Pilot Instructions

Overall Flow for the Project Submission under Pilots Entry IEEE YESIST12 (2025)

About Pilots

The Pilots program in IEEE YESIST12 (2025) serves as the backbone for regional outreach and engagement. Pilots represent IEEE entities across the globe, acting as ambassadors to foster innovation and provide a platform for participants to showcase their groundbreaking projects. Through this initiative, we aim to create a dynamic network of regions that promote creativity, collaboration, and impactful solutions to real-world challenges.

1. Call for Pilots

Objective: Recruit Pilots from IEEE entities worldwide to represent their respective regions.

2. Pilot Selection

Selection Process:

  1. Evaluated by the IEEE YESIST12 (2025) Committee based on submitted EOIs
  2. Criteria include promotional reach, organizational experience, and capacity to engage participants.

3. Announcement of Selected Pilots

Notification: Selected Pilots will be formally notified via email.

Responsibilities Post-Selection:

  • Pilots must confirm their participation.
  • Immediately they need to start publicity for YESIST12-2025
  • Start planning regional promotions and project submission drives.

4. Orientation for Selected Pilots

Date: 8th February 2025.

Objective: Guide Pilots through the IEEE YESIST12 process, expectations, and deliverables

Details: A virtual meeting will be conducted to:

  • Explain the roadmap for project submissions and preliminary rounds.
  • Provide promotional materials and templates for consistency.
  • Address queries from Pilots

5. Promotion and Project Submission

Responsibility of Pilots:

  • Actively promote IEEE YESIST12 within their regions.
  • Facilitate and oversee project submissions by participants.
  • Ensure submissions are collected by the last week of February 2025

Resources Provided:

  • Official promotional templates and guidelines.
  • Access to IEEE YESIST12 branding materials.
  • Technical support for handling submissions.

Note: Initial level scrutiny will be done by the YESIST12 team. Only selected projects will be allowed for the prelims entry.

6. Project Selection for Grand Finale

Preliminary Round:

  • Pilots must conduct preliminary rounds in their regions from the first week of April to the fourth week.
  • All the selected pilots will conduct prelims within the uniform time window ie. first week of April to the fourth week.
  • Projects will be reviewed by an independent jury assigned by the IEEE YESIST12 Team.
  • Participation in the preliminary round will be limited to project ideas chosen by the IEEE YESIST12 team.
  • Ensure transparency and fairness in the evaluation process.

 

Submission to IEEE YESIST12 Jury:

  • IEEE YESIST12 retains the right to select projects outside of the declared top 3 if deemed exceptional.

7. Pilot-Level Results and Finale Participation

Results Announcement:

Pilots can declare their prelims results after evaluations are completed within their level of Institution/Organization.

Recognition at Pilot Level:

  • Pilots are encouraged to award top-performing projects within their level of Institution/Organization/regions.
  • These winners, along with selected participants by IEEE YESIST12, will advance to the Grand Finale in September 2025 at Universiti Kebangsaan Malaysia (UKM).
  • IEEE YESIST12 has the authority to invite any projects to the finale.

8. Pilot Awards

Criteria for Pilot Awards:

  • Timely organization of prelims and submission of reports.
  • Effective publicity and participant engagement.
  • Quality of projects submitted for the finale.
  • Effective follow-up to ensure the attendance of the top three teams in the Grand Finale.

 

Desirable

  • Providing support/travel grants to the teams to participate in the Grand Finale.

 

Recognition:

  • Outstanding Pilots will be honored during the Grand Finale.