INFORMATION FOR TEACHERS (and students)

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 16 - 17, 2017.

Visit Seattle Pacific University's website for directions and campus map:  http://spu.edu/undergraduate-admissions/visit/directions-and-maps#title

SCHEDULE OF WJSHS EVENTS:

The Symposium will begin on Thursday, March 16, with Check-In between 11:30 am and 12:15 pm  in Upper Gwinn on Seattle Pacific University's campus. 

Please Note: All Poster Boards must be completely set up on their assigned tables by 12:15 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 12:30 pm through Friday, March 17, ending at approximately 6:00 pm.  Please see the Program Schedule with details posted on this website.

TEACHER REQUEST FOR FTP ACCOUNT DEADLINE:
Thursday, January 12, 2017

Teachers whose students intend to submit papers must click here to send a special email to the WJSHS Director by Thursday, January 12, 2017, 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 27, 2017

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 Body of the paper is within the 20-page limit - for all parts - excluding the Abstract the Statement of Outside Assistance.

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, and the Body of the paper must fall within the 20-page limit (including data tables, graphs, and photos).
The Abstract and Statement of Outside Assistance are not counted in this 20-page limit.  However, ALL must be presented 
in this precise order shown below (parts 1 - 5):

     1. a correctly formatted and complete Abstract, includes putting all of
       text in Calibri font,and the body of the abstract must be preceded
       by all of the following information, in this exact order and format:

           (a) the Title of the research project (in bold, italics, font 14 in size),
           (b) a line of space between the Title and the Student Name,
           (c) Student Name (in bold, font size 14),
           (d) Name of high school, city, and state (in regular font size 12),
           (e) name(s) of teacher, sponsor, mentor (preceded by their title),
                (in regular font size 12) 

           for example:


                  "To What Extent Does The Ringworm Heal"

                  Eric Stover
                  Green River High School, Tacoma, WA 
                  
Teacher: Mr. Ben File
                  Mentor:  Dr. Sasha Kruger


           (f) then a line of space between this heading and the body of the                       abstract,           
           (g) then the 200-word limit body of the 
abstract (in font size 12).

   2. a Statement of Outside Assistance
       You must attach a completed copy of the National JSHS Statement
       of Outside Assistance form.  The full form must be filled out
       completely, signed by student, teacher, and by any science
       advisors/mentors involved, and attached to the Research Paper.  
       Any paper submitted without this completed form will not be considered
       for competition.  You will find this form at the website and given
       directly below:


      http://jshs.org/forms/Statement%20of%20Outside%20Assistance.pdf 

    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.

NOTE - Any papers which are incomplete in any way, or which exceed the 20-page limit in the Main Body of the Paper, may be eliminated from consideration for Oral Presentation at the WJSHS Symposium.

NOTIFICATION OF FIFTEEN FINALISTS FOR ORAL PRESENTATIONS:
Wednesday, February 15, 2017

The notification of the selection of fifteen finalists who will be invited to present their research orally at the WJSHS will be made on Wednesday, February 15, 2017.  On that date, All teachers will receive an email with 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 Wednesday, February 22, 2017.  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 26-30, 2017, in San Diego, California (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.

PLEASE NOTE:  For all 5 of the Top Oral presenters and the Top Poster Presenter -- Students who back out of the National JSHS after they have registered and the National JSHS travel agency has purchased their airline ticket - THE STUDENT'S PARENTS WILL BE CHARGED FOR THE COST OF THE TICKET.


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:
Wednesday, February 15, 2017

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)
.  
   
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 may not 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 their 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 in their Registration no later than Wednesday, February 22, 2017.  Also see "Registration Deadline" section below.

FINAL SYMPOSIUM REGISTRATION DEADLINE:  
Due Between February 15 and 22, 2017


Lead 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 15 email.
 
Besides completing the GoogleDocs Registration online -- in a separate email, please provide the WJSHS Director, Raymond Myers, with a complete list of all teachers, chaperones, students and any other guests who will be attending at any time during these events.


Lead Teachers NOTE: 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. 15 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 16, 2017.

PLEASE NOTE: The Registration Fee is $20 for each attendee - regardless of the amount of time the attendee participates or comes to observe. 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 $20 Fee must be paid by ALL teachers, students, chaperones, parents, and other attendees. 

By February 22, this $20 Registration 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, Manager of Budget & Info Systems
            School of Education
            Seattle Pacific University
            3307 Third Ave. West, Suite 202
            Seattle, WA 98119


               OR

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


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

PAYMENTS FOR MEALS AT THE SYMPOSIUM:

Lead Teachers -- A REPEAT of POLICY is in place this year, as follows: 

As in the past, meals will be provided at no additional cost for ALL students, Lead 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 the Lead Teacher and all other attending teachers from your school in that list of adults. 
This policy is necessary because of the increased cost of meals without any funding increases from the National JSHS over the last several years.

An example of this ratio - if you have 12 students attending, then you may send 3 adults (including the Lead Teacher and other 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 (including the Lead Teacher) at no extra cost.   


