INFORMATION FOR TEACHERS

Thank you for encouraging students to attend and participate in the Washington Junior Science and Humanities Symposium (WJSHS) at Seattle Pacific University, in Upper Gwinn (3rd floor), on Thursday and Friday, March 13-14, 2014.

Visit Seattle Pacific University's website for directions and campus map:  http://spu.edu/depts/ugadm/visits/resources.asp

SCHEDULE OF WJSHS EVENTS:

The Symposium will begin with Check-In between 11:30 am and 12:30 pm on Thursday, March 13, in Upper Gwinn on Seattle Pacific University's campus. 

Please Note: All Posters must be completely set up on their assigned tables by 12:45 pm in order to be considered for judging.  Table assignments will be provided at Check-In.

There will be a continuous series of events from Thursday at 1:00 pm through Friday, March 14, ending at approximately 6:00 pm.  Please see the Program Schedule with details posted on this website.

TEACHER REQUEST FOR FTP ACCOUNT DEADLINE:
Wednesday, January 8, 2014

Teachers whose students intend to submit papers must click here to send a special email to the WJSHS Director by Wednesday, January 8, 2014 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 (note the definitions and limits for "Complete Papers" given below):
Friday, January 24, 2014

Student Research Papers must be prepared and oral presentations must be delivered according to the National JSHS Program Fact Sheet and Guidelines for Students

It is the responsibility of the teacher to work with each student to make sure that the paper is correctly formatted according to the sections  given below (with prominent headings), and to make sure that the paper is within the 20 page limit - for all parts from Abstract through the Appendices.

The teacher of every student who submits a research paper must electronically upload a pdf version of the complete research paper (maximum size of 1.8 Mb) in the teacher's FTP account assigned on the WJSHS server.  Once papers have been submitted, they shall not be changed during the paper judging process.

COMPLETE RESEARCH PAPERS submitted on behalf of each student must include everything in the following list within the 20 page limit for the entire paper -- in this precise order:

     1. a correctly formatted 200 word Abstract, which is preceded by a
      header that includes:
           (a) title of the research project,
           (b) student name,
           (c) name of high school, city, and state,
           (d) name(s) of teacher, sponsor, mentor (preceded by their title),
           (e) a line of space between this heading and
                the body of the abstract,
           (f) then the 200 word limit abstract.

   2. a Statement of Outside Assistance, which includes all the following:
          (a) 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 contributions
               to the project,
          (b) explain the extent of the original work carried out by the student
               submitting the paper,
          (c) if the research is a continuation of a project carried out by
               another student in a previous year or by the same student
               in a previous year, then a description of the new research
               by the student needs to be clearly explained.

    3. the Main Body of the Paper with all of the parts described under the
       following headings (in bold print):
          (a)
Background for the research,
          (b) statement of the Research Problem,
          (c) description of the Research Design and the Variables,

          (d)
Data Collection Procedures, including appropriate
               statistical procedures,
          (e) Results, including appropriate charts, graphs and statistics,
          (f) Discussion of the results, including appropriate Conclusions.

   4. a complete Bibliography of sources.

   5. Appendices (if any), must also fall within the 20 page limit.

Any papers which are incomplete in any way, or which exceed the 20 page limit may be eliminated from the competition - at the discretion of the Judges.

Please note: ONLY complete research papers will be considered for judging.  In addition, submissions made by anyone except the student's teacher will not be considered.  

NOTIFICATION OF FIFTEEN FINALISTS FOR ORAL PRESENTATIONS:
Friday, February 14, 2014

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 14, 2014.  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 that 
    student's own name highlighted.
►Copies of the Oral Presentation Guidelines
    and Judging Form, which gives the criteria.

The Teacher must be sure that we receive an email confirmation from each selected student which communicates that the student intends to give his or her oral presentation at the Symposium.  Please send email confirmations to remyers@spu.edu   We must receive these confirmations no later than Friday, February 21, 2014.  Also see "Registration Deadline" section below.

