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

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| Call for committee volunteers
 
| Call for committee volunteers
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| ALL
 
| ALL
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| ALL - email discussion
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| Chair
 
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| Finalize call for applications & application format
 
| Finalize call for applications & application format
| 01/04/23
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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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| 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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| Create evaluation rubric
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| Review evaluation rubric
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| 01/12/23
 
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| Applicants will receive a confirmation when submitting the form.
 
| Applicants will receive a confirmation when submitting the form.
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| Follow up about missing information
 
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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
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| ALL
 
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| Committee meeting to discuss applications, choose recipients
 
| Committee meeting to discuss applications, choose recipients
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|N/A
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|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
 
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| ''Budget & sponsorship committees''
 
| ''Budget & sponsorship committees''
 
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| Notify recipients, waitlisted, non-recipients; ask recipients for confirmation, offer 1-1 meetings & conference buddy
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| Notify recipients, waitlisted, non-recipients; ask recipients for confirmation
| 01/17/23
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| 01/20/23
 
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| Recipients confirm participation, meeting interest, buddy system interest
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| Recipients confirm participation
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| 01/27/23
 
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| Recruit conference buddies
 
| Recruit conference buddies
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| 02/01/23
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| Send an email awardees and the listserv to recruit
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| Send a reminder for the buddy program
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| 02/08/23
 
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| Can put in the same email as awardee announcement
 
 
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| Match awardees with conference buddies
 
| Match awardees with conference buddies
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| 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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| Conference!
 
| Conference!
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|03/14/23-03/17/23
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| Conference on-site contacts
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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