2023 Scholarship Documents/Timeline and tasks

2023 Scholarship Committee Documents

The 2023 Scholarship Committee used this timeline to track tasks and deadlines. Committee members signed up for tasks based on interest and capacity.

Task / milestone	Date(s)	Notes	Team
Call for committee volunteers	10/2022		ALL
Initial committee meetings	12/05/22		ALL as available
Finalize the number of scholarship recipient seats to hold for registration			Chair
Finalize call for applications & application format	12/05/22
Put out call for applications	12/12/22	Includes identifying channels, communities, organizations to target
Review evaluation rubric	01/12/23
Application deadline	01/13/23
Confirm application receipt		Applicants will receive a confirmation when submitting the form.
Review & rate applications individually	01/20/23	"Individually" as in each committee member	ALL
Committee meeting to discuss applications, choose recipients	N/A	Committee will communicate via email during the review but will set up a meeting if needed	ALL - multiple meetings if needed or send written feedback
Finalize number of available scholarships; notify LPC of registration spots to release			Budget & sponsorship committees
Notify recipients, waitlisted, non-recipients; ask recipients for confirmation	01/20/23
Recipients confirm participation	01/27/23
Follow up with waitlisted applicants
Announce awardees	02/01/23
Recruit conference buddies	02/01/23	Send an email awardees and the listserv to recruit
Send a reminder for the buddy program	02/08/23
Match awardees with conference buddies	02/15/23	Assume ongoing basis - some awardees may change their minds or people may volunteer late
Travel & housing planning		A Very Informative Email like logistics
Coordinate with CONCENTRA: awardee names & contact email		Rolling as confirmations come in
Coordinate with conference MC(s): scholarship winners recognition, name pronunciation
Conference guide / social stuff email			ALL
Conference!	03/14/23-03/17/23
Group lunch
Lessons learned			ALL
Post-conference feedback		Create & send survey, review feedback	(survey & email), ALL (review feedback)
Documentation		Share committee documents & participant feedback with other committees and/or post on wiki as appropriate