PLEASE NOTE: It is the responsibility of the teacher to establish that each student who is invited to give an Oral Presentation at the WJSHS will also commit to giving their presentation at the National JSHS, April 23-27, 2014, in Arlington, VA (should they be selected as a WA Region Winner). If a student places in the top 2 at the WJSHS, they have the opportunity and responsibility to present at the National competition. If the student is not able to present at the National JSHS, their place and their scholarship awards will be given to the student who replaces them for National competition.

As a result of this policy, the certificates of scholarships won at WJSHS will be presented to each winning student at the National JSHS competition in April.

NOTIFICATION OF POSTER PRESENTERS:
Friday, February 14, 2014

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,
   (especially note the size restrictions).  Any Posters
   that exceed the size restrictions may be rejected
   from the competition, at the Director's discretion.
►A copy of the Form for Judging Poster Presentations,
   which gives the criteria for judging.

The teacher must provide a confirmation for each student who intends to display a poster, by noting the intent on the Final Registration Form. We must receive these confirmations no later than Friday, February 21, 2014.  Also see "Registration Deadline" section below.

FINAL SYMPOSIUM REGISTRATION DEADLINE:  
Due Between February 14 and 21, 2014

Teachers: A NEW Final Registration Procedure is being developed for you to enter the registration information for all attendees from your school at a NEW online site.  The URL for this registration, and the directions for its access and implementation will be attached to the Director's February 14 email.

Teachers: ALL participants (teachers, chaperones, and other adults as well as students) must fill out and sign the Seattle Pacific University Waiver Form (attached to the Director's Feb. 14 email), including parent signatures on each student form.  All of these signed Waiver Forms must be turned in at the Check-In Table when you arrive at Upper Gwinn on March 13, 2014.

PLEASE NOTE: The Registration Fee is $15 for each attendee. This fee has increased this year primarily due to the continuing rising costs of this event, without any increase in financial support from the National JSHS organization.  This Fee must be paid by ALL teachers, students, chaperones, parents, and other attendees.  By February 21, this Fee must be paid by one of the following methods:

     1. Send one check for your group, made out to Seattle Pacific University, with WJSHS on the "memo" line of the check, and mail it to:


               Susan Siverson, Budget Manager
            School of Education
            Seattle Pacific University
            3307 Third Ave. West, Suite 202
            Seattle, WA 98119

     2. Use the QuikPAY system online to pay for your group by credit card; copy the URL given below into your browser, and complete the information required. 

             https://quikpayasp.com/spu/commerce_manager/payer.do?orderType=SOEWJSHS
 

ARRANGEMENTS FOR LODGING AT COURTYARD SEATTLE LAKE UNION (or another hotel of your choosing):
Should be completed by February 21, 2014

TEACHERS: It will be your responsibility to directly make all reservations and payments for lodging with a hotel of your choice.  Although the Courtyard Seattle Downtown/Lake Union is recommended since it is so close to SPU, each teacher is free to select the lodging accommodations for your group. 

If you choose to make reservations at the Courtyard Seattle Downtown/Lake Union, they must be received on or before February 21, 2014 in order for the following discounted rate to apply: $99, plus taxes (15.6%).  Reservations need to be made either by phone or by online reservation (see note below). 

Assignment of Rooms: It will be the responsibility of the teacher to assign all students and chaperones to rooms.  Please Note: This year, the only rooms available during our event dates at the Courtyard Seattle Downtown/Lake Union are rooms with one King sized bed and one pull-out sofa bed. The hotel has said that no roll-away beds can be added to these King rooms, per the fire safety code in Seattle. The hotel recommends 3 people per room. The hotel personnel indicated that more than 3 people per room would not be comfortable.

