Difference between revisions of "2023 Scholarship Documents/Timeline and tasks"

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(Created page with "2023 Scholarship Committee Documents The 2023 Scholarship Committee used this timeline to track tasks and deadlines. Committee members signed u...")
 
 
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! Task / milestone
 
! Task / milestone
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! Date(s)
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! Date(s)  
 
! Notes
 
! Notes
 
! Team
 
! Team
 
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| Call for committee volunteers
 
| Call for committee volunteers
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|
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| 10/2022
 
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|
 
| ALL
 
| ALL
 
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| Initial committee meetings
 
| Initial committee meetings
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|
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| 12/05/22
 
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|
 
| ALL as available
 
| ALL as available
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|-
 
−
| ''Call for individual donations to the Angel Fund''
 
−
|
 
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| ''Sponsorship Comm aims to have funding confirmed by early October but there may be late additions''
 
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| ''Sponsorship Committee''
 
 
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|-
 
| Finalize the number of scholarship recipient seats to hold for registration
 
| Finalize the number of scholarship recipient seats to hold for registration
 
|
 
|
 
|
 
|
−
| ALL - email discussion
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| Chair
 
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| Finalize call for applications & application format
 
| Finalize call for applications & application format
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|  
+
|12/05/22
 
|
 
|
 
|  
 
|  
 
|-
 
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| Put out call for applications
 
| Put out call for applications
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|  
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| 12/12/22
 
| Includes identifying channels, communities, organizations to target
 
| Includes identifying channels, communities, organizations to target
 
|
 
|
 
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| Reminder call
 
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−
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−
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| Create evaluation rubric
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| Review evaluation rubric
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| 01/12/23
 
|  
 
|  
 
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| Application deadline
 
| Application deadline
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| 01/13/23
 
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| Confirm application receipt
 
| Confirm application receipt
 
|  
 
|  
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| Applicants will receive a confirmation when submitting the form.
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+
−
|-
+
−
| Follow up about missing information
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−
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+
 
|
 
|
 
|
 
|
 
|-
 
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| Review & rate applications individually
 
| Review & rate applications individually
−
|  
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| 01/20/23
 
| "Individually" as in each committee member
 
| "Individually" as in each committee member
−
|
+
| ALL
 
|-
 
|-
 
| Committee meeting to discuss applications, choose recipients
 
| 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
 
| ALL - multiple meetings if needed or send written feedback
−
|-
 
−
| Request references
 
−
|
 
−
| Can be via email or Skype/phone
 
−
|
 
 
|-
 
|-
 
| ''Finalize number of available scholarships; notify LPC of registration spots to release''
 
| ''Finalize number of available scholarships; notify LPC of registration spots to release''
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| ''Budget & sponsorship committees''
 
| ''Budget & sponsorship committees''
 
|-
 
|-
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| Reference deadline
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| Notify recipients, waitlisted, non-recipients; ask recipients for confirmation
−
|
+
| 01/20/23
−
|
+
−
|
+
−
|-
+
−
| Notify recipients, waitlisted, non-recipients; ask recipients for confirmation, offer 1-1 meetings & conference buddy
+
−
|  
+
 
|
 
|
 
|  
 
|  
 
|-
 
|-
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| Recipients confirm participation, meeting interest, buddy system interest
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| Recipients confirm participation
−
|  
+
| 01/27/23
 
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|
 
|
 
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|-
 
|-
 
| Announce awardees
 
| Announce awardees
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|  
+
| 02/01/23
 
|
 
|
 
|  
 
|  
 
|-
 
|-
 
| Recruit conference buddies
 
| Recruit conference buddies
 +
| 02/01/23
 +
| Send an email awardees and the listserv to recruit
 
|
 
|
−
| Can put in the same email as awardee announcement
+
|-
 +
| Send a reminder for the buddy program
 +
| 02/08/23
 +
|
 
|
 
|
 
|-
 
|-
 
| Match awardees with conference buddies
 
| Match awardees with conference buddies
−
|  
+
| 02/15/23
 
| Assume ongoing basis - some awardees may change their minds or people may volunteer late
 
| Assume ongoing basis - some awardees may change their minds or people may volunteer late
 
|
 
|
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| Travel & housing planning
 
| Travel & housing planning
 
|  
 
|  
−
| A Very Informative Email
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| A Very Informative Email like logistics
 
|  
 
|  
 
|-
 
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|  
 
|  
 
| Rolling as confirmations come in
 
| Rolling as confirmations come in
−
|
 
−
|-
 
−
| ''Housing preference''
 
−
| '' ''
 
−
|
 
−
| '' ''
 
−
|-
 
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| 1-on-1 meetings with awardees
 
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|
 
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| Welcome, Q&A about anything
 
 
|  
 
|  
 
|-
 
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| Conference!
 
| Conference!
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|colspan="3"|
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|03/14/23-03/17/23
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|-
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| Conference on-site contacts
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−
|
+
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| Pre-preconference meetup
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|

Latest revision as of 21:10, 12 January 2023

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
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