Register for VDSF

VDSF registration dates

Student registration opens:  Friday, January 17, 2025  12:00:00AM

Student registration closes:  Wednesday, February 12, 2025 11:59:59PM

Final e-mail confirmations will be sent out by Saturday, February 15.

[Last updated: August 2024]

How do I register for VDSF? 

NOTE: If your school is new to VDSF or has no active teacher contact, your sponsor teacher must submit the VDSF Registration form on your behalf (Step 1).

  1. Ask your teacher sponsor for the link to the VDSF Registration form. You must be signed in as a VSB student in order to open it. Each project partner should complete and submit their own form.
  2. Check your VSB e-mail for an e-mail from VDSF within the next 24 hours. This e-mail will contain links for submitting your project profile and project abstract. If your project also requires ethics approval, it will also tell you the current status of your request.
  3. Continue to check your VSB e-mail regularly for updates to your registration status. If any part(s) of your registration are missing, follow up right away!
  4. All applicants will be e-mailed after registration closes. If your project has been waitlisted, follow the instructions listed as you may still have a chance.

NOTE: A completed registration does not automatically mean that a project has been accepted to VDSF. Keep an eye out for that confirmation e-mail.

Top 5 reasons why your registration is incomplete

  • No teacher verification: Your project was selected to represent your school at VDSF, but your teacher sponsor has not submitted their nomination form. Check with them!
  • Missing project profile and/or project abstract: Check your e-mail again. You were sent a link to this form after signing up. Maybe you started the project abstract but never finished it. Project abstracts are read by judges and used to review waitlisted projects.
  • Pending ethics approval: You either haven’t sent a request to vdsfethics@gvrsf.ca (or left vdsfprojects@vsb.bc.ca out of your e-mails) or are missing information. If you haven’t submitted a request yet, what are you waiting for?
  • Your project partner: You’ve done your part but your project partner hasn’t submitted their registration form. Check with them!

Yay, my project’s been accepted for VDSF! What do I need to do next? 

DON’T DELETE THAT CONFIRMATION E-MAIL! This e-mail contains links to various Microsoft Forms for indicating your availability for judging sessions, along with other useful info!

#1. COMPLETE THE PROJECT CONFIRMATION FORM

Submit ONE form per project

  1. Open your confirmation e-mail and click on the link to the VDSF project confirmation form.
  2. If you have a project partner, consult with them before submitting one form for your project. Make sure you choose dates & times when both of you are available on Teams.
  3. If either you or your partner’s availability changes, e-mail the Chief Judge at vdsfjudges@vsb.bc.ca immediately.
  4. All participants will receive a final e-mail with their judging schedule by. There should be no further conflicts at this point. If there are, please e-mail the Chief Judge at vdsfjudges@vsb.bc.ca immediately.

#2. COMPLETE THE PARTICIPANT CONSENT & PREFERENCES FORMS

Each partner submits their own forms. 

  1. Open your confirmation e-mail and click on the links to the VDSF participant consent form and participant preferences form.
  2. Each partner should submit their own set of forms. You are not required the select the same workshops or awards ceremony time as each other.
  3. Your parent/caregiver needs to be present to answer the last few questions on the participant consent form.

#3. ATTEND PARTICIPANT ORIENTATION SESSION 

Orientation meeting dates and times will be announced in February. Meeting links are in your confirmation e-mail.

Orientation sessions will be held on Teams and take about an hour. The objectives are:

  1. To go over what to expect in a virtual vs. in-person judging session and how to prepare
  2. To make sure students can join breakout rooms, share their screen, and play audio in a Teams meeting
  3. To review what students can/can’t bring for their project display at Langara
  4. To answer questions that haven’t already been addressed elsewhere on the VDSF blog

#4. SUBMIT REVISED ETHICS APPROVAL FORMS

Check confirmation e-mail for a link to a shared folder that you can upload your forms to.

  • You should still have the e-mail from the GVRSF ethics reviewer granting your project approval. Use it to fill in the final section on your Advice for Request or Ruling from the Committee and/or your Letter of Information.
  • Keep a copy of the e-mail granting approval on your phone and be ready to present it during the safety check at Langara.

[Last updated: August 2024]