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Contest Description:

IEEE Communications Society (ComSoc) Educational Services Board, Women in Communications Engineering Committee (WICE), and IEEE TryEngineering (an IEEE Educational Activities program) are looking for inspiring and re-usable projects created by ComSoc Members with instructions that other volunteers can use to plan and implement their own local programs.  Events that help to ignite excitement in younger students and engage them in activities to inspire the next generation of engineers are highly desirable.  Contest submissions must include documentation for events within ComSoc’s technical scope (communications engineering and technology) and need to be delivered in 2023 (past or future events in 2023 only). Quality and clarity of the documentation is one of the primary criteria. Projects should be exciting, engaging, and delivered in a format that is appropriate for younger students to understand. 

IEEE ComSoc Members can participate individually or in teams. If you are participating as a team, then at least one female needs to be a member of the team. Each team may comprise up to 6 student members for the organization, in which 50% of the team members should be affiliated to ComSoc. Partnership with a university or company willing to sponsor is also acceptable. A letter to indicate support of the partner is required.

Event Topics, Age Ranges, and Categories:

Contest submissions must contain a 2023 event (past or future) related to communication concepts, technologies and careers; be targeted for children of specific  age ranges; listed in IEEE vTools; and in one of the event categories noted below.

Some sample topic areas include:

  • Wireless technology
  • Network design and architecture
  • Optical technology
  • Internet of Things (IoT)
  • Satellite technology
  • Security

Recommended Student Age Ranges for the Event:

  • 7 -10 years old
  • 11-13 years old
  • 14-18 years old

Event Categories:

Contest participants should select one of these categories as their primary event category. A secondary category may also be noted if applicable.

Camps
Camp experiences unlock the fun in STEM and create opportunities for students to think like STEM professionals through real-life problem-solving exercises. Typically lasting a day or more and incorporating hands-on activities as well as guest speakers, camps help students discover their interests, develop STEM skills, and demonstrate how engineering and technology can make a positive and impactful difference in the world around them.

Competitions/STEM Fairs
In focusing on a design goal, competitions help students learn how to conduct research, conceptualize a design, build and test their device and then compete with their peers in a friendly contest. Each year thousands of students attend STEM competitions that are locally organized or part of regional or national competitions.

Girls In STEM
Women are underrepresented in STEM fields and these programs are designed specifically for girls to create an understanding of the opportunities that are available to them in engineering and technology. These programs can highlight role models featuring women in STEM and provide experience with hands-on activities to build confidence demonstrating that STEM careers can be for them.

Mentoring
Mentors ignite a student’s interest by sharing their own personal story along with building a relationship of trust and learning around STEM. For students with no knowledge of STEM, the road to a STEM career can be a challenge without a role model to inspire them. Mentors create confidence in the student’s own abilities and potential and see themselves as a STEM professional.

Student Workshop
Student Workshops are designed to be a more immersive and interactive STEM experience. Students gain an understanding of the science and engineering foundations of STEM fields, and then see the practical applications through hands-on activities or real-world projects related to those themes.

Teacher Workshop
Teachers are a critical component in connecting students with STEM and these workshops are designed to assist educators in understanding how to best present STEM topics to their students.  Teachers first gain an understanding of STEM principles and then become familiar with STEM focused lesson plans through hands-on activities. These workshops enable teachers to become more comfortable with the subject matter and discover fun and impactful ways of introducing STEM to their students.

Industry/Company Tour
Tours enable students to experience first-hand a typical STEM workplace. Students get opportunities to meet and speak with professionals, to hear about the duties and what a typical work day is like and to tour work stations, labs and manufacturing facilities. Tours are especially beneficial in creating a true sense of what it is like to be a STEM professional.

Career Day
Career Days offer students a chance to learn about STEM fields directly from engineering and technical professionals. Students hear about what a typical day is like, career paths, the educational requirements and they have an opportunity to ask questions in a friendly and engaging environment.

