For Complete Rules and Instructions Read the VJAS Handbook
PREPARATION AND PRESENTATION OF PAPERS
A. WRITING THE PAPER NOTE: Papers not following these guidelines will be disqualified.
LENGTH.
B. THE PAPER COMPONENTS (The following are the required headings and should be bolded and/or underlined, both of which are shown below. Number the pages beginning with the abstract as page 1.) Do not include a Title Page. Do not include Acknowledgements.
ABSTRACT. The abstract consists of concise statements of the research objective, approach, key results, and conclusions. It must not exceed one (1) standard page. Do not use citations in the abstract or refer to any other paper part. The fourteen (14) allowable text pages begin with this page.
INTRODUCTION. The introduction includes a brief review of current and related literature and explains the writer’s interest in the subject. Additionally, it should contain the problem, concise objectives, identification of variables, and the hypothesis.
MATERIALS AND METHODS. This section explains the equipment and supplies used, the methods employed, and the safety guidelines followed in the research. The materials used should be incorporated in the description of the procedures rather than in a list format. All procedures, written in paragraph form, should be sufficiently detailed and clearly stated to allow duplication of the experiment. Standard techniques, appropriately referenced, may be included without providing details. Specialized techniques should be presented concisely. A description of equipment unique to the experiment or which was built specifically for use in this research should be included. The number of organisms (sample size), experimental replications, and/or type of statistical analysis should be included. The description of the experimental design should be in text form. Pictures/photographs and/or diagrams relating to your procedure are encouraged and should be included here. A copy of the informed consent form should be included in this section. An image of the informed consent form is sufficient. It is not necessary for the image of the informed consent form to take up a whole page. Please do not make lists.
Proper safety protocols that were used to minimize risks must be clearly stated and described. These statements may sound like the following:
To prevent eye and skin damage when dealing with acid, chemical splash goggles and a lab apron were worn.
Due to the fumes given off, the reaction was carried out in a fume hood.
RESULTS. This section contains only information obtained from the investigation or experimentation. It consists of both data presentation and data analysis.
DISCUSSION AND CONCLUSIONS. This section contains an interpretation of the results. Comparisons to other research should be made with appropriate literature citations. An evaluation of the experiment's success, possible procedural improvements, and suggestions for future scientific studies may also be included. Logic and applying laws, principles, and theories are used to draw conclusions. The conclusions should be clearly and concisely stated, and the hypothesis either accepted or rejected.
LITERATURE CITED. This is NOT a bibliography, or a work cited. This section lists all books, publications, and communications from which significant materials were cited in the paper. If not done properly may lead to disqualification.
Reference Requirements.
Middle school papers must include a minimum of three peer-reviewed or scholarly references.
High school papers must include a minimum of five peer-reviewed or scholarly references.
Each reference must be cited at least once in the paper.
Types of References.
Literature Cited is the last component of the paper (occurring on page 14 or before).
Examples of Literature Cited:
(Notice separate sections and use of spacing.)
Peer-reviewed and Scholarly references
McCaffrey, Cheryl A. and Raymond D. Dueser. 1990. Plant associations of the Virginia barrier islands. Va.J.Sci.41:282-299.
Spry, A. 1969. Metamorphic Textures. Pergamon Press, New York. 350pp.
Storrs, Carina. 2009. One for the Ages: Bristlecone Pines Break 4,650-Year Growth Record. <http://www.scientificamerican.com/article.cfm?id=great-basin-bristlecone-pine-growth-rate-tree-line> (24 November 2009).
Non-peer-reviewed references
Bristlecone Pine. 1986. <http://www.woodmagazine.com/materials-guide/lumber/wood-species-1/bristlecone-pine/> (February 1986).
APPENDIX (optional). If included, this section should be limited in length. The appendix may include extra photographs, explanations of formulas, code for specialized computer programs, etc. Raw data should not be submitted with the paper. The fourteen (14) page limit includes the appendix.
C. PAPER SUBMISSION AND ENTRY FEES Student papers, the appropriate entry form, and the appropriate $45 paper submission fee must be completed and paid online via Reviewr by February 21, 2025. Submission fees must be paid at the time of submission. If paying by P.O. or check, the P.O. # or check # needs to be entered in the payment information in Reviewr. Payment must then be sent to the Associate Director, VJAS. Instructions for using the Reviewr event site may be found at: https://vjas.org/paper-submission-membership--reviewr.html.
