2018 HENAAC Scholars Program Guidelines and Requirements - - PDF document

PAGE 1 8/31/18 2018 HENAAC Scholars Program Guidelines and Requirements Congratulations on being selected as a 2018 HENAAC Scholar! Please find important information in this document to assist with processing your scholarship and preparing for your sponsored travel and attendance to the HENAAC Conference in Pasadena, CA. You will be recognized and presented your scholarship at the Conference and have an opportunity to visit with your sponsor. There are various deadlines you will need to meet to ensure the proper processing of your scholarship.

• 1. Scholarship Agreement Form

Due Thursday, Sept. 6

• 2. Conference Registration

Due Thursday, Sept. 6

• 3. HENAAC Conference Travel Grant Form – Due Thursday, Sept. 6
• 4. Enrollment Verification

Due Friday, September 21

• 5. Sponsor Thank you Letter

Due Thursday, Nov. 1

• 6. Conference Event Participation

Oct 18-21, 2018

• 1. SCHOLARSHIP AGREEMENT

Please complete the HENAAC Scholarship Agreement Form by Thursday, September 6, 2018 to confirm your acceptance of this scholarship. You may return a digitally completed signed form via email or send a scanned copy to scholars@greatmindsinstem.org. You can also fax the form to the GMiS Office at (323) 262-0946 (fax #). You may access the HENAAC Scholarship Agreement Form online at: http://www.greatmindsinstem.org/college/ScholarAwardInfo

• 2. HENAAC CONFERENCE REGISTRATION

GMiS requires for all scholarship recipients to attend the HENAAC Conference to be held in Pasadena, CA, from October 18-21, 2018. As a HENAAC Scholar, your registration fee is paid by GMiS. To register for the Conference, please use the following link: http://www.cvent.com/d/tgqsd3/4W You must complete your complimentary registration by Thursday, September 6. Your registration code is: 3NQHS18 and is non-transferable. It is issued for your use only. Please do not share this code with other students or your registration will be cancelled. Please note, there is no discount code to arrive on Wednesday. Note: Undergraduate HENAAC Scholars receive complimentary registration for the Thursday Arrival Four Students/Two Beds – QUAD option. Graduate HENAAC Scholars receive complimentary registration for the Thursday Arrival Two Students/Two Beds – DOUBLE option. MILEAGE REIMBURSEMENT (For Central and Southern California Scholars): HENAAC Scholars who reside in Central and Southern California will be provided a standard reimbursement for mileage and hotel parking for travel to the HENAAC Conference. Reimbursements will be processed 6 to 8 weeks after the Conference.

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• 3. HENAAC CONFERENCE TRAVEL – Airfare for Non-Central/Southern California

Scholars) HENAAC Scholars who reside outside of Central and Southern California will be provided complimentary airline travel to the HENAAC Conference. However, you must complete and return the HENAAC Conference Travel Form by Thursday, September 6, and you must complete your registration for the Conference. Please submit the completed form via email or to scholars@greatmindsinstem.org. You can also fax the form to the GMiS Office at (323) 262- 0946 (fax #). The HENAAC Conference Travel Form may be accessed online at: http://www.greatmindsinstem.org/college/ScholarAwardInfo IMPORTANT NOTE: Your airfare WILL NOT be purchased until you register for the Conference, so please register by the deadline! Your travel will be scheduled to arrive at Los Angeles International Airport (LAX), Long Beach Airport (LGB), or the Burbank Airport (BUR) on Thursday, October 18, 2018. Return flights will depart from one of the previously mentioned airports on Sunday, October 21, 2018. Airfare does not include any costs for luggage fees, seat upgrades or other fees. In addition, if you must make changes once your travel is booked, you must make those changes and pay any change fees to the airline, which may be as high as $150 plus any changes in the pricing of the

• flight. Costs will not be reimbursed.

AIRPORT GROUND TRANSPORTATION Transportation to/from the airport is at your own expense. Costs will not be reimbursed. There are several transportation options from the airport to the Pasadena Convention Center and we highly recommend that you familiarize yourself with the area before you travel. There are SuperShuttle, taxi and Uber services to take you to Pasadena. HOTEL: Hotel accommodations are included as part of your HENAAC Conference registration as follows: Undergraduate students – Thursday Arrival Four Students/Two Beds – QUAD option; Graduate students – Thursday Arrival Two Students/Two Beds – DOUBLE option. There are five hotels that will be utilized for lodging this year, and a separate email will be sent with your hotel confirmation information closer to the Conference. Students will be housed based on gender and college/university. There is no roommate selection option. GMiS encourages you to invite peers from your institution to attend the Conference, so that you are not the only one attending from your institution. GMiS does not provide single room option for students. If you prefer a single room, you will have to book and pay the hotel directly. NOTE: Receiving complimentary housing in no way allows scholars to infringe on housing by bringing other family members or friends to room with you. You will be assigned to shared

• housing. Your friends need to register separately. If your family is attending and/or you are

going to book a single room, please advise GMiS.

