Excellence in Safety at BASEF Tom Crawford Judge in Chief, BASEF 2003

1. BASEF Bay Area Science and Engineering Fair http://basef.mcmaster.ca Sponsored by The Ontario Trillium Foundation Excellence in Safety at BASEF Tom CrawfordJudge in Chief, BASEF 2003 BASEF 2003, Sponsored by The Ontario Trillium Foundation

2. Speaker Experience • Active with BASEF Regional Science Fair since 1995 • Delegate or Alternate to CWSF 2000, 2003 • Chaperone to Team Canada at IISEF 2001, 2002 • Involved as judge, Secretary, Chair, Judge-in-Chief • BASEF J-in-C has Safety Responsibilities (SRC, Display) • Family has participated in BASEF • Electrical / automation engineer, Dofasco Inc. • Many technical and management assignments • Health & Safety is a top priority at Dofasco BASEF 2003, Sponsored by The Ontario Trillium Foundation

3. Presentation Agenda • Improvement Opportunity • Steps to Improvement • Training Program Material • Introduction, Inspector’s Role • Inspection Process • The Rules • Learning and Next Steps BASEF 2003, Sponsored by The Ontario Trillium Foundation

4. Improvement Opportunity • RSF’s have responsibility to ensure Projects are safe for Public display (YSF Rules, Host site, law) • BASEF has always done project safety inspections, but correctness and consistency has varied a lot over the years. • Student and parent understanding of rules and need has been poor. • Current beliefs about what’s “okay” are a problem --> must manage a change in beliefs. • Having enough qualified people to inspect, to reduce wait times, has been an issue. BASEF 2003, Sponsored by The Ontario Trillium Foundation

5. 5 Steps to Improvement • Understand the Rules • Understand the Skills • Develop training program • Recruit qualified Inspectors • Do it, and Learn more BASEF 2003, Sponsored by The Ontario Trillium Foundation

6. Understand the Rules • Review of YSF 2001 Policy Manual, Chapter 4 • Reasonable grasp of Trustee due diligence • Discussions with Host site Safety Officers • Review of past years safety issues • Include in the Training Program BASEF 2003, Sponsored by The Ontario Trillium Foundation

7. More on Rules… • YSF Rules are a good starting point • Some confusing parts, omissions, poor wording… • We clarified, structured, rewrote, and added some rules • There’s more to do… BASEF 2003, Sponsored by The Ontario Trillium Foundation

8. Host Site Safety... • Site Safety Officers not used to being directly consulted; they like it! • Our approach based on describing how we will meet their (expected) requirements in commonly understood areas. • We offer to include their material on Safety, Security & Emergency Response, communicated in various ways. BASEF 2003, Sponsored by The Ontario Trillium Foundation

9. Understand the Skills • Comfortable with need for strict safety rules • Patient; willing to explain rules • Interested in coaching problem solutions • Specific scientific or technical expertise • Discuss in the Training Program BASEF 2003, Sponsored by The Ontario Trillium Foundation

10. Recruit Qualified Inspectors • Look to existing Judges Database • Include this additional activity in recruiting materials; ask for interest • Include some experienced inspectors BASEF 2003, Sponsored by The Ontario Trillium Foundation

11. Recruits and Skills • wide variety: grad students to retirees; teachers to technologists; physics to biology • everyone bought into the ideas of strict safety coupled with helping every project comply with the rules • as they understood extent of the science they would see, some concern about individual ability to recognize safety issues • emphasized being comfortable with obtaining a second opinion from someone else in the group during safety checks. BASEF 2003, Sponsored by The Ontario Trillium Foundation

12. Develop Training Program • Build on past success with Judges Training Program (detailed, roles, process, pictures) • Recognize that recruits will be “newbies” • Build understanding of need and process • Build comfort level with team members • Lots of examples! BASEF 2003, Sponsored by The Ontario Trillium Foundation

13. The Training Program - Introduction • BASEF Background (Organization, Judging Team, Responsibilities) • What’s a Science Fair? / Science Project?) • Why Students / Volunteers / others benefit from Science Fairs • Role of a Safety Inspector BASEF 2003, Sponsored by The Ontario Trillium Foundation

14. Training - The Inspector’s Role • Your Mission, should you accept it… • the different “hats” of an Inspector • Importance of a Good Experience • How to Behave with Students • Suggested wording BASEF 2003, Sponsored by The Ontario Trillium Foundation

