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 Friday and Saturday, March 13-14, 2015.

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 Friday, March 13, in Upper Gwinn on Seattle Pacific University's campus. 

Please Note: All Poster Boards must be completely set up on their assigned tables by 12:30 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 Friday at 1:00 pm through Saturday, 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 7, 2015

Teachers whose students intend to submit papers must click here to send a special email to the WJSHS Director by Wednesday, January 7, 2015, 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 23, 2015

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 2.0 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 (including data tables, graphs, and photos) -- 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, expanded
              
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.

Please note: ONLY complete, correctly formatted research papers within the 20-page limit will be considered for judging.  In addition, submissions made by anyone except the student's teacher or adult mentor will not be considered.  

NOTIFICATION OF FIFTEEN FINALISTS FOR ORAL PRESENTATIONS:
Friday, February 13, 2015

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 13, 2015.  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 communicate to each student who intends to present their research as an Oral presentation, that they must note their intent on the Final Registration Form which they fill out online. We must receive these confirmations no later than Friday, February 20, 2015.  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 29 to May 2, 2015, in Hunt Valley, MD (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.

NOTIFICATION OF POSTER PRESENTERS:
Friday, February 13, 2015

Students who do not get invited to present their research orally are encouraged to display their research as a Poster Board presentation at the Washington JSHS. Teachers need to give these students the following information as early as possible:

A copy of the Poster Presentation Guidelines,
   (especially note the correct size restrictions of 36" high
    by 48" wide - even though the sizes given in this link
    are incorrect)
.  
   
Any Poster Boards that exceed the size restrictions may be rejected 
   from the competition, at the Director's discretion.  Everything else in    the link is approved, but the size description could not be edited.

NOTE: The Title of the project must also be within that 36" high by 48" wide Poster Board format - which means that separate "signs" on top of the Poster Board to show the Title are not allowed!

We realize that some students intend to present their Poster Boards in more than one competition, where these size restrictions don't apply. Therefore, it is suggested that the student put all of his or her presentation on pre-printed graphics sections that can be fastened on the 36" high by 48" wide Poster Boards. That way the same pre-printed graphics sections can later be transferred to whatever size poster board the student may want to use in another competition.

►A copy of the Form for Judging Poster Presentations,
   which gives the criteria for judging.

The teacher must communicate to each student who intends to display their research as a Poster Board presentation, that they must note their intent on the Final Registration Form which they fill out online. We must receive these confirmations no later than Friday, February 20, 2015.  Also see "Registration Deadline" section below.

FINAL SYMPOSIUM REGISTRATION DEADLINE:  
Due Between February 13 and 20, 2015


Teachers: A GoogleDocs Final Registration Procedure is again being updated 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 13 email.

Teachers: ALL participants (teachers, students, chaperones, parents and other attendees) must fill out and sign the Seattle Pacific University Waiver Form (attached to the Director's Feb. 13 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, 2015.

PLEASE NOTE: The Registration Fee is $15 for each attendee. This Fee is necessary, 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 20, 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

 

PAYMENTS FOR MEALS AT THE SYMPOSIUM:

Teachers -- A NEW POLICY is in place this year, as follows: 

As in the past, meals will be provided at no additional cost for ALL students, teachers, and designated chaperones.  However, there is a limitation, in that the number of adults which can be recognized as official chaperones and for which meals will be provided will be limited to one adult per every five students attending from your particular school (a 1 to 5 ratio), including all the attending teachers from your school in that list of adults. 
This change is necessary because of the increased cost of meals without funding increases from the National JSHS.

An example of this ratio - if you have 12 students attending, then you may send 3 adults (including the teachers) to serve as "Chaperones" for your group with no additional costs for meals.
Another example of the impacts of this ratio - if you have 4 students attending, then you may send 1 adult (the lead teacher). Then if a second teacher and/or any parents want to attend, that second teacher and any parents will have to pay for their meals in addition to the Registration Fee. 

Under this Policy, each group of 5 students or some portion thereof will be allowed one adult chaperone at no extra cost.   


Any adults or other guests from your school that exceed that 1 to 5 ratio may register and attend, but they must also pay for their meals when they pay their Registration Fee.

Therefore, it is very important that the Lead Teacher from each school carefully select the adults who will be serving as official chaperones (within the 1 to 5 ratio) and communicate their names to the Director of WJSHS - prior to having the adults register online. 

Please communicate to your adult teachers and drivers/chaperones that ONLY those adults (pre-selected by the Lead teacher) should list themselves as “Chaperones” when they do their online Registration.

ARRANGEMENTS FOR LODGING AT COURTYARD SEATTLE LAKE UNION (or another hotel of your choosing):
Should be completed by February 20, 2015

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 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 Lake Union, they must be received on or before February 20, 2015 in order for the following discounted rate to apply: $104, plus taxes (15.6% plus $2).  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 rooms available during our event dates at the Courtyard Seattle Lake Union are 5 rooms with King-sized bed and one pull-out sofa bed (which combination is suitable for up to 3 people); and 25 rooms with two double beds (suitable for up to 4 people). The hotel has said that no roll-away beds can be added to any rooms, per the fire safety code in Seattle. 

If you make reservations by phone, call 800-321-2211 and give the following information:
    Hotel Name:  Courtyard Seattle Lake Union hotel
                                 (on Westlake Ave.)
    Event Name:  "WJSHS and Seattle Pacific University Room Block"
    Special Rate:  $104 rate per room per night
    Personal Information:  Name, Billing Address, 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 (below), follow these directions to begin your reservation:
     1. Go to "Book Your Room for WJSHS" in the upper right side
                                                            of the screen,
     2. Select your "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
    
 5. After entering the above information in the appropriate boxes, click              on "Check Availability" and continue making your group's                            reservations.

http://www.marriott.com/meeting-event-hotels/group-corporate-travel/groupCorp.mi?resLinkData=WJSHS%20%26%20Seattle%20Pacific%20University%5Eseacd%60WJSWJSA%7CWJSWJSB%60104.00%60USD%60false%603/13/15%603/15/15%602/20/15&app=resvlink&stop_mobi=yes

PLEASE NOTE:  You must allow enough time on Friday 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 JSHSApril 29 to May 2, 2015, in Hunt Valley, MD (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-place and second-place WJSHS Oral Presentation winners will get to present their research orally at the National Symposium and compete on an equal opportunity for additional scholarships.

The third-place, fourth-place, and fifth-place WJSHS Oral Presentation winners will be invited to present their research in a poster board presentation 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 board presentation session. Large medallion ribbons will be awarded, with the possibility of some cash prizes added.
 
The first-place winner among the WJSHS Poster Board Presenters may also get to attend the National Symposium and present theirr 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, 2015!  In the meantime, if you have any questions, please email Ray Myers, remyers@spu.edu or call Ray at 206-218-8830.`