Parent Program
Parents play a large part in furthering their children’s STEM interests. These activities are designed specifically for parents to introduce them to STEM fields and to share resources to aid parents in guiding their children. The workshops can feature presentations from STEM professionals, hands-on activities or informal discussions

Submission Requirements:

  1. Entries must be submitted in the provided form that provides a standard document with details about the event such as:
    • Documentation on how to plan and implement the event.
    • Age range of student audience. 
    • Event Category
    • Objectives of the event
    • Resources / Materials
    • Learning Opportunities Offered By This Program
    • Getting Started: Time-line, Volunteers, Speakers, Presenters or Trainers
    • Logistics: Delivery and Venue, Materials and Supplies
    • Outreach: Schools, Community, Marketing and inclusion in IEEE vTools
       
      Supplemental / Supporting Information:
      Supplemental items such as photos or videos from the event can be helpful for judges or future volunteers to better understand how to implement the event and its potential impact on participants.  Examples of supplemental information are noted below.  Please be sure to note if an IEEE release form was provided by all individuals who are featured in videos or photos.  IEEE release forms are required for videos and photos.
      • Video of the event in action submitted in .mp4 format.  The maximum video length is 180 seconds. All videos must be in English, or if in another language, must include English subtitles.  Videos help future volunteers to gain a better understanding about the event (from planning to implementation & participant reaction).  All videos submitted must have permission from the subjects for use by IEEE including a signed IEEE Release Form
      • Pictures must be accompanied by a title and a short description in English.  All photos submitted must have permission from the subjects for use by IEEE including a signed IEEE Release Form.
  2. The event must be conducted during 1 January - 31 December 2023.
  3. The event must be relevant to communications and will be judged based on innovation, creativity and excitement relevant to the target age group in addition to clear documentation and completion of all requirements.
  4. Each team can submit only one entry by selecting one event category.
    Each team must submit their event’s documentation via the submission entry form, including all the required documentation; otherwise, it will not be considered.
  5. The materials/resources to be proposed should be of low cost or moderate cost. Keep in mind that younger ages will like more hands-on and simpler materials. Older ages will understand and be able to handle digital and software formats. Creative use of household or easily available items encouraged. If materials can be supplied in some kit form, indicate the source or how they can be assembled.
  6. All events must be included in IEEE vTools (whether past or future events).  An IEEE volunteer must submit the event details into vTools.  If no members of your team have access to vTools to submit the event, please reach out to your local IEEE group for assistance.  View the IEEE Regional World Map to select your region and find the closest IEEE Section or Chapter in your area.  Reach out to one of those local volunteers in your Section or Chapter to request assistance with submitting your event in vTools.  Past and future events can be added.  When you are creating an event, be sure to choose Pre-U STEM Program in the Event Category and COM19 in the Society/Affinity Group section as shown here:
Figure 1: vTools event tagging example
Figure 1: vTools event tagging example

You can also tag your event to make it easier for others to find.  In the “DETAILS” section of the create event form, there is a field called “Tags/Keywords”. vTools automatically suggests some tags for you, but you can also enter custom tags for your event, e.g. #ComSoc or #communications.  The more tags you add, the easier it will be for others to search for and find your event.  It’s important that you record the event with COM19 in the Society/Affinity group and Pre-U STEM Program in the event category so that your event will appear in the calendar feed on the ComSoc website that will be coming soon.

Submission Form:

Participants can submit the document using the submission form and filling in the necessary details. Submit your entry here.

Awards:

Six award winners (either individuals or teams) will be selected in total and will receive:

  • Certificate from WICE,the Educational Services Board of IEEE ComSoc, and IEEE TryEngineering (an IEEE Educational Activities program).
  • A cash prize with the following distribution:
    • Completed Event Awards - These events have already occurred in 2023:
      • First place ($1000)
      • Second place ($600)
      • Third place ($400)
    • Future Events Awards - These events are being planned to take place before the end of 2023.
      • First place ($450)
      • Second place ($300)
      • Third place ($250)

The funds will be transferred to one person indicated by the team or to the local student branch (if the participants are part of one).

Submission Extended Deadline: Friday, 20 October 2023 . Winners (either individuals and/or teams) will be selected by early November 2023.

Official Contest Rules:

Sponsor: The Institute of Electrical and Electronics Engineers, Incorporated, 445 Hoes Lane, Piscataway, New Jersey, USA, 08854 (“Sponsor”)

Eligibility:  Contest is open to all IEEE Communications Society members at any membership level within the United States of America and other countries, where permitted by local law, who are the age of eighteen (18) and older.  Entrants can either participate individually or as a part of a team. If you are participating as a team, then at least one female needs to be a member of the team.  Employees of Sponsor, its agents, affiliates and their immediate families are not eligible to enter the Contest. Entrants may be subject to rules imposed by their institution or employer relative to their participation in contests and should check with their institution or employer for any relevant policies.  Void where prohibited by law.

