2023 Scholarship Documents/Meetings
Revision as of 19:54, 22 November 2022 by SoojeongHerring (Talk | contribs)
Revision as of 19:54, 22 November 2022 by SoojeongHerring (Talk | contribs)
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 | ALL | ||
| Initial committee meetings | ALL as available | ||
| Call for individual donations to the Angel Fund | Sponsorship Comm aims to have funding confirmed by early October but there may be late additions | Sponsorship Committee | |
| Finalize the number of scholarship recipient seats to hold for registration | ALL - email discussion | ||
| Finalize call for applications & application format | |||
| Put out call for applications | Includes identifying channels, communities, organizations to target | ||
| Reminder call | |||
| Create evaluation rubric | |||
| Application deadline | |||
| Confirm application receipt | |||
| Follow up about missing information | |||
| Review & rate applications individually | "Individually" as in each committee member | ||
| Committee meeting to discuss applications, choose recipients | 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 | Budget & sponsorship committees | ||
| Reference deadline | |||
| Notify recipients, waitlisted, non-recipients; ask recipients for confirmation, offer 1-1 meetings & conference buddy | |||
| Recipients confirm participation, meeting interest, buddy system interest | |||
| Follow up with waitlisted applicants | |||
| Announce awardees | |||
| Recruit conference buddies | Can put in the same email as awardee announcement | ||
| Match awardees with conference buddies | Assume ongoing basis - some awardees may change their minds or people may volunteer late | ||
| Travel & housing planning | A Very Informative Email | ||
| Coordinate with CONCENTRA: awardee names & contact email | Rolling as confirmations come in | ||
| Housing preference | |||
| 1-on-1 meetings with awardees | Welcome, Q&A about anything | ||
| Coordinate with conference MC(s): scholarship winners recognition, name pronunciation | |||
| Conference guide / social stuff email | ALL | ||
| Conference! | |||
| Conference on-site contacts | |||
| Pre-preconference meetup | |||
| 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 | ||