Thank you for encouraging students to attend and participate in the 2011 Washington Junior Science and Humanities Symposium (WJSHS) at Seattle Pacific University, in Upper Gwinn (3rd floor), on Thursday and Friday, March 17-18, 2011.
Visit Seattle Pacific University's website for directions and campus map: http://www.spu.edu/info/maps.asp
PRELIMINARY SCHEDULE OF WJSHS EVENTS:
The Symposium will begin with Check In between 11:00 am and 1:00 pm on Thursday, March 17, in Upper Gwinn on Seattle Pacific University's campus. There will be a continuous series of events from Thursday at 1:00 pm through Friday, March 18, at approximately 6:00 pm. Final program with all the details will be posted on this website later.
TEACHER REQUEST FOR FTP ACCOUNT DEADLINE:
Friday, January 7, 2011
Teachers whose students intend to submit papers must click here to send a special email to the WJSHS Director by Friday, January 7, 2011 to request a password-protected FTP account on the Symposium server. This will allow each teacher to have his or her secure space to upload papers. No more emailing large files!
RESEARCH PAPER SUBMISSION DEADLINE:
Friday, January 21, 2011
Research papers must be prepared and oral presentations must be delivered according to the National JSHS Program Fact Sheet and Guidelines for Students
The teacher of every student who submits a research paper must upload electronically on the Symposium server, on behalf of the student, a copy of the student's paper. (For a sample winning paper, click here.)
In addition, the student who submits a research paper must include, as part of the paper, an abstract and a Statement of Outside Assistance (which includes the name(s) of mentor(s), research advisor(s), and others who contributed to the research described in the paper, as well as a brief outline of each person's contribution).
Please note: Any research paper submissions made by anyone except the student's teacher will not be considered.
NOTIFICATION OF FIFTEEN FINALISTS FOR ORAL PRESENTATIONS:
Friday, February 11, 2011
The notification of the selection of fifteen finalists who will be invited to present their research orally at the WJSHS will be made on Friday, February 11, 2011. All teachers will receive a list of ALL students who will be invited to present their papers orally. The students who will be giving oral presentations should receive the following from their teacher.
►A copy of the list of presenters, with their own name highlighted.
►Copies of the Oral Presentation Guidelines and Judging Form, which gives the criteria for judging.
From each of these students, we must receive an email confirmation that the student intends to give his or her oral presentation. Please send email confirmations to remyers@spu.edu We must receive these confirmations no later than Friday, February 18, 2011. Also see "Registration Deadline" section below.
NOTIFICATION OF POSTER PRESENTERS:
Friday, February 11, 2011
Students who do not get invited to present their research orally may display their research in a poster presentation at the Washington Symposium. Teachers need to give these students the following:
►A copy of the Poster Presentation Guidelines.
►A copy of the Form for Judging Poster Presentations, which gives the criteria for judging.
For each of these students, the teacher must provide a confirmation that the student intends to display a poster as part of the Final Registration Form. We must receive these confirmations no later than Friday, February 18, 2011. Also see "Registration Deadline" section below.
FINAL SYMPOSIUM REGISTRATION DEADLINE:
Due Between February 11 and 18, 2011
Send the list of names of confirmed oral presenters, the names of confirmed poster presenters, the names of student observing attendees, plus the names of all teachers and adult chaperones.
Please use the Final Registration Form attached to the February 11 email to teachers to list all attendees (in the above categories) from your school. Email your completed Final Registration Form to: remyers@spu.edu as an attachment.
FINAL RESERVATION DEADLINE FOR COURTYARD SEATTLE LAKE UNION:
Between February 11 and 25, 2011
For all groups, regardless of distance: The first night of the event (Thursday, March 17) is the only night available with accommodations at the Courtyard Seattle Lake Union. A block of rooms has been reserved for WJSHS at this hotel: 23 rooms with one king size bed and a pull out sofa, and 15 rooms with two double beds.
Teachers must make reservations directly with the hotel for ALL attendees from their school BEFORE the final reservation deadline of February 25, 2011. For the teacher to "hold" the reserved rooms, the teacher must use a school district or personal credit card. After the rooms are "held" the reservation is binding for that teacher.
Payment for Rooms: The final payment for all rooms will be made by Seattle Pacific University. Basic TV will be provided, but pay per view movies and outgoing phone calls will be turned off. Incidentals like snacks in the room, and meals in the hotel restaurant cannot be charged to rooms. Such incidentals must be charged directly to the teacher's credit card or paid in cash by the person making the purchase. Seattle Pacific University will NOT be responsible for these or any other extra charges.
Assignment of Rooms: It will be the responsibility of the teacher to assign their students, 4 to a room, at the time that reservations are made. If the number of students from your school is such that a room has less than four students, then the teacher needs to work with other teachers to assign students from another school to fill each room. Teachers and adult chaperones will be assigned 2 to a room -- assignments are to be made by the reserving teacher, in cooperation with other teachers, in order to fill every room.
