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			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