D. PAPER PROCESSING
Following March 3, 2025, a group including the Director, staff, and Committee members screens the papers following the DISQUALIFICATION LIST located in the appendix. Students will be notified of why their papers were DQ’d in after the Awards ceremony following the Symposium.
E. NOTIFICATION AND SYMPOSIUM PREPARATION
Notification.
Sponsors of students who submit papers for presentation at the VJAS Research Symposium and students who have submitted independently may begin looking on our website (www.vjas.org) for the list of papers accepted for presentation (late March-early April).
At this point and until the end of the Symposium, we cannot answer any questions about specific papers and why they were not accepted. We take great care in processing the papers submitted to the VJAS for our Research Symposium in May. During the receipt, screening, and reading of papers and the preparation of the accepted lists, we check and double-check our work at each step with multiple people. Unfortunately, as in any such competition, we cannot accept all of the entries.
F. PRESENTATION OF THE PAPER
Overview.
In the presentation of the paper, the presenter informs colleagues, judges, and other members of the scientific community of the research done.
The presentation should provide the judges with information that cannot be obtained from reading the paper. Presentation slides should be numbered. Presentations must be uploaded to Reviewr by May 23, 2025. This is as a back-up in the event of technology issues during presentation.
Presentations should address the following six questions:
i) Why did you decide on this project topic?
ii) What resources were most helpful in designing your project? Explain.
iii) In designing your project, what constraints were encountered when developing your experimental design? How might you eliminate or minimize these in the future?
iv) Please comment on the strengths and limitations of your project data. Use specific examples from your project to support your answer and make recommendations.
v) What was unexpected during your project? How did you handle it?
vi) What is the most important thing(s) you learned from this project? How can you use this information in the future?
Presentation Guidelines.
Presenters will be allowed a period of ten (10) minutes for their presentation. This is followed by a three (3) minute period of questioning by the judges and audience. Five minutes are allowed between presentations for the next speaker to prepare. Do not have any visuals with your presentation apart from the pictures and images in the document.
All students participating must have a parent/guardian with them in the room while on a virtual call (ex.: ZOOM).
Videotaping in any form (this includes recording when using video conferencing applications like Zoom, Hangouts, etc.) during presentations is not allowed by the participants (or parents, teacher sponsors, etc.). Only an official VJAS media member may film during presentations for marketing and promotional purposes (the personnel can be identified by an official VJAS media tag/name badge).
By registering to attend the Virginia Junior Academy of Science (VJAS) symposium, you grant permission to VJAS and the host institution to take and use your photo in VJAS and host institution marketing and promotional pieces for an indefinite period of time. Marketing and promotional pieces include, but are not limited to, printed brochures, reports, postcards, flyers, and materials, as well as online uses such as postings on the VJAS and host institution website, online newsletters, and email blasts. VJAS and the host institution shall own all rights, including copyrights in and to the photos. You also grant permission to VJAS and the host institution to use, encode, digitize, transmit, and display the video/audio of your session, presentation, or workshop was given at the VJAS conference, singularly or in conjunction with other recordings, as well as to use your name, photograph, biographic information, and ancillary material in connection with such video/audio for commercial, promotional, advertising, and other business purposes. VJAS directors, officers, host institutions, and meeting volunteers are released from any liability arising out of the use of your name, video, photographs, and/or organization name and location.
Presentation Format.
The entire oral presentation must be done in person by all of the authors. All multiple authors must attend the meeting and present. If there are extenuating circumstances, such as injury or death in the family, affecting the attendance of one member of a team project, the proposal for having the remaining team present should be submitted to associate-directorvjas@gmail.com before the meeting begins.
Technology.
The presentation should be supported by appropriate visual aids, such as a PowerPoint or some LCD/Computer-generated presentation material.
If there are additions to the paper since its submission, these should be included in the presentation. Ancillary materials are not permitted, and students will be disqualified. Ancillary materials DO NOT include notecards or project papers.
Preparation.