Check-in procedure: Check-in standard time is 3:00 pm, however, if the room is ready prior to that time, check-in may be earlier. If room is not available for early check-in, the hotel will store luggage until later arrival. At check-in, for each room, the teacher will have to give the name of a "lead person." You may also want to be sure that the front desk has all of your contact information linked to each room, for safety sake or if a parent calls the hotel.
Check-out procedure: Check-out standard time is 12:00 noon. This means that all attendees staying in the hotel must check out before returning to Seattle Pacific University to participate in the WJSHS program on Friday, March 18 (which begins at 8:00 am). A light continental breakfast will be available in SPU's Upper Gwinn from 7:00 am to 7:45 am. At check out, the teacher is responsible for paying for any extra charges (beyond the basic room rate and taxes that will be paid by Seattle Pacific University).
Parking at Hotel: Please note that the parking fees at the Hotel are to be waived for our group. Be sure to remind them of this at check-in on March 17. HOW TO MAKE YOUR HOTEL RESERVATIONS:
Between February 11 and 25, 2011
After reading all of the above information pertaining to the payment for rooms, assignment of rooms, check-in/check-out procedures, go to the appropriate hotel website to complete your reservation, using the following procedures:
1. To request King Bed Rooms, go to the Courtyard Seattle Downtown/Lake Union website at:
http://www.marriott.com/hotels/travel/seacd-courtyard-seattle-downtown-lake-union/?toDate=3/18/11&groupCode=WJSWJSA&fromDate=3/17/11&app=resvlink
2. Or to request Two Double Bed Rooms, go to the Courtyard Seattle Downtown/Lake Union website at:
http://www.marriott.com/hotels/travel/seacd-courtyard-seattle-downtown-lake-union/?toDate=3/18/11&groupCode=WJSWJSB&fromDate=3/17/11&app=resvlink
3. After you click on one of the above links, it will take you to the "Home Page" of the Courtyard, where you will then go to the Left side of the screen to "Check Rates & Availability."
4. Then, fill in the your desired "No. of Rooms" and under "Guests/Room" enter the number to be in each room (REMINDER - 4 students per room or 2 adults per room). If the number of students from your school is such that a room has less than four students or less than 2 adults, then the teacher needs to work with other teachers to assign students or adults from another school to fill every room (see email list from previous correspondence with all teachers).
5. Then scroll down past the "group code" (do not change the code) and click on "FIND." In the next screen that comes up, you will click on "119.00 (USD)" where you can get "Room Details" and select your "Room Preferences." Under "Room Preferences" one preference to be sure to click on is "Early Check-in" to get into the room as early as possible on March 17.
6. Once you have entered your "Preferences," go to the lower right side of the page and click on "Continue" to get to the next screen -- "Enter Guest Information," where you will complete all of the required information, including your school district or personal credit card number in order to hold your reservation.
7. Once you have entered all of your "Guest Information," go to the lower right side of the page and click on "Continue" and complete the reservation process, as directed by the website, from that point on.
If you have any questions concerning the reservations, call the Courtyard Seattle Lake Union at 206-213-0100. Give the the front desk person in charge at the Hotel the name of the group (WJSHS/Seattle Pacific University room block). Do NOT use the "booking group code."
MEDICAL CONSENT FORMS:
Teachers must have a completed medical consent form for each student (provided by their school). Teachers need to have the medical consent forms with them at all times in case of emergency. If a teacher does not have a consent form and a student needs emergency attention, it will be the responsibility of the teacher to contact the parents and make arrangements to handle the situation. Seattle Pacific University does not provide medical treatment and is not liable for treatments made without parental consent.
INFORMATION ABOUT AWARDS AND SCHOLARSHIPS:
The scholarships for Oral Presentation winners at the Regional Symposium will be $2,000 for first place, $1,500 for second place, and $1,000 for third place winners.
The teacher of the first place winner will receive a certificate and an award for $500.
The first- and second-place WJSHS Oral Presentation winners will get to present their research orally at the National Symposium and compete for scholarships. The first and second place winners at the Regional level will be competing on equal footing at the National Symposium.
The third-place WJSHS Oral Presentation winner will be invited to present his or her research in a non-competitive poster session at the National Symposium. Student attendees at the National Symposium will select 10 top-place finishers and a "student’s choice" winner of the poster session. Large medallion ribbons will be awarded with no cash prizes.
The fourth- and fifth- place WJSHS Oral Presentation winners will also get to attend the National Symposium.
The first-place winner among the WJSHS Poster Presenters may also get to attend the National Symposium, if the National Office of JSHS provides the support for this as they did in the past.
Teachers, please ask your students to consult the Information for Winners to familiarize themselves with the procedures for the winners.
We are looking forward to seeing you and your students on the campus of Seattle Pacific University on March 17-18, 2011! In the meantime, if you have any questions, please email Ray Myers, remyers@spu.edu
or call Ray at 206-218-8830.