MEAL PAYMENTS --Any adults or other guests from your school that exceed the 1 to 5 ratio may register and attend, but they must also pay for their meals by February 27, by personal check ONLY.  We are sorry that online QuikPay will not accept meal payments.

Make checks out to Seattle Pacific University, with WJSHS on the "memo" line of the check, and mail it
         to: 


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


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 -- by email -- 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 MUST BE COMPLETED BETWEEN FEBRUARY 15 AND FEBRUARY 22, in order to receive the guaranteed, discounted room/rate 
 

RESERVATIONS - Must be completed between February 15 and 22, 2017

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 22, 2017, in order for the following discounted rate to apply: $109 per night, plus taxes (15.6% state and local taxes, plus $2), plus an overnight parking fee per night (see details below).  Room reservations need to be made either by phone or by online reservation (see note below).

Parking Fees at the Courtyard Seattle Lake Union:  
The overnight parking fee per night, over the dates of this program, is $35 per vehicle, tax included, to be paid once you arrive at the front desk.  Please note that parking rate and taxes are subject to change without notice.

Assignment of Rooms: It will be the responsibility of the Lead Teacher from each school 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 15 rooms with one King-sized bed and one pull-out sofa bed (which combination is suitable for up to 3 people); and 10 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 phonecall (800-321-2211)
and give the following information:
    Hotel Name:  Courtyard Seattle Downtown/Lake Union
                                 (925 Westlake Ave. North)
    Event Name:  "WJSHS/Seattle Pacific University"
    Special Rate:  $109 per night (plus taxes)
    
Parking Rate:  $35 per day (including taxes - subject to revision)


Start date: 3/16/17
End date: 3/18/17 (for those who intend to stay 2 nights)
Last Day to Book: 2/22/17 


Personal Information to have ready when you call: 
   - Lead Teacher Name (first name, last name),
   - email address,
   - School name, School address, including city, state, Zip code,
   - Billing Address, if using a personal credit/debit card,
   - Credit Card/Debit Card Information (card holder name,  

          credit/debit card number, expiration month)
      

To make your reservations online --
Lead Teacher should click on the URL below to make room reservations for your group in the Lead 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.

http://www.marriott.com/meeting-event-hotels/group-corporate-travel/groupCorp.mi?resLinkData=WJSHS%20Seattle%20Pacific%20University%5Eseacd%60SPUSPUA%7CSPUSPUB%60109%60USD%60false%605%603/16/17%603/18/17%602/27/17&app=resvlink&stop_mobi=yes

Please put all of your group's reservations under the Lead Teacher's name

Be sure to give the Event Name and Rate 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.

The reservations at Courtyard Seattle Downtown/Lake Union has available for our group, 10 double queen bed rooms and 15 king bed rooms with pull out sofa beds.


Once you get to the Marriott site (below), follow these directions to complete your reservation:
     1. Go to "Book Your Room for WJSHS Seattle Pacific University
" 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.

Payment for Rooms: 

Seattle Pacific University will NOT be responsible for any lodging charges.

Lead Teachers: The final payment for all rooms will be arranged by each Lead Teacher and/or their own school district.  The particular means of payment is at the discretion of the Lead Teacher, in cooperation with their school district and the hotel.   

After Checking In to the Courtyard on Thursday Morning, March 16, you need to proceed directly to Upper Gwinn at SPU

PLEASE NOTE:  You must allow enough time on Thursday morning, March 16, to check-in at the hotel, drop off luggage, and allow time to get lunch on your own, before arriving at the Check-In Desk at SPU's Upper Gwinn.


According to our contract with Sodexo, NO FOOD can be brought into Upper Gwinn from another food provider.  Therefore, please complete eating your lunch BEFORE coming into Upper Gwinn for Check-In.

PLEASE, Arrive at the WJSHS Check-In desk at SPU's Upper Gwinn between 11:30 am and 12:15 pm. 

All posters must be completely set up on the student's assigned table NO LATER than 12:15 pm for the Official Preview by the Poster Judges.  If any student's Poster is not completely set up by 12:15 pm, then they will not be considered for the competition.

MEDICAL CONSENT FORMS:

Teachers: You must have a completed medical consent form (provided by your school) for each student .  Teachers need to have all of 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 26-30, 2017, in San Diego, California (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 Oral Presentation winner will receive a certificate and an award for $500, unless the winning student is not accompanied by a teacher.  In which case, a teacher from another school will be selected.  The Teacher Award will be presented at the National JSHS competition or will be mailed to the teacher after the National JSHS, if the teacher is not participating in the National event.

The first-place and second-place WJSHS Oral Presentation winners will be expected to present their research orally at the National Symposium and compete on an equal basis for additional scholarships.

The third-place, fourth-place, and fifth-place WJSHS Oral Presentation winners will be expected to present their research as a Poster Presentation at the National Symposium.  There will be special awards given for top Poster Presentations at this National Symposium.
 
The first-place winner among the WJSHS Poster Board Presenters may also get to attend the National Symposium and present their research in the 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 16 - 17, 2017! 
In the meantime, if you have any questions, please email Ray Myers,
 
remyers@spu.edu or call Ray at 206-218-8830.`