! You should now see an account confirmation page. If you have team members, don’t forget to copy the project key and send it to them. You can now log in and out of your account as needed.

Navigating zFairs

Take a look at your site. There are lots of variations among events, but here are some things that you may see once you log in:

• Home - This will guide you back to the home page if you navigate away from it. You can also get back to the home page by clicking on your event’s logo.
• Your Name - Everyone who logs in will see their name in the menu. Clicking on your name will provide you with several options:
  • My Profile - This will give you access to your profile, entry, and paperwork. Take a look at the tabs on the top. They may vary.
    • Profile: Access to your demographic information that you filled out during registration. You will be able to edit this information if needed
    • Entry: This will give you access to all your entry and forms information. You can also edit this as needed. You may have to click into your entry to access your information, if your fair has multiple entry types.
    • Orders: This will show you if you paid a fee or bought merchandise. Click into the blue “Invoice” to see a receipt of your transaction.
    • Misc: This tab shows if you have release forms that need to be signed (or if they have been signed). You can request a signature from here as well. This tab will also allow you to remove your account if you no longer wish to participate in this event. You will need to contact your event director if you paid a fee so you can be given a refund.
  • Change Password - Use this to change your password
  • Leave this event - This will allow you to remove your account from this site if you no longer want to participate in this event. Note: you will need to contact your director to be refunded any fees.
  • Logout
• Paperwork - You can access your events forms from the menu by selecting the packet or “paperwork” from the drop down. Navigate to “Paperwork and Forms” to see how to fill out or upload forms and other paperwork into zFairs.
• Messages - Any time your event sends you an email through zFairs, whether for communication about the event or whether your form's status has changed, you will see the messages here as well. You can not reply to messages here, but it does provide another way to keep track of any communication from your event.

There are several other items that can appear in your menu. We suggest that you click into each to get to know your event and where to find information.

Event App

Does your event have a zFairs app?!

An event app is a great tool to have especially on event day. To download the app, visit your app store (apple or android), and search for zFairs. Once you download the app, open it. This will ask you for an Event Code. This is an eight (8) character code you will need to get from your fair director. Once you have entered into your event, the app will always open to it.

Clicking on the bell on the right side will open messages. You can opt in to receive live notifications texted to your phone as well.

Clicking on the three bars on the left will open your event's menu. Click into each of these to find out all sorts of information including maps, access to login to your zFairs site, and FAQ's.

Judging/Scoring

Peer Review

When Peer Review is on and the person is eligible to submit a Peer Review:

1. Login to your zFairs profile.
2. "Peer Review" will show in your menu.
3. That link opens the Judging Portal in a new tab. Click to enter it.
4. In the Judging Portal, you will only see peer-review rounds, not "Judge" rounds.
5. Click on one of the entries you are assigned to and fill out the rubric.
6. Click Submit when you are finished.
7. The scored entry will show in grey.
8. Continue to score all the projects given to you as instructed by your fair director.
9. When you are done, you can "x" out of the Judging Portal.

Virtual Event

AutoPlop

If your event coordinator has opted to use the AutoPlop feature there are a few things you should know about this Virtual Judging Only feature.

• There will be no assigned interview times
• You will log in on the day of the fair at your appointed start time and click the Virtual Contest and then the I'm Ready button
  • Once you click the I'm Ready button don't navigate away from that page. Doing so will remove you from the queue and could prevent you from being judged
  • AutoPlop will pair you with appropriate Judges and the appropriate number of judges and then place you in your Project/Entry Virtual Interview Room (NOTE: You can also manually access your Virtual Interview Room by clicking the Blue Button at the left but only do this if directed to do so by a Staff or Admin user for the event)
  • When AutoPlop places you into a room with judges give it a full 60 seconds before being concerned that something didn't connect properly. It normally takes just a few seconds, but depending on everyone's connection speeds it could be delayed slightly.

Scheduled Interviews

If your event coordinator has opted to use scheduled interviews, log in and click on Virtual Contest to view your interview times in chronological order.

When it is time for your interview:

1. Log in to your account.
2. Click the Virtual Contest menu option.
3. Click the blue Enter Virtual Judging / Interview button.
4. Complete your interview.
5. Click the red Leave or Hang Up button to exit when finished.

Tip: Test your video and audio connections in advance by logging in on two different devices to ensure your local network does not block video feeds on fair day.

After the Fair

Congrats you made it through. Depending on your event's configuration you may be able to log in and see your awards as well as print out any associated certificates.