Pilot Instructions

1. Call for Pilots

Call for Pilots Period: 09 December 2025 – 20 December 2025

Call for Pilots is an open invitation to IEEE members, sections, student branches, universities, and industry collaborators to apply to serve as regional Pilots for IEEE YESIST12, hosting and coordinating the prelims in their locality while acting as official ambassadors of the program. The objective is to recruit motivated organizers from IEEE entities worldwide who can represent their regions, promote YESIST12, and enable local teams to participate in the global innovation platform.

2. Pilot Selection

Eligibility to be a Pilot:

1. Eligible applicants typically include IEEE Sections, Subsections, Student Branches, Affinity Groups, universities, colleges, and committed IEEE volunteers or professionals who can secure institutional support and conduct a structured prelim event.
2. Pilots are expected to demonstrate the capacity to engage multiple student teams, follow YESIST12 guidelines, coordinate with the central organizing team, and uphold IEEE’s values of innovation, professionalism, and social impact.

Selection Process:

1. Pilots are shortlisted by the IEEE YESIST12 Committee based on the Expressions of Interest submitted.
2. The evaluation considers factors such as the applicant’s promotional reach, prior experience in organizing events, and demonstrated ability to attract and engage participants.

3. Announcement of Selected Pilots

Notification of Selected Pilots: 30 December 2025

Notification: Selected Pilots will receive an official confirmation email from the IEEE YESIST12 organizing team, informing them of their selection and outlining the next steps and timelines. After receiving this email, each Pilot must formally acknowledge and confirm their willingness to take up the role within the specified deadline.

Responsibilities Post-Selection:

• Once confirmed, Pilots are expected to promptly begin awareness and publicity activities for IEEE YESIST12 within their institution, section, or region, using channels such as social media, emails, and local events.
• They should also start planning and scheduling regional promotions, information sessions, and project submission drives to attract teams, guide them on the tracks and guidelines, and ensure strong participation from their region.

4. Orientation for Selected Pilots

Pilot Orientation Sessions: 03 January 2026 & 04 January 2026

An orientation session will be organized for all selected Pilots to guide them through the IEEE YESIST12 structure, processes, expectations, and key deliverables. This session is intended for Pilots who have already aligned their internal timelines with the overall YESIST12 roadmap, which will be shared in advance of the call for Pilots.

The orientation will be conducted virtually and will:

• Walk Pilots through the roadmap for conducting preliminary rounds and managing project submissions.
• Share standard promotional materials, communication guidelines, and templates to ensure consistent branding and messaging.
• Provide a forum to clarify roles, resolve doubts, and address any queries Pilots may have before launching their regional activities.

5. Promotion and Project Submission

Pilot Publicity Window: 05 January 2026 – 05 March 2026

Responsibility of Pilots:

• Actively promote IEEE YESIST12 within their respective regions as per the overall program timeline.
• Facilitate, guide, and oversee project submissions from interested participants.
• Ensure that all project submissions are collected within the submission window specified in the YESIST12 roadmap.

Resources Provided:

• Official promotional templates, communication guidelines, and sample content.
• Access to IEEE YESIST12 branding materials for consistent visual identity.
• Technical support channels for managing and troubleshooting submission-related issues.

Note: An initial level of scrutiny will be carried out by the YESIST12 team, and only shortlisted projects will be eligible to enter the prelims.

6. Project Selection for Grand Finale

Pilot Prelims Period: End of March 2026 (exact date to be announced)

Preliminary Round:

• Pilots must conduct preliminary rounds in their regions within the uniform time window defined in the YESIST12 timeline.
• All selected Pilots will run prelims during this common period to ensure consistency across regions.
• Projects will be evaluated by an independent jury appointed by the IEEE YESIST12 team.
• Only project ideas shortlisted by the IEEE YESIST12 team will be allowed to participate in the preliminary round.
• Pilots must ensure transparency, impartiality, and fairness throughout the evaluation process.

Submission to IEEE YESIST12 Jury:

• Final shortlisted projects from the prelims will be submitted to the central IEEE YESIST12 jury for consideration for the Grand Finale.
• IEEE YESIST12 reserves the right to recognize and select additional projects beyond the declared top entries if they are considered exceptional or of high impact.

7. Pilot-Level Results and Finale Participation

Results Announcement:

Pilots may announce the results of their preliminary rounds once evaluations are completed within their respective institutions, organizations, or regions.

Recognition at Pilot Level:

• Pilots are encouraged to recognize and celebrate top-performing projects at their level through certificates, awards, or special mentions.
• These top projects, along with any additional teams identified by the IEEE YESIST12 committee, will be shortlisted for participation in the Grand Finale, as specified in the official YESIST12 timeline and venue guidelines.
• IEEE YESIST12 reserves the right to directly invite any outstanding projects to the finale, irrespective of their local ranking.

8. Post-Prelims Process for Pilots

Post-Prelims Reporting Deadline: Within 10 days after prelims
Hard deadline: First week of April 2026

After completing the preliminary rounds, all Pilots must follow the standardized post-prelims reporting process to ensure smooth documentation, evaluation, and progression to the Grand Finale.

Required Submissions by Pilots:

• Prelims Report: A structured report summarizing the planning, execution, number of teams involved, judging process, and outcomes.
• Event Photographs & Media: High-quality photos, short video clips, and other media documenting the prelim event
• Participant & Jury Details: A consolidated list of participating teams, shortlisted projects, and details of the jury members.
• Final Shortlisted Projects: Submit the prelim-level shortlisted projects to the central IEEE YESIST12 jury as per the official submission protocol.
• Compliance Check: Ensure that all prelim rounds were conducted within the designated YESIST12 timeline and in alignment with the provided guidelines.

Purpose of Post-Prelims Documentation:

• These submissions help the IEEE YESIST12 committee maintain transparency, assess regional participation, validate the prelim processes, and facilitate the progression of qualified teams to the Grand Finale.

9. Pilot Awards (IEEE YESIST12 Pilot Honors)

Pilot Awards are special recognitions given to outstanding Pilots for their exceptional execution, engagement, and contribution to the YESIST12 mission.

These honors celebrate Pilots who demonstrate exemplary efforts such as impactful outreach, well-organized prelims, strong participant engagement, and meaningful support to shortlisted teams.

To know more about Pilot Awards, recognition criteria, and the honor categories, please visit the official Pilot Awards page on the YESIST12 website.

IEEE YESIST12 2026 Pilot Process Timeline

List of Action & Dates

• Call for Pilots - 06/12/2025 - 20/12/2025
• Emailing Selected Pilots - 30/12/2025
• Pilot Orientation Program - 03/01/2026 & 04/01/2026
• Pilot Portal Credentials - 03/01/2026
• Pilot Publicity - 05/01/2026 - 05/03/2026
• Pilot Prelims - End of March 2026 (Exact date to be announced)
• Post-Prelims Process - Within 10 days after prelims (Hard deadline: first week of April 2026)