Adequate preparation for the oral presentation of the student research paper is highly recommended. This preparation should include teachers, other students, and related professionals acting as a critiquing audience for oral practices of the presentation. The student presenter should be critiqued regarding general delivery, speaking voice, clarity, mannerisms, and the use of visual aids, as well as scientific accuracy. An outline of the presentation on note cards may be desirable to help avoid information omission and to stay within the time limitations. You ARE NOT to read your paper. You are to speak so all in the room may hear and understand your words. For in person presentations, you should use a pointer when pointing to images on the screen, chalkboard, or overhead projector. Do not use a laser pointer.
Dress.
Students presenting papers should be properly dressed (business casual) for the oral presentation. When presenting, virtually check your lighting and other things that may be distractive like a fan above your head.
G. ABSTRACT SUBMISSION AND PUBLICATION
LENGTH.
- Fourteen-page total limit.
- The text (Abstract, Introduction, Methods and Materials, Results, Discussion, Conclusion, Literature Cited, Appendix (optional)) should be no more than a maximum of fourteen (14) pages, 8 1/2" by 11" (21.3 cm by 27.5 cm) paper formatting. Raw data is not necessary as only average data should be presented. Any data, pictures, diagrams, etc., important to the paper should be included in the body of the paper.
- Papers should be formatted with line spacing set no less than 1.5 and no greater than 2.0.
- Sections of the paper should immediately follow one another rather than starting on a separate page.
- The results section includes summary data (charts/graphs and illustrations) and the data analysis.
- Font. Use a word processor, 12 pt. font size (no smaller) in one of the following print fonts - Arial, Helvetica, Times New Roman, Courier, or Geneva. Others will not be accepted. Do not change the font size or style in the body of the paper. Graphs and charts may be in a different but legible format.
- Line spacing. Papers should be formatted with line spacing set no less than 1.5 and no greater than 2.0.
- Margins shall be not less than 1" (2.5 cm) on the top, bottom, and left and right margins of all pages, INCLUDING appendices.
- Number the pages with the Abstract as page 1. The page numbers should be placed in the footer and can be within the 1” margin.
- Headings (Abstract, Introduction, Methods and Materials, etc.) should be bolded and/or underlined.
- In-Text Citations. All references must be properly cited in the paper. Give the author’s last name and year in parentheses (Wagner, 1988) for in-text citations (use et al. if more than two authors) but do not use et al. in the Literature Cited part of the paper (all authors' names must be included). Footnotes are NOT used in scientific papers for citation.
- When information belongs to others, proper credit must be given to the author. Failure to do so is plagiarism. Students should be informed that if they copy from an author word for word without attempting to rephrase sentences in their own words, they must put the copied material in quotation marks or otherwise set it off from the rest of the text, such as by indenting and single spacing it. Even if the author is cited, any material taken word for word must be credited to the author by putting it in quotes. Plagiarism will result in disqualification.
- MECHANICS OF THE PAPER. The paper should be concise and proper grammar, sentence structure, and punctuation should be used throughout the paper. In most scientific disciplines, papers have traditionally been written in the third person, but, more recently, the first person has also been used. The study results should be written in the past tense, while accepted facts may be written in the present tense. In contrast, papers in the areas of mathematics, statistics, and computer science are written in first person present tense. Graphs and figures not done by a computer should be appropriately labeled in black ink, suitable for publication. After the paper has been edited and rewritten by the student, it should be submitted to a science teacher for review and suggestions. In addition, the papers should be reviewed by an English teacher and/or consulting scientist. Note. Do not submit papers with the school’s web address in the margins. Do not include any other personally identifiable information such as pictures of scientists, authors, or experiment subjects.
- Plagiarism and Research Integrity. Plagiarism is the act of taking someone else’s ideas or work and passing them off as on one’s own (Oxford English Dictionary). The VJAS committee and the VAS strongly believe that every researcher needs to act with integrity in reporting and presenting their work. Ideas taken from other sources not originating from the researcher must be properly credited. The expectation is that authors’ text is to be their work and not derived from other sources. This includes the use of AI (artificial intelligence) to write any portion of the research paper. Any paper found to be plagiarized will be disqualified and the sponsor contacted.
B. THE PAPER COMPONENTS (The following are the required headings and should be bolded and/or underlined, both of which are shown below. Number the pages beginning with the abstract as page 1.) Do not include a Title Page. Do not include Acknowledgements.
