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 |
| Coordinate with conference MC(s): scholarship winners recognition, name pronunciation | 2/6-2/12 | Amy | |
| 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 |