2018 Scholarship Documents/Timeline and tasks

2018 Scholarship Committee Documents

The 2018 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	6/28, 7/19		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 number of scholarship recipient seats to hold for registration	9/15	Settled on 15	ALL - email discussion
Finalize call for applications & application format	10/16		Anastasia, Aisha, Chad
Put out call for applications	10/16	Includes identifying channels, communities, organizations to target	Anastasia, Aisha, Kat
Reminder call	11/3		Aisha, Kat
Create evaluation rubric	11/10		Amy (draft), ALL (edits)
Application deadline	11/17		Tod, Todd
Confirm application receipt	11/20		Todd
Follow up about missing information	11/20		Todd
Review & rate applications individually	11/18-11/28	"Individually" as in each committee member	ALL
Committee meeting to discuss applications, choose recipients	11/29 2:00 PM		ALL - multiple meetings if needed or send written feedback
Request references	11/29	Can be via email or Skype/phone	Kat, Mairelys, Ruth, Elvia, Amy
Finalize number of available scholarships; notify LPC of registration spots to release	12/5		Budget & sponsorship committees
Reference deadline	12/1 12:00 PM		Kat, Mairelys, Ruth, Elvia, Amy
Notify recipients, waitlisted, non-recipients; ask recipients for confirmation, offer 1-1 meetings & conference buddy	12/1		Tod, Chad
Recipients confirm participation, meeting interest, buddy system interest	12/5		Elvia
Follow up with waitlisted applicants	12/5		Amy
Announce awardees	12/12		Elvia
Recruit conference buddies	12/12	Can put in the same email as awardee announcement	Elvia
Match awardees with conference buddies	Dec/Jan	Assume ongoing basis - some awardees may change their minds or people may volunteer late	Todd, Elvia
Travel & housing planning	week of 12/11	A Very Informative Email	Kat, Kate
* Coordinate with CONCENTRA: awardee names & contact email	Dec asap	Rolling as confirmations come in	Amy
* Housing preference	Dec asap		Jenn @ CONCENTRA
* 1-on-1 meetings with awardees	Dec/Jan	Welcome, Q&A about anything	Ruth, Kat, Todd
Conference guide / social stuff email	1/29/18		ALL
Conference!	2/13-2/16
* Conference on-site contacts	2/12-2/16		Todd, Amy
* Pre-preconference meetup	2/12		Amy, Mairelys, Kate
* Group lunch	2/15
Lessons learned	February 2018		ALL
Post-conference feedback	February 2018	Create & send survey, review feedback	Amy (survey & email), ALL (review feedback)
Documentation	Spring 2018	Share committee documents & participant feedback with other committees and/or post on wiki as appropriate	Amy, Aisha