PAGE 3 8/31/18 LETTER OF EXCUSED ABSENCE GMiS understands that the semester may just be starting and there may be concerns about missing mid-terms, projects, exams, etc. GMiS will provide you, upon your request, with a Letter of Excused Absence indicating that you are a HENAAC Scholarship recipient and are required to attend the Conference in order to receive your scholarship. Please note, that it is the discretion of your professor(s) to accept the excuse.

• 4. ENROLLMENT VERIFICATION

As indicated in the application process, GMiS requires that you submit verification of full-time college enrollment for Fall 2018. Full-time enrollment for undergraduates is 12 hours/credits; full-time enrollment for graduate students is 9 hours/credits. To verify your enrollment, please provide one of the following items to GMiS:

• 1. An enrollment verification form from your institution’s Financial Aid Office or Registrar Office.
• 2. A copy of your tuition and fee receipt indicating that these been paid along with a listing of

the courses. Both receipt and course listing must be provided.

• 3. A letter from your college advisor on official university letterhead stating that you are

enrolled full-time and indicating the courses and respective hours you are registered. Scholarship checks will not be issued until this documentation is received by GMiS. Please email to scholars@greatmindsinstem.org. or mail to the GMiS Office the required enrollment verification document to be received no later than 5 PM PST, Friday, September 21, 2018 to receive your scholarship disbursement at the Conference. Enrollment verifications received after this date will postpone the mailing of your scholarship check to at least 4 to 6 weeks after the Conference.

• 5. REQUIRED THANK YOU LETTER

As a condition of receiving your scholarship, you must provide GMiS with a Thank You Letter addressed to your sponsor. In preparation for the meeting your sponsor at the Conference and for writing this letter, we ask that you spend time becoming familiar with your sponsor by going to their website, researching recent news articles and/or visiting your Career Center on campus. In the thank you letter, we ask that you indicate the following: 1) Thank you to your sponsor in appreciation of being provided with the scholarship 2) Your familiarity with the company, their industry, and products and services they offer 3) Mention how these funds will support your education, 4) Your educational and career aspirations, especially as they relate to your sponsor’s industry, and 5) Highlights of your achievements since you applied for this scholarship in Spring 2018. Please address the letter to the named sponsor of the scholarship (see beginning of letter for that information). Please email the letter to scholars@greatmindsinstem.org no later than Thursday, November 1.

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• 6. MANDATED CONFERENCE EVENT PARTICIPATION:

The following are events that HENAAC Scholars are required to attend as mandated both by GMiS and sponsors. The complete HENAAC Conference schedule may be accessed through the GMiS website.

• National Defense Awards Dinner is scheduled on Thursday, October 18 from 5:00 PM

– 7:30 PM. HENAAC scholars are the only students invited to this event. Business Professional attire suggested. GMiS will have a list of scholars participating in events which overlap with the dinners, such as the HENAAC College Bowl, Hackathon, or Research Posters Competition, and may be excused from this event.

• HENAAC Honoree & Scholars Reception is scheduled on Thursday, October 18 from

8:30 PM – 10:30 PM. You will have the opportunity to meet your scholarship sponsor, take your official sponsor group photo, and receive your scholarship certificate and HENAAC Scholar pin. Business Professional attire suggested.

• HENAAC Scholars Group Photo is scheduled on Friday, October 19 at 5:00 PM in

front of the Pasadena Civic Auditorium. Business Professional attire suggested.

• Student Leadership Awards Show is scheduled on Friday, October 19 from 7:00 PM –

9:00 PM in the Civic Auditorium. Scholars will be recognized along with their sponsors at this event. Business Casual attire suggested.

• HENAAC Awards Show is scheduled on Saturday, October 20 from 7:00 PM – 9:00

PM in the Civic Auditorium. Business Casual attire suggested. STRONGLY RECOMMENDED CONFERENCE EVENT PARTICIPATION: GMiS strongly recommends that you take advantage of the following events to strengthen your professional networking – Hospitality Suites (Thurs & Fri evening), Speed Networking Breakfast (Friday morning), Resume Workshop, and Career and Graduate School Fair (Saturday). Of course, you are also strongly encouraged to sign up to participate in the HENAAC College Bowl, Hackathon (8AM Thursday), and Research Posters Competition. More information on each of the competitions is available through the GMiS Website. ATTIRE: Your attire throughout the conference should reflect your professionalism. At NO TIME are shorts, torn jeans, sandals, flip flops allowed. Jeans and sponsor t-shirts may only be worn by those participating in the HENAAC College Bowl, as allowed. Females should adhere to the standard skirt/dress length worn in a professional environment with comfortable shoes as there is a substantial amount of walking. Males should dress in slacks and shirts with collars and comfortable shoes as there is a substantial amount of walking. Further details on dress code is available online at http://www.greatmindsinstem.org/conference/attire MEALS: Information on which meals will be provided at the conference is available online at http://www.greatmindsinstem.org/conference/meals GMiS looks forward to seeing you at the HENAAC Conference. If you have any questions, comments or concerns, please feel free to email scholars@greatmindsinstem.org or call (323) 262-0997.