Forms and Paperwork (Participants, Parents, and Teachers)

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Revision as of 08:48, 27 October 2026 by Anna (talk | contribs) (→Fill Out a Form)
FORMS DO NOT NEED TO BE SUBMITTED IN ORDER TO FINISH REGISTRATION!!

There are three types of forms/paperwork submissions in zFairs.

  • Paperwork Uploads
  • Form Packets (Interactive/E-Sign)
  • Hold Harmless and Media Release (Auto Send)

This will guide you through all three and what participants, parents, and teachers need to do to get these signed and submitted.

Paperwork Upload

Your fair may opt to have you collect wet signatures and upload them into your entry (some events may also utilize Paperwork Upload for additional entry submissions). If your screen matches the image below, follow these steps:

Paperwork Upload Page

How to Upload a Form

  1. (Optional) Run the ISEF Wizard: If your event is ISEF-affiliated, fill out the wizard first to determine which forms are required for your project. Navigate to ISEF Forms Wizard to learn more about how the wizard works.
  2. Get Form Templates: Click "Download Template" to open a template. Fill in any electronic fields, print the form, and gather all required physical signatures before uploading.
  3. Select Your Form: Choose the specific form you wish to upload from the menu on the left side of the page.
  4. Select Your File: Click "Choose PDF or Image" to browse and select your file (supported file types include PDF, PNG, JPEG, DOC, etc.).
  5. Preview Document: Check the document preview that appears below to verify everything is legible and complete.
  6. Upload: Click "Upload" to submit your form to zFairs.
  • Note on Registration: You can click "Save and Continue" to bypass this step and complete registration first. To return later, click "Paperwork" in your main navigation menu.

Forms Packet/Interactive Forms (E-Signatures)

Note: the name of the packet will vary, but the layout of the form "boxes" will look the same.

Forms Wizard

If your forms have a wizard, you will be prompted to fill this out first, BEFORE you receive any forms. The wizard will control which forms you see and may also mark which forms are required.

  1. Read through the wizard and check the box next to any statements that are TRUE for you.
  2. Click Save and Continue.
  3. If you don't see the correct forms, or you don't see all the forms you think you should have, Click on "Show Form Wizard" and you can resubmit your answers.
ISEF FORMS AND WIZARD

Navigate to ISEF Forms Wizard to learn more about ISEF Forms and filling out the wizard.


Fill Out a Form

  1. Click on any form title to open it.
  2. Type your responses directly into the blue form fields.
  3. Clicking on Pink fields will prompt you to gather a signature.
  4. Form Buttons:
    • Save: Stores your inputs and leaves the form open.
    • Save & Close: Stores your inputs and returns to the form overview page.
    • Close / Back: Returns to the form list (unsaved changes will be lost unless saved first).
    • Download: Downloads a copy of the single open form.
  5. Click on the UPLOAD tab at the top to upload a prefilled form instead of filling it out digitally. You can also use the UPLOAD section to include additional documentation.
  6. Once form is uploaded, it auto saves.

Viewing Hidden Forms

  • Click Show Hidden Files to view forms marked File Not Required.
  • Click Hide Hidden Files to collapse the view back to active forms.
  • Note: If you have already begun filling out a form, it remains visible on your main page even if wizard updates mark it as File Not Required.


Sign a Form

Student E-Signature

  1. Click Sign on your signature line.
  2. In the Signers Information window, verify your name, initials, and email address (optional: enter cell phone number for text notifications).
  3. Check the box: "I understand that this is my electronic signature and is binding."
  4. Click I Agree & Start Signing.
  5. Complete all designated signature lines, then click Submit.

Requesting External Signatures

  1. Click Sign on an adult signee line to open the Sign Request dialog.
  2. Choose the delivery method: Email, Text Message, or Link.
  3. Enter the recipient's email address or cell phone number.
  4. Keep the `[LINK]` tag intact inside the message text box (it automatically generates the recipient's secure sign link).
  5. Click Request/Send.

If you have ISEF forms, an SRC signature requests a signature internally. This window asks if you are ready to submit the form to the SRC chair. Click Request/Send to notify the SRC of the signature request.


Release Forms

Release Forms may be automatically sent to Parents after their student/child participant has registered for their event. These forms are a Media Release and/or a Hold Harmless form.

Participants will need to enter in a viable email address for parents during their registration for the forms to be sent automatically.

Participants will not see these forms during their registration, but they have access to resend/copy the signing link in the MISC. tab found in their profile.

Signing Instructions for Parents

  1. Open the email from NoReply@zfairs.com and click on the link to open the form. (Look in your SPAM folder if you do not see it in your inbox. Also, be sure to add NoReply@zfairs.com to your contacts to ensure you receive all communications from this event.)
  2. The page shows the form title and your child's name at the top.
  3. Read the form before you sign.
  4. A media release asks this question:
    • Do you give permission for us to release photos, video footage, and comments relative to my child's participation?
    • A hold harmless form does not include this question.
  5. After reading through the form, scroll down to Signers Information - Parent / Guardian.
  6. Enter your first name, last name, and email. You may be asked to confirm your email address by entering in a code that was emailed to you. Enter in the code to confirm.
    • Choose YES, I give my permission to allow the release.
    • Leave NO, I do not give permission selected to refuse the release.
  7. Type your FULL name as it prompts you to in the Signature field.
  8. Click Sign.
  9. You can see confirmation that the form was signed at the bottom of the form. You can now close the window.

Student's Replying to Review Comments

You may receive emails with the status of your paperwork. If a paperwork reviewer made a comment about your form, you will be able to read it in this email. However, you can not reply back to the commenter by replying to the email. Instead, do this:

In Paperwork Upload

If this is set up for your event, you will see a Comments section right below where you upload forms. Below that, you will see a Reply section. Type in any questions or comments you may have about the paperwork and the SRC and Paperwork reviewers will see it.

In Forms Packet

If this is set up for your event, on the form area, if the reviewer made a comment, you will see a notification. Click into the form, then on the Comments tab to be able to read the comment and reply back if needed.

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