NCUR Subcommittee Meeting
1/24/2012
Meeting called by:Office of Undergraduate Research
Facilitator: John CavittNote taker: Erin Daniels
Attendees: John Cavitt, Amy Douangdara, Tyler Barnum, Valerie Frokjer, Jim Jacobs, Scott Wright, Kathy Payne, LaineBerghout, Greg Nielson, Elizabeth Martin, Bob King, Lindsey Ketcham, Carla Trentleman, Amanda Sowerby, Becky McShane, Amy Hendricks, Ryan Thomas, Samantha Postma, Shelly Belflower, Hailey Neilson, Erin Daniels
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Minutes
Agenda item:1. Abstract Review SummaryPresenter: Scott Wright
Discussion:
We are relieved to have this portion behind us.
January 6, 2012, the rejection/acceptance emails were sent out to students & mentors. The OUR office received several emails about rejections – requesting that they be allowed to revise, or questioning the validity of the rejection.
Scott and the reviewers worked hard to add comments to all of the rejection letters. This was greatly appreciated by the students and mentors, and probably helped cut down on the number of complaints.
Conclusions:
2,758 accepted; of those, 170 were Weber State University students.
Agenda item:2. Updates on Registration Numbers/Lodging Presenters: John Cavitt, Lindsey
Ketcham, Elizabeth Martin
Discussion:
As of 1/24/2012, we have 1,207 registrations.
Early registration runs through Feb. 3, 2012. Late registration runs Feb.4 – Feb. 27.
To reduce the volume of calls from students/coordinators, we have marked on the NCUR website which hotels are sold out. Most of the Ogden area hotels are sold out. There is currently availability at Motel 6, and Best Western High Country Inn, both in Ogden.
The following is the availability in Davis area as of 1/24/2012:
Holiday Inn – Layton SOLD OUT
Hampton Inn – Layton SOLD OUT
TownPlace – Layton SOLD OUT
Fairfield Inn – Layton SOLD OUT
Courtyard – Layton SOLD OUT
Days Inn – Clearfield SOLD OUT Please note on the website
La Quinta – Layton SOLD OUT Please note on the website
Available hotels
Comfort Inn – LaytonMany rooms available
Home2Suites – Layton No pickupNot listed on the website
Country Inn & Sts-Btf 35 King Suites w/pullout couch available
*Hampton Inn – NSL No pickup
*Best Western – NSL 58 rooms available
Agenda item:3. Program Deadlines Presenter: Becky McShane
Discussion:
The deadline for room assignments is February 28. This only leaves Becky one day to put this all
in the program, if they are to get this to print March 1. They may have a little “wiggle room”
sending to print.
Becky would like to request some student volunteers to enter data for oral sessions (3-10
volunteers). They can start after Feb. 3.
Conclusion:
artwork for ads: 1/29/12
final copy for ads: 2/1/12
program goes to print (ideally!): 3/1/12
Agenda item:4. TransportationPresenter: Valerie Frokjer
Discussion:
We are currently working out a contract with Servabus, and should have it signed by the end of
the week. We will be using 12 Servabuses. Wednesday evening, Thursday, Friday, and
Saturday. We will also be using 12 WSU buses, and are planning to use WSU buses for the Sat.
excursions.
Action items:
Valerie will try to work out an agreement with UTA so that conference attendees will also have access to ride UTA buses.
Lindsey Ketcham will add info for things to do in the Ogden area.
Agenda item:5. Extras Store and ExcursionsPresenter: John Cavitt
Discussion:
These are not selling as well as we had hoped yet.
Conclusions:
We need to do some more advertising.
Action items:
OUR will work to generate an email to students to advertise the extras and excursions.
Post information on Facebook
Agenda item:6. Oral/Poster/Performance/Visual ArtsPresenter: LaineBerghout
Discussion:
Presentation Issues:
The OUR office has been contacted by several students requesting to change their presentation from poster to oral, or vice versa. The subcommittee decided that this will be ok, as long as we do not exceed the number of poster spots we have available, and that a deadline needs to be determined.
Scheduling Requests:
The OUR office has also been receiving requests to accommodate scheduling requests.
Oral SessionModerators:
We still need to recruit more faculty volunteers to moderate sessions.
Conclusions:
Presentation Issues:
The subcommittee decided that this will be ok, as long as we do not exceed the number of poster spots we have available, and that a deadline needs to be determined: February 3.
Scheduling Requests:
Barry Gomberg suggested that we accommodate "reasonable" requests as long as they
do not present "undue burden or hardship". We will respond that we will likely be able to accommodate the requests, however, our ability to accommodate them depends on how many similar requests we receive. Again there should be a deadline – once things are scheduled out, we cannot continue to make changes.
Oral Session Moderators:
There are faculty volunteers that reviewed abstracts; we should try to contact them to
request that they moderate as well.
Action Items:
Email all existing faculty volunteers/reviewers
Agenda item:7. Student Lunch SessionsPresenter: John Cavitt
Discussion:
We would like to have two or three sessions each day for the students to choose from.
How to get into med school – Barb Trask
Domestic and international volunteer opportunities after graduation – John Mull
How to get into grad school in Psychology – Eric Amsel
Other Suggestions are welcome
Action items:
Please offer up any suggestions or contacts you might have who would be interested in doing a session.
Erin D. will contact Career Services to do a resume or vitae writing workshop in one of the computer labs.
Agenda item:8. Update Grad School FairPresenter: Valerie Frokjer,
GregNielsen
Discussion:
We have 68 tables booked. (Seven of those are WSU.)
Valerie and Greg are working on forming a subcommittee.
Registration for Grad Fair is open until Feb 23.
Parking issues will be something to plan for. Maybe we could reserve the Dee Events or Paylot. Paylot has 70-80 spots.
Grad Fair will drop off at the Browning Center at 10:00 with volunteers to help unload.
Directional signage around campus
Conclusions:
Reserve the Paylot for Grad Fair Parking.
Action items:
Amy D. will look into reserving the Paylot.
Agenda item: 9. Updates on Promo ItemsPresenter: Amy Hendricks
Discussion:
T-shirts for volunteers, should it say Volunteer or Conference Staff? Would we like different colors of shirts to denote Tech Support, Sustainability, and Regular Volunteers?
We have bids coming in on the water bottles, bags, and lanyards.
Conclusions:
Volunteer t-shirt will say Conference Staff. Color the same for all except Tech Support, which will sayTechnical Staff and be orange.
Agenda item:10. Volunteer NeedsPresenter: Valerie Frokjer
Discussion:
We have 340 volunteers signed up to help us with the conference.
Action items:
If anyone on the subcommittee would like to utilize these volunteers, please email Valerie and let