Agreement to Official Rules:  By participating in this contest, entrants agree to abide by the terms and conditions thereof as established by Sponsor.  Sponsor reserves the right to alter any of these Official Rules at any time and for any reason.  All decisions made by Sponsor concerning the Contest including, but not limited to the cancellation of the Contest, shall be final and at its sole discretion.

Entry Period:  This Contest commences on 29 August 2023 8:00 AM US EDT and ends Friday, 20 October 2023 at 11:59 pm EDT ("Entry Period").  Sponsor's server is the official clock for the Contest.  Entries received before or after the entry period are void.

How To Enter:  Entrants can enter the Contest during the Entry Period by completing the form using the following guidelines:

Event Guidelines: Participants must submit a document using the provided entry form that provides full details on the event.  Your entry must include the following as noted in the entry form:

  1. Entries must be submitted in the provided form that provides a standard document to provide the event details.
  2. The event must be conducted during 1 January - 31 December 2023. 
  3. The event must be relevant to communications and will be judged based on innovation, creativity and excitement relevant to the target age group in addition to clear documentation and completion of all requirements.
  4. Each team can submit only one entry by selecting one event category.
  5. The materials/resources to be proposed should be of low cost or moderate cost.
  6. All events must be included in IEEE vTools (whether past or future events).

All entries must:

  • Be in English
  • Be original content
  • Have the proper permission to use any imagery, footage, and other content in the submission and include credit as necessary
  • Not contain inappropriate or offensive content
  • Not to exceed 50 MB file size

LIMIT ONE (1) ENTRY PER PERSON OR TEAM.

The events should be relevant to communications and will be judged based on innovation, creativity and excitement in the target age group, documentation provided, and inclusion of all required information as noted in the entry form.

The materials/resources to be proposed should be of low cost or moderate cost. Keep in mind that younger ages will like more hands-on and simpler materials. Older ages will understand and be able to handle digital and software formats. Creative use of household or easily available items encouraged. If materials can be supplied in some kit form, indicate the source or how they can be assembled.

Only entries submitted in accordance with these Official Rules will be eligible for consideration. No alternate means of entry permitted. All entries become the exclusive property of Sponsor and will not be acknowledged or returned.

Selection of Winner:

Six (6) winners (either individuals and/or teams) will be selected in total by 13 November 2023.  Prize winners will be chosen based on a content review process. A panel of judges selected by the Sponsor (“Judges”) will include representatives from WICE, ComSoc Educational Services Board, and IEEE TryEngineering (an IEEE Educational Activities program) who will review all entries. Entries will be ranked based on the following criteria:

  • Documentation of event and processes in the provided template
  • Proof of vTools listing
  • Originality and creativity
  • Communicates clearly the theory behind the topic area for the appropriate age level of the students

Prize:  The prize(s) for the Contest are being sponsored by IEEE.  The Prize Winner(s) shall each receive:

  • Certificate from WICE,ComSoc Educational Services Board,and IEEE TryEngineering (an IEEE Educational Activities program).
  • A cash prize with the following distribution:
    • Completed Event Awards - These events have already occurred in 2023 (Total awards = $2000):
      • First place ($1000)
      • Second place ($600)
      • Third place ($400)
    • Future Events Awards - These events are being planned to take place before the end of 2023 (Total awards = $1000).
      • First place ($450)
      • Second place ($300)
      • Third place ($250)

The prize funds will be transferred to the winners as applicable as indicated below:

  • To the individual winner
  • To one single person indicated by the team
  • To the local student branch or Section (if the winner chooses to donate the funds to this group).

No substitution of prize permitted, except that Sponsor reserves the right to substitute a prize or prize component of equal or greater value in its sole discretion for any reason at time of award. Sponsor shall not be responsible for service obligations or warranty (if any) in relation to the prize(s). Prize may not be transferred prior to award. All other expenses associated with use of the prize, including, but not limited to local, state, or federal taxes on the Prize, are the sole responsibility of the winner.  Winner(s) understand that delivery of a prize may be void where prohibited by law and agrees that Sponsor shall have no obligation to substitute an alternate prize when so prohibited.