ABSTRACT. The abstract consists of concise statements of the research objective, approach, key results, and conclusions. It must not exceed one (1) standard page. Do not use citations in the abstract or refer to any other paper part. The fourteen (14) allowable text pages begin with this page.
INTRODUCTION. The introduction includes a brief review of current and related literature and explains the writer’s interest in the subject. Additionally, it should contain the problem, concise objectives, identification of variables, and the hypothesis.
MATERIALS AND METHODS. This section explains the equipment and supplies used, the methods employed, and the safety guidelines followed in the research. The materials used should be incorporated in the description of the procedures rather than in a list format. All procedures, written in paragraph form, should be sufficiently detailed and clearly stated to allow duplication of the experiment. Standard techniques, appropriately referenced, may be included without providing details. Specialized techniques should be presented concisely. A description of equipment unique to the experiment or which was built specifically for use in this research should be included. The number of organisms (sample size), experimental replications, and/or type of statistical analysis should be included. The description of the experimental design should be in text form. Pictures/photographs and/or diagrams relating to your procedure are encouraged and should be included here. A copy of the informed consent form should be included in this section. An image of the informed consent form is sufficient. It is not necessary for the image of the informed consent form to take up a whole page. Please do not make lists.
Proper safety protocols that were used to minimize risks must be clearly stated and described. These statements may sound like the following:
To prevent eye and skin damage when dealing with acid, chemical splash goggles and a lab apron were worn.
Due to the fumes given off, the reaction was carried out in a fume hood.
RESULTS. This section contains only information obtained from the investigation or experimentation. It consists of both data presentation and data analysis.
- Data Presentation. Only summary data should be presented. (Raw data, if vital to the paper, should be placed in an appendix.) Summary data should consist of both:
- Numerical data (charts or tables) and/or pictorial data (graphs, pictures, and/or photographs) which are appropriately titled and have the variables clearly labeled;
- Verbal synopsis (paragraphs) of findings with clear references to applicable charts, tables, and/or graphs.
- Data Analysis. The data presented should be evaluated for general trends and the degree of variability. Appropriate use of methods of analysis of these data should be presented and explained, such as measures of central tendency, measures of dispersion/variation, and/or other statistical analysis.
DISCUSSION AND CONCLUSIONS. This section contains an interpretation of the results. Comparisons to other research should be made with appropriate literature citations. An evaluation of the experiment's success, possible procedural improvements, and suggestions for future scientific studies may also be included. Logic and applying laws, principles, and theories are used to draw conclusions. The conclusions should be clearly and concisely stated, and the hypothesis either accepted or rejected.
LITERATURE CITED. This is NOT a bibliography, or a work cited. This section lists all books, publications, and communications from which significant materials were cited in the paper. If not done properly may lead to disqualification.
Reference Requirements.
Middle school papers must include a minimum of three peer-reviewed or scholarly references.
High school papers must include a minimum of five peer-reviewed or scholarly references.
Each reference must be cited at least once in the paper.
Types of References.
- Peer-reviewed or Scholarly. These are references written for an audience of scholars and researchers in a particular field and are published in “scholarly” publications. Other terms commonly used to describe this type of journal are peer-reviewed, academic, or refereed. Peer review is a process used to ensure the quality of articles. When an article is submitted to a peer-reviewed journal, the editor(s) send it out to experts/scholars in the field (i.e., the author’s peers) to review and critically evaluate the article on quality, importance, and appropriateness to the journal. Most peer-reviewed articles present primary or new research. The VJAS also encourages the use of secondary research, which it considers “scholarly.” While it does not present new research, it does provide a compilation or evaluation of previously presented material which can be very helpful to student researchers, particularly those doing research for the first time. Examples include:
- Scientific articles summarizing research or data, such as in Scientific American, Discover, Annual Review of Genetics, or Biological Reviews,
- Encyclopedia entries and entries in most other Reference books,
- Textbooks.
- Website sources can be peer-reviewed and scholarly.
- Non-peer-reviewed (non-scholarly). Many website “sources” such as magazine articles are only judged/reviewed by the editor/writer of the source/magazine, who may not know the article's subject matter. Writers for popular publications are usually paid for their articles. The articles are also usually geared to a more general audience.
