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 |