Notification of Potential Prize Winners:  The Prize Winners will be notified by email within 14 days of the selection date.  If a Prize Winner does not acknowledge acceptance of the Prize within 14 business days after being notified that he or she is a Prize Winner, or if a potential Prize Winner does not return the signed claim forms within the required time,  or is otherwise found to be ineligible or not in full compliance with these Official Rules, another Prize Winner will be chosen using the same procedure specified above. Potential Prize Winner may be asked to execute and return to Sponsor a declaration of eligibility and liability/publicity release, where lawful, within fourteen (14) days of attempted notification. Winner may waive the right to receive the prize. The decisions of Sponsor are final and binding in all respects.

Release, Publicity, and Privacy:  By receipt of the Prize and/or, if requested, by signing an affidavit of eligibility and liability/publicity release, the Prize Winner consents to the use of his or her name, likeness, business name and address by Sponsor for advertising and promotional purposes, including but not limited to on Sponsor’s social media pages, without any additional compensation, except where prohibited.  No entries will be returned.  All entries become the property of Sponsor.  The Prize Winner agrees to release and hold harmless Sponsor and its officers, directors, employees, affiliated companies, agents, successors and assigns from and against any claim or cause of action arising out of participation in the Contest.

Sponsor assumes no responsibility for computer system, hardware, software or program malfunctions or other errors, failures, delayed computer transactions or network connections that are human or technical in nature, or for damaged, lost, late, illegible or misdirected entries; technical, hardware, software, electronic or telephone failures of any kind; lost or unavailable network connections; fraudulent, incomplete, garbled or delayed computer transmissions whether caused by Sponsor, the users, or by any of the equipment or programming associated with or utilized in this Contest; or by any technical or human error that may occur in the processing of submissions or downloading, that may limit, delay or prevent an entrant’s ability to participate in the Contest.

Sponsor reserves the right, in its sole discretion, to cancel or suspend this contest and award a prize from entries received up to the time of termination or suspension should virus, bugs or other causes beyond Sponsor’s control, unauthorized human intervention, malfunction, computer problems, phone line or network hardware or software malfunction, which, in the sole opinion of Sponsor, corrupt, compromise or materially affect the administration, fairness, security or proper play of the contest or proper submission of entries.  Sponsor is not liable for any loss, injury or damage caused, whether directly or indirectly, in whole or in part, from downloading data or otherwise participating in this Contest.

Entrant acknowledges and agrees that Sponsor may collect, store, share, and otherwise use personally identifiable information provided during the registration and application process and the Contest, including, but not limited to, name, mailing address, phone number, and email address.  Sponsor will use this information in accordance with its Privacy Policy, including for administering the Contest and verifying Entrant’s identity, postal address, and telephone number in the event an entry qualifies for a prize. Entrant’s information may also be transferred to countries outside the country of Entrant’s residence, including the United States. Such other countries may not have privacy laws and regulations similar to those of the country of Entrant’s residence. If an Entrant does not provide the mandatory data required at registration, Sponsor reserves the right to disqualify the entry.

Right to Use Entries:  By entering the Contest, entrants grant Sponsor a non-exclusive, irrevocable, royalty-free, perpetual, worldwide right and license to reproduce, publish, display, edit and otherwise use the submitted Entries, and entrant’s full name and city and state/province/country of residence, photograph, likeness, voice and institutional affiliation, in print or any offline or online and other media for purposes of editorials, exhibition, advertising, publicity and promotion without additional compensation or permission, unless prohibited by law.

Representations and Warranties Regarding Entries: By submitting an Entry, you represent and warrant that your Entry does not and shall not comprise, contain, or describe, as determined in Sponsor’s sole discretion: (A) false statements or any misrepresentations of your affiliation with a person or entity; (B) personally identifying information about you or any other person; (C) statements or other content that is false, deceptive, misleading, scandalous, indecent, obscene, unlawful, defamatory, libelous, fraudulent, tortious, threatening, harassing, hateful, degrading, intimidating, or racially or ethnically offensive; (D) conduct that could be considered a criminal offense, could give rise to criminal or civil liability, or could violate any law; (E) any advertising, promotion or other solicitation, or any third party brand name or trademark; or (F) any virus, worm, Trojan horse, or other harmful code or component. By submitting an Entry, you represent and warrant that you own the full rights to the Entry and have obtained any and all necessary consents, permissions, approvals and licenses to submit the Entry and comply with all of these Official Rules, and that the submitted Entry is your sole original work, has not been previously published, released or distributed, and does not infringe any third-party rights or violate any laws or regulations.