- If you are not sure whether an article is peer-reviewed or scholarly or not, please check with someone who might know or who could check on this, such as a librarian.
- Wikipedia references are unacceptable.
- For more information, see http://www.linfo.org/peer_review.html, .
- The citations are to be listed (divided) into two sections: Peer-reviewed and non-peer-reviewed. See the example below.
- Middle school papers (grades 7-8) will be accepted in MLA and APA citation formats. However, we will only accept APA citation format for high school papers (grades 9-12). Also, see www.citationmachine.net.
- The list is alphabetical by the last name of the first author of a citation.
- Use single spacing within each listing and 1.5-2.0 spacing between the listings. See the example below.
Literature Cited is the last component of the paper (occurring on page 14 or before).
Examples of Literature Cited:
(Notice separate sections and use of spacing.)
Peer-reviewed and Scholarly references
McCaffrey, Cheryl A. and Raymond D. Dueser. 1990. Plant associations of the Virginia barrier islands. Va.J.Sci.41:282-299.
Spry, A. 1969. Metamorphic Textures. Pergamon Press, New York. 350pp.
Storrs, Carina. 2009. One for the Ages: Bristlecone Pines Break 4,650-Year Growth Record. <http://www.scientificamerican.com/article.cfm?id=great-basin-bristlecone-pine-growth-rate-tree-line> (24 November 2009).
Non-peer-reviewed references
Bristlecone Pine. 1986. <http://www.woodmagazine.com/materials-guide/lumber/wood-species-1/bristlecone-pine/> (February 1986).
APPENDIX (optional). If included, this section should be limited in length. The appendix may include extra photographs, explanations of formulas, code for specialized computer programs, etc. Raw data should not be submitted with the paper. The fourteen (14) page limit includes the appendix.
C. PAPER SUBMISSION AND ENTRY FEES Student papers, the appropriate entry form, and the appropriate $45 paper submission fee must be completed and paid online via Reviewr by February 21, 2025. Submission fees must be paid at the time of submission. If paying by P.O. or check, the P.O. # or check # needs to be entered in the payment information in Reviewr. Payment must then be sent to the Associate Director, VJAS. Instructions for using the Reviewr event site may be found at: https://vjas.org/paper-submission-membership--reviewr.html.
D. PAPER PROCESSING
- Upon Submission in Reviewr
Following March 3, 2025, a group including the Director, staff, and Committee members screens the papers following the DISQUALIFICATION LIST located in the appendix. Students will be notified of why their papers were DQ’d in after the Awards ceremony following the Symposium.
- Processing and Screening
- Judging
- Returning Papers
E. NOTIFICATION AND SYMPOSIUM PREPARATION
Notification.
Sponsors of students who submit papers for presentation at the VJAS Research Symposium and students who have submitted independently may begin looking on our website (www.vjas.org) for the list of papers accepted for presentation (late March-early April).
At this point and until the end of the Symposium, we cannot answer any questions about specific papers and why they were not accepted. We take great care in processing the papers submitted to the VJAS for our Research Symposium in May. During the receipt, screening, and reading of papers and the preparation of the accepted lists, we check and double-check our work at each step with multiple people. Unfortunately, as in any such competition, we cannot accept all of the entries.
- Symposium Information. At this time, information regarding the forthcoming Research Symposium will be made available through our website (www.vjas.org):
- Registration information.
- Food and lodging information (in-person only).
- General Research Symposium information.
- Special Interest Awards. Application is made by completing the appropriate application on Reviewr during the paper submission process. Please review these awards in the VJAS Handbook and apply to those awards that relate to your project topic. If you randomly select all then you may be disqualified from all.
- Scholarship Applications. Application is made by completing the appropriate application on Reviewr during the paper submission process.
- Confirmation of Participation. Sponsors should confirm the participation of all their accepted students by email with the VJAS office and notify the Office of any student(s) that cannot participate by April 19, 2025. (Example: “all of our students will participate, except…”) The names of the students who cannot participate will not be included in the final version of the program. Students who cannot present or whose paper was not accepted for presentation are attendees and should come to the Symposium to watch presentations and participate in other day-of event programs.
F. PRESENTATION OF THE PAPER
Overview.
In the presentation of the paper, the presenter informs colleagues, judges, and other members of the scientific community of the research done.
