Research Forum Judging FAQ
Introduction
Thank you for serving as a judge for the Research Forum. Your role is vital in recognizing and supporting the outstanding research conducted by our community. This FAQ provides answers to common questions about judging responsibilities, scoring, logistics, and event-day procedures. Please review the information carefully to ensure a smooth experience for both you and the participants.
Post Sign-up
I signed up to volunteer. What are the next steps?
Thank you for volunteering to serve as a judge, we greatly appreciate your support! You will receive an email with your assigned judging times and the list of participants you’ll be evaluating. We encourage you to review their posters and abstracts in advance so you are familiar with their research areas before the event.
Please also take a moment to review the scoring rubric and sample scoring form, available below in the Day-of Judging section of the FAQ.
How do I access abstracts and posters ahead of time?
You will be able to review all abstracts and posters in advance on the website. Submissions are organized by category and sorted alphabetically by last name within each category. However, oral presentations are a significant factor in judging and scoring may only be submitted on the day of the event.
I confirmed but now can’t attend — what should I do?
Unless it’s an emergency, you are expected to fulfill your judging commitment, as the event relies on your participation to ensure a fair evaluation for all presenters. If you are unable to do so, please email Dean Prabhakar (bprabhak@uic.edu) and copy the Research Forum team (COMResearchForum@uic.edu) immediately.
Please be advised, last-minute cancellations place a significant burden on the team and can negatively impact the judging process for participants who have worked hard to prepare.
Can I be both a judge and a presenter?
No. Presenters must remain at their posters for the full session to ensure every assigned judge sees their presentation, and judges will be assigned to multiple presentations.
Day-of Judging
Where do I check-in on Research Forum Day?
Judges should check in at the main desk. At check-in, you will receive your badge, map, and event materials. Please plan to arrive early to allow enough time to review instructions before judging begins.
What are the judging responsibilities and timeline for the day?
On the Day of the Research Forum
- Check-In
- Visit the check-in desk to pick up your judge badge.
- If you requested paper scoring forms, collect them at this time.
- Locate Assigned Posters
- Posters will be arranged in ascending order. Refer to the event map if you need help locating your assigned posters.
- Scoring Process for Each Poster
- Go to the assigned poster board.
- If using a mobile device: Scan the QR code at the poster. If any information is missing, please enter it manually.
- If using a paper form: Record your scores directly on the sheet. Submit it to the check-in desk immediately after completing each evaluation.
- Engage with the Presenter
- Review the poster and listen to the oral presentation.
- Ask questions as needed to evaluate the work fairly.
- Submit Scores
- Submit electronic scores immediately after completing the form.
- For paper scores, hand them in promptly before moving on to the next participant.
- Proceed to the Next Poster
- Move on to the next assigned participant and repeat the process, scanning a new QR code at each station (or using the next paper form, if applicable).
What time should I arrive to judge?
You will be notified in advance whether you are assigned to Session 1 or Session 2. Please arrive prior to the start of your assigned session to ensure you have sufficient time to review and evaluate all of your assigned participants.
How much time should I allocate for judging?
Plan to spend approximately 15-20 minutes at each of your assigned posters. The presenter will share their presentation, and you will have the opportunity to ask questions. Please plan accordingly to ensure you can judge all of your assigned presentations.
What does the judging form look like?
Each participant will display a QR code at their station that links directly to their judging form. If any information is missing, please fill it in before scoring.
Please ensure the poster number is correct. An incorrect number may result in the wrong poster being judged or excluded from scoring.
The form is structured by criteria, with questions worth 10, 15, or 20 points each, for a total possible score of 100. See the rubric below for more information.
• What is the scoring matrix?
As a judge, you will evaluate both the poster and the oral presentation using the official scoring rubric. Be sure to consider clarity, technical approach, significance of the work, and overall impact. Ask questions to help you assess the presenter’s understanding and ability to explain their research to a diverse audience.
The judging rubric is outlined below. Each category has a different maximum point value, with a total possible score of 100 points.
- Quality of poster: up to 10 points
- Technical approach: up to 15 points
- Quality of oral presentation: up to 15 points
- Significance of work: up to 20 points
- Conceptual or technical innovation: up to 20 points
- Overall scientific impact: up to 20 points
Total Score: Maximum of 100 points
Is there a paper option for judging?
Paper scoring sheets are available to those who requested physical forms upon registering as a judge. However, we strongly encourage judges to use the online submission system, as it greatly simplifies scoring and ensures accuracy. All paper scoring sheets must be turned in immediately upon completion.
What is the timeframe for submitting scores on the day?
Scores should be submitted immediately after evaluating each presenter.
- Online submissions: If you are using a mobile device, scores are submitted automatically once you complete and send the form.
- Paper submissions: Hand your score sheet to the volunteers at the check-in desk right after you finish with a presenter. Paper scores must be submitted no later than 20 minutes before the session ends.
Please do not hold all scores until the end of the session—each score must be turned in promptly after evaluation.
How do I know if my score was submitted successfully?
After you click Submit Score, a confirmation message will appear on the screen (see example image).