If you make reservations by phone, call 800-321-2211 and give the following information:
    Hotel Name:  Courtyard Seattle Downtown/Lake Union
                                 (on Westlake Ave.)
    Event Name:  "WJSHS/Seattle Pacific University Room Block"
    Special Rate Code:  WJS WJSA (to get the $99 rate per room per night)
    Personal Information:  Name, Billing Adress, Credit Card/Debit Card no.
                    Put all of your group's reservations under your name

Be sure to give this information when you make your reservations, in order to receive the special group rate.  You will need to provide your school district or personal credit or debit card number in order to hold your reservation.  You will be given a confirmation number for your reservation and an email confirmation will be sent to you.

If you make reservations online, Teachers should click on the URL below to make room reservations for your group in the teacher's name.  If clicking on the URL does not take you to the Marriott site, you may have to copy the entire URL (below) and paste it into your browser in order to connect to the hotel's website. 

Once you get to the Marriott site, follow these directions to begin your reservation:
     1. Go to "Check Group Rate Availability" in the upper right corner
                                                            of the screen,
     2. Enter "Check-In" and "Check-Out" dates,
     3. Enter the no. of rooms required for your group in "Rooms" section,
     4. Enter the number of
people per room in the "Guests/Room" section
             (Note, the hotel is allowing no more than 3 guests per room),
     5. After entering the above information in the appropriate boxes, click on
             "Check Availability" to continue making your group's reservations.

http://www.marriott.com/meeting-event-hotels/group-corporate-travel/groupCorp.mi?resLinkData=WJSHS/Seattle%20Pacific%20University%20Room%20Block%5ESEACD%60WJSWJSA%6099.00%60USD%60false%603/13/14%603/15/14%602/21/2014&app=resvlink&stop_mobi=yes

PLEASE NOTE:  You must allow enough time on Thursday morning, March 13, to check-in at the hotel, drop off luggage, get lunch on your own, and arrive at the WJSHS Check-In desk at SPU's Upper Gwinn between 11:30 am and 12:30 pm.  All posters must be set up no later than 12:30 pm.

Once your group's reservations are completed, please send the name of the hotel you choose and the hotel's phone number to the WJSHS Director at remyers@spu.edu

Payment for Rooms: 
Seattle Pacific University will NOT be responsible for any lodging charges

Teachers: The final payment for all rooms will be made by each teacher and/or their own school district.  The particular means of payment is at the discretion of the teacher.  


MEDICAL CONSENT FORMS:

Teachers: You must have a completed medical consent form for each student (provided by your 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 consent forms nor medical treatment, and is not liable for treatments made by others without parental consent.

INFORMATION ABOUT AWARDS AND SCHOLARSHIPS:

PLEASE NOTE: It is the responsibility of the teacher to establish that each student who is invited to give an Oral Presentation at the WJSHS will also commit to giving their presentation at the National JSHS, April 23-27, 2014, in Arlington, VA (should they be selected as a WA Region Winner). If a student places in the top 2 at the WJSHS, they have the opportunity and responsibility to present at the National competition. If the student is not able to present at the National JSHS, their place and their scholarship awards will be given to the student who replaces them for National competition.

As a result of this policy, the certificates of scholarships won at WJSHS will be presented to each winning student at the National JSHS competition in April.

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 additional scholarships. The first and second place winners at the Regional level will be competing on equal footing at the National Symposium.  

The third-place, fourth-place, and fifth-place WJSHS Oral Presentation winners will be invited to present his or her research in a 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 first-place winner among the WJSHS Poster Presenters may also get to attend the National Symposium and present his or her research in a poster session, if the National Office of JSHS provides the support for this, as they have in past years.  

Teachers: Please ask your students to consult the Information for Winners to familiarize themselves with the procedures for the winners.  All student presenters need to come to the WJSHS with the required information necessary for travel arrangements to the National competition, as follows:
     1. Student name,
     2. Home address,
     3. Social Security number,
     4. Cell phone number,
     5. Home phone number,
     6. Location of the most convenient airport.

We are looking forward to seeing you and your students on the campus of Seattle Pacific University on March 13-14, 2014!  In the meantime, if you have any questions, please email Ray Myers, remyers@spu.edu or call Ray at 206-218-8830.`