The presentation should provide the judges with information that cannot be obtained from reading the paper. Presentation slides should be numbered. Presentations must be uploaded to Reviewr by May 23, 2025. This is as a back-up in the event of technology issues during presentation.
Presentations should address the following six questions:
i) Why did you decide on this project topic?
ii) What resources were most helpful in designing your project? Explain.
iii) In designing your project, what constraints were encountered when developing your experimental design? How might you eliminate or minimize these in the future?
iv) Please comment on the strengths and limitations of your project data. Use specific examples from your project to support your answer and make recommendations.
v) What was unexpected during your project? How did you handle it?
vi) What is the most important thing(s) you learned from this project? How can you use this information in the future?
Presentation Guidelines.
Presenters will be allowed a period of ten (10) minutes for their presentation. This is followed by a three (3) minute period of questioning by the judges and audience. Five minutes are allowed between presentations for the next speaker to prepare. Do not have any visuals with your presentation apart from the pictures and images in the document.
All students participating must have a parent/guardian with them in the room while on a virtual call (ex.: ZOOM).
Videotaping in any form (this includes recording when using video conferencing applications like Zoom, Hangouts, etc.) during presentations is not allowed by the participants (or parents, teacher sponsors, etc.). Only an official VJAS media member may film during presentations for marketing and promotional purposes (the personnel can be identified by an official VJAS media tag/name badge).
By registering to attend the Virginia Junior Academy of Science (VJAS) symposium, you grant permission to VJAS and the host institution to take and use your photo in VJAS and host institution marketing and promotional pieces for an indefinite period of time. Marketing and promotional pieces include, but are not limited to, printed brochures, reports, postcards, flyers, and materials, as well as online uses such as postings on the VJAS and host institution website, online newsletters, and email blasts. VJAS and the host institution shall own all rights, including copyrights in and to the photos. You also grant permission to VJAS and the host institution to use, encode, digitize, transmit, and display the video/audio of your session, presentation, or workshop was given at the VJAS conference, singularly or in conjunction with other recordings, as well as to use your name, photograph, biographic information, and ancillary material in connection with such video/audio for commercial, promotional, advertising, and other business purposes. VJAS directors, officers, host institutions, and meeting volunteers are released from any liability arising out of the use of your name, video, photographs, and/or organization name and location.
Presentation Format.
The entire oral presentation must be done in person by all of the authors. All multiple authors must attend the meeting and present. If there are extenuating circumstances, such as injury or death in the family, affecting the attendance of one member of a team project, the proposal for having the remaining team present should be submitted to associate-directorvjas@gmail.com before the meeting begins.
Technology.
The presentation should be supported by appropriate visual aids, such as a PowerPoint or some LCD/Computer-generated presentation material.
If there are additions to the paper since its submission, these should be included in the presentation. Ancillary materials are not permitted, and students will be disqualified. Ancillary materials DO NOT include notecards or project papers.
Preparation.
Adequate preparation for the oral presentation of the student research paper is highly recommended. This preparation should include teachers, other students, and related professionals acting as a critiquing audience for oral practices of the presentation. The student presenter should be critiqued regarding general delivery, speaking voice, clarity, mannerisms, and the use of visual aids, as well as scientific accuracy. An outline of the presentation on note cards may be desirable to help avoid information omission and to stay within the time limitations. You ARE NOT to read your paper. You are to speak so all in the room may hear and understand your words. For in person presentations, you should use a pointer when pointing to images on the screen, chalkboard, or overhead projector. Do not use a laser pointer.
Dress.
Students presenting papers should be properly dressed (business casual) for the oral presentation. When presenting, virtually check your lighting and other things that may be distractive like a fan above your head.
G. ABSTRACT SUBMISSION AND PUBLICATION
- The VJAS publishes Proceedings for each Research Symposium. These are posted online on the VJAS website for download. The abstracts of all presentations will be published as well as a list of the award winners and the entire papers of VJAS Honors Awards winners.
- Abstract Submission. Each person (or group of multiple authors) that presents a paper at the Virginia Junior Academy of Science Research Symposium is required to submit an abstract of his/her paper at the time of paper submission on Reviewr (as a MS WORD DOCUMENT). The abstract will be uploaded as a separate document during the paper submission process. These abstracts will be used in the VJAS Proceedings.
