2023 Scholarship Documents/Timeline and tasks

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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 Oct. 2022 ALL
Initial committee meetings 12/05/22 ALL as available
Finalize the number of scholarship recipient seats to hold for registration ALL - email discussion
Finalize call for applications & application format 01/04/23
Put out call for applications Includes identifying channels, communities, organizations to target
Reminder call
Create evaluation rubric
Application deadline 01/13/23
Confirm application receipt Applicants will receive a confirmation when submitting the form.
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
Finalize number of available scholarships; notify LPC of registration spots to release Budget & sponsorship committees
Notify recipients, waitlisted, non-recipients; ask recipients for confirmation, offer 1-1 meetings & conference buddy 01/17/23
Recipients confirm participation, meeting interest, buddy system interest
Follow up with waitlisted applicants
Announce awardees 02/01/23
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 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!
Conference on-site contacts
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