Limitations of Liability/Reserved Rights:  Neither Sponsor, its parent, subsidiary or affiliated companies, nor its advertising or promotional agencies shall have any obligation, liability or responsibility with regard to (i) entries that contain incorrect or inaccurate information or do not comply with these Official Rules, (ii) entries, prize claims or notifications that are lost, late, incomplete, illegible, unintelligible, damaged or otherwise not received by the intended recipient, in whole or in part, due to computer, technical or other error of any kind, (iii) telephone, electronic, hardware, software, network, Internet or computer malfunctions, failures or difficulties of any kind, (iv) any condition caused by events beyond the control of Sponsor that may cause the Contest to be disrupted or delayed, (v) any printing or typographical errors in these Official Rules or any other materials associated with the Contest, or (vi) any damages or losses of any kind caused by any prize or resulting from participation in the Contest, accessing, uploading or downloading data in connection with the Contest, or acceptance, possession or use of any prize.  Sponsor, in its sole discretion, reserves the right to disqualify any entrant tampering with or abusing the entry process or the operation of the Contest or otherwise violating these Official Rules.  Sponsor, in its sole discretion, further reserves the right to cancel, terminate, suspend or modify the Contest if the Contest cannot be completed as planned because of infection by computer virus, bugs, tampering, unauthorized intervention or technical failures of any sort and to select a winner from among eligible entries unaffected by such event, if any.

Disputes: EACH ENTRANT AGREES THAT: (1) ANY AND ALL DISPUTES, CLAIMS, AND CAUSES OF ACTION ARISING OUT OF OR IN CONNECTION WITH THIS CONTEST, OR ANY PRIZES AWARDED, SHALL BE RESOLVED INDIVIDUALLY, WITHOUT RESORTING TO ANY FORM OF CLASS ACTION, PURSUANT TO ARBITRATION CONDUCTED UNDER THE COMMERCIAL ARBITRATION RULES OF THE AMERICAN ARBITRATION ASSOCIATION THEN IN EFFECT, (2) ANY AND ALL CLAIMS, JUDGMENTS AND AWARDS SHALL BE LIMITED TO ACTUAL OUT-OF-POCKET COSTS INCURRED, INCLUDING COSTS ASSOCIATED WITH ENTERING THIS CONTEST, BUT IN NO EVENT ATTORNEYS' FEES; AND (3) UNDER NO CIRCUMSTANCES WILL ANY ENTRANT BE PERMITTED TO OBTAIN AWARDS FOR, AND ENTRANT HEREBY WAIVES ALL RIGHTS TO CLAIM, PUNITIVE, INCIDENTAL, AND CONSEQUENTIAL DAMAGES, AND ANY OTHER DAMAGES, OTHER THAN FOR ACTUAL OUT-OF-POCKET EXPENSES, AND ANY AND ALL RIGHTS TO HAVE DAMAGES MULTIPLIED OR OTHERWISE INCREASED.  ALL ISSUES AND QUESTIONS CONCERNING THE CONSTRUCTION, VALIDITY, INTERPRETATION AND ENFORCEABILITY OF THESE OFFICIAL RULES, OR THE RIGHTS AND OBLIGATIONS OF ENTRANT AND SPONSOR IN CONNECTION  WITH THE CONTEST, SHALL BE GOVERNED BY, AND CONSTRUED IN ACCORDANCE WITH, THE LAWS OF THE STATE OF NEW JERSEY, WITHOUT GIVING EFFECT TO ANY CHOICE OF LAW OR CONFLICT OF LAW, RULES OR PROVISIONS (WHETHER OF THE STATE OF NEW JERSEY OR ANY OTHER JURISDICTION) THAT WOULD CAUSE THE APPLICATION OF THE LAWS OF ANY JURISDICTION OTHER THAN THE STATE OF NEW JERSEY.  SPONSOR IS NOT RESPONSIBLE FOR ANY TYPOGRAPHICAL OR OTHER ERROR IN THE PRINTING OF THE OFFER OR ADMINISTRATION OF THE CONTEST OR IN THE ANNOUNCEMENT OF THE PRIZES.

Contest Results and Official Rules:  To obtain the identity of the Prize Winner and/or a copy of these Official Rules, send a self-addressed stamped envelope to Tara McNally, The Institute of Electrical and Electronics Engineers, Incorporated (“IEEE”), Attn: Communications Society,445 Hoes Lane, Piscataway, New Jersey, USA, 08854.