15. Safety Inspectors Mission Our goal is to help kids display their projects during the fair in a safe manner for all involved. First time students and their parents being exposed to formal safety requirements may need explanations of the reasoning behind the rules. We must ensure the rules are followed in as accommodating a manner as possible. BASEF 2003, Sponsored by The Ontario Trillium Foundation

16. The Roles of a Safety Inspector • Evaluator • Facilitator • Counselor • Motivator • Role Model BASEF 2003, Sponsored by The Ontario Trillium Foundation

17. Provide a good experience for the Competitors • Be Genuine. • Show you are interested. • Show a commitment to safety. • Show a commitment to having students pass the safety check. BASEF 2003, Sponsored by The Ontario Trillium Foundation

18. Safety Inspector Behaviour with Students • Work to put students and parents at ease, (Explain the reasons for a safety check). • Review the Checklist items verbally with the students. • Give positive reinforcement to nourish self esteem.(Give positive comments for some item as it passes the check) BASEF 2003, Sponsored by The Ontario Trillium Foundation

19. Safety Inspector Behaviour with Students • Congratulate the student on passing the safety check. • End meeting on a positive note. (Wish the student good luck in the fair) • Remember when you were 12 years old. • If a project does not pass the check be firm about the rules while being positive about their ability to fix the project. BASEF 2003, Sponsored by The Ontario Trillium Foundation

20. Suggested Wording • Personalize your language • To pass the safety check, the following needs to be done… • What we require to do here is to….. • The safety regulations state that this must be done ……………… • Good job, Item 3 passed….. BASEF 2003, Sponsored by The Ontario Trillium Foundation

21. Training - So What Do I Do? • Safety Inspection Day Overview • Checking Tips & Tricks BASEF 2003, Sponsored by The Ontario Trillium Foundation

22. What to Expect on Safety Inspection Day 3:30 p.m. Meet in Exhibit Room at Safety Station. 4:00 p.m. Exhibitors arrive and start setting up. 5:00 p.m. First rush of project inspections expected. 7:00 p.m. Second rush of project inspections expected. 8:00 p.m. Safety checks officially end. 9:00 p.m. Majority of checks should be complete. A few inspectors may be asked to stay beyond 9:00 p.m. Please allot time in your personal schedule for extra time that may be required. BASEF 2003, Sponsored by The Ontario Trillium Foundation

23. Checking Tips and Tricks • Get there early • Supper will be provided during the early part of the evening. • A Volunteer's T-shirt to wear (and keep!), a lab coat to wear for the evening (to be returned at the end of the evening!), • Review the Safety checklist sheet and handout. • Set timing goals of about 5 minutes per project. • Projects are checked as many times as needed to pass the check. • Goal is that every Project must receive a safety check pass to be exhibited next day. • If stuck on a project, see The chief Judge or the category expert on site. BASEF 2003, Sponsored by The Ontario Trillium Foundation

24. Checking Tips and Tricks • Within the Safety Inspection Group there is enough category experts to address any situation that may arise. • If you are in doubt when inspecting a project, contact the chief judge, and we'll arrange for a second person to look at it. • The rules in some areas are quite strict, and we will enforce them; we have a responsibility to ensure the safety of everyone who may see these projects. • If in doubt, we will err on the side of safety. BASEF 2003, Sponsored by The Ontario Trillium Foundation

25. Checking Tips and Tricks • About 15% to 20% will need some modifications to be made safe for viewing. Some of these can be done while you wait (very, very quick ones); others may require the student to make the changes or repairs, then re-register again for a safety inspection. • We tend to see a couple of rush periods for setup; one shortly after we open at 4pm, for those who setup right after school, and another rush after suppertime... We should be able to inspect close to 100 projects per hour, which should handle the peak demand reasonably well, while keeping the waiting period for kids and their parents fairly reasonable. • Sign the Project Placard BASEF 2003, Sponsored by The Ontario Trillium Foundation

26. Safety Inspection Station • Projects ready to be inspected must be registered as ready by the student at the Inspection station. • Safety Inspectors will pick up their inspection assignments from the Inspection Station. • Location will be in the exhibit area Fix It materials • large rolls of duct tape (our most popular fixer upper!) • glue sticks • scissors, pliers, wire cutters and screwdrivers. • Blank Safety Checklist Forms available at the station. The Safety Inspection Station is the staging area and registration location. BASEF 2003, Sponsored by The Ontario Trillium Foundation

27. BASEF Responsibilities • Safety of Students, Judges, and the General Public. • Adherence to Fair, hosting Institution, and Municipal safety codes. • To make projects safe and eligible for display and Fair competition. • To make the best decisions you can. BASEF committee members and category content experts are available to assist you on making decisions during the inspection period. BASEF 2003, Sponsored by The Ontario Trillium Foundation

28. Training - The Rules! • Categorized by Subject Area • Lots of Examples, Pictures • Ideas on How to Fix Problems BASEF 2003, Sponsored by The Ontario Trillium Foundation

29. General Rules • Safety of the public is a prime consideration. Suitable precautions must be taken to prevent the possibility of personal injury, property damage, and the legal action that could result from a lack of concern for safety. • A display using water must be confirmed as safe by the safety inspector both before and after including the water. Contestant must also have arrangements for removing and disposing of the water safely and without spillage. • Aisles and exits must not be obstructed. • Packing material must be removed from the Exhibit Hall after setup. • No gas or water outlets, cable, or telephone circuits will be available in the display area. BASEF 2003, Sponsored by The Ontario Trillium Foundation

30. Safety Check Form • Checkmarks are entered when the item passes the safety check criteria. • Form is signed as passed the safety check, only when all safety requirements are met. • Partially completed Forms to be returned to the Safety Station until the project is modified and used in a subsequent check. BASEF 2003, Sponsored by The Ontario Trillium Foundation

31. Size Matters • All materials must fit within the display area. • A project that does not fit in the space allotment must be modified. • Consider a photograph as a substitute • Project demonstration can be performed outside of the display area with permission. (airborne?) • The exhibit is self-standing and stable, with no sharp edges, corners, etc. All project displays must be at the maximum 1.2 meters wide , 0.76 Meters in depth and 2.74 meters high. (including height of table) BASEF 2003, Sponsored by The Ontario Trillium Foundation

32. Backboards • Must be made of approved materials • Exhibits must be sturdy and self-supporting; adjacent walls may not be used for support. • Secure light or unstable displays to table with tape. • Have no loose items that can fall • Paper materials that are attached to backboards must be secured and without air pockets. BASEF 2003, Sponsored by The Ontario Trillium Foundation

33. Backboards • Glue all paper flat to the backboard. • Do not hang overlapping sheets on the backboard; put them in a binder. BASEF 2003, Sponsored by The Ontario Trillium Foundation

34. Table Surface • Check all apparatus, computers, notebooks etc. • Electrical and liquid items must not be placed in close proximity. • Liquid samples are to be simulated using colored water or other non designated substances. • Glass items are to be kept safe from falling. • Acceptable materials are to be stored in sealed, break-resistant containers. Note: The display is a visual display and not a working experiment. BASEF 2003, Sponsored by The Ontario Trillium Foundation

35. Under the Table • All packing boxes must be removed from the display area and taken home. • No packing materials are to be stored under the table. • cardboard boxes,etc. can not be left at the project after setup. • Any tools that the student leaves in the display area is left at their own risk. BASEF 2003, Sponsored by The Ontario Trillium Foundation

36. Apparatus • The exhibitor must supply all equipment except display tables. • Apparatus can be run only if approved and its operation can not injure anyone. • Project as displayed must be self supporting and not subject to falling. • Moving exhibits (e.g., radio-controlled vehicles, robots) are to fit within the display space. • Consider a photograph as a substitute. • Powered aircraft may not be activated. BASEF 2003, Sponsored by The Ontario Trillium Foundation

37. Apparatus • Good Sample BASEF 2003, Sponsored by The Ontario Trillium Foundation

38. Apparatus • High speed gearing must be guarded BASEF 2003, Sponsored by The Ontario Trillium Foundation

39. Animal Projects • Live animals are not to be displayed. • Pictures that could be interpreted as harm or distress to animals may not be displayed. • Displayed materials must comply with all safety, animal care and ethical regulations. BASEF committee members,science and engineering experts are available to assist you on making decisions during the inspection period. BASEF 2003, Sponsored by The Ontario Trillium Foundation

40. Chemical Safety • Chemicals that are in nature: hazardous, flammable, explosive or highly toxic; carcinogens; mutagens and all pesticides may not be displayed. They are to be simulated. • Dangerous chemicals are not allowed - this includes prescription drugs, over-the-counter medication and many kitchen and laundry supplies. Chemicals that come with hazard warning labels or have a MSDS sheet indicating any hazard are not to be brought to the Fair. BASEF 2003, Sponsored by The Ontario Trillium Foundation

41. Chemical Safety • Substitutes for toxic and corrosive chemicals must be used. Common salt, for example, can be used to simulate chemicals such as ammonium nitrate. • Water may be used instead of alcohol, ether, and other highly flammable liquids. Coloured water can simulate other chemicals. • Molasses can be used to represent petroleum products. When chemicals are simulated, they should be labeled with the names of the substance they represent preceded by the word “simulated” • Common salt, for example, can be used to simulate chemicals such as ammonium nitrate. • No project will be penalized because the key (but potentially dangerous) components were not on display. • If you are in doubt about any material, Contact the Chief Judge or Category content expert. BASEF 2003, Sponsored by The Ontario Trillium Foundation

42. Chemical Safety • Cigarettes are poisonous chemicals that are to be simulated. • Candy cigarettes are an effective display substitute BASEF 2003, Sponsored by The Ontario Trillium Foundation

43. Chemical Safety • Exposed insulation is a fibrous material that can be inhaled, resulting in lung damage. BASEF 2003, Sponsored by The Ontario Trillium Foundation

44. Electrical • One electrical outlet supplying AC110 volt 60 cycle will be supplied if requested. Each 15A circuit will be shared by several projects. • Experiment power to be distributed through the use of switched power bars or multi outlet extension cords. • Constructed distribution boxes may be deemed unacceptable. BASEF 2003, Sponsored by The Ontario Trillium Foundation

45. Electrical • Only CSA-approved extension cords in good condition shall be used. • All CSA appliances must be in good working order and not modified. • All electrical cords to be set up in a manner that they do not create tripping hazards. • High voltage electrical projects such as Van de Graff Generators, spark gaps, etc. for display must be disabled so that they are non-operational. • An insulating grommet is required at the point where the service enters any enclosure. • Switches and cords must be the approved variety. Cell or battery-fed circuits are to be safe in design and operation. BASEF 2003, Sponsored by The Ontario Trillium Foundation

46. Electrical • No exposed live parts over 36 volts are allowed. • Current (amperage) at a low enough level as not to cause damage to apparatus or surroundings if a short circuit occurs. • All exposed non-current carrying metal parts in systems utilizing over 36 volts are to be connected to the ground lead. • Non sealed batteries shall not be used because of the hazardous chemicals involved. • At the end of the day or the viewing period, all electrical exhibits must be disconnected, and power bars switched off. BASEF 2003, Sponsored by The Ontario Trillium Foundation

47. Electrical • Two electrical experiments that required to be disabled. BASEF 2003, Sponsored by The Ontario Trillium Foundation

48. Fire Safety • The organizing committee will work with the Safety Officer of the host site to meet all requirements for safety and security. • Fire extinguishers of proper size are available in the exhibition area. • The Fair participants are to be aware of and follow the hosting site’s emergency evacuation plan if required. • No flames or heat sources are to be used in the display. • Packing material must not be stored in the exhibit hall. BASEF 2003, Sponsored by The Ontario Trillium Foundation

49. Light Emitting Devices • Only manufacturer labeled ANSI ‘Class 1' unmodified Lasers or laser diodes can be operated at the fair. • Lasers are to be affixed to the apparatus. (not removable) • Lasers are not to point upward or into the viewing arena. • Lenses, mirrors, etc. are to be securely mounted to maintain a fixed orientation. • A fixed beam stop is present, to prevent the beam from escaping into the viewing arena. • Pre-manufactured lasers in completely enclosed apparatus such that the beam cannot be seen by an observer under any condition may be operated. • Focused laser diodes may not be operated at the fair. BASEF 2003, Sponsored by The Ontario Trillium Foundation

50. Light Emitting Devices • L.E.D. (non focused light emitting diodes) are not lasers and are acceptable for operation. • Any lights used as a heat source must be thermally guarded. BASEF 2003, Sponsored by The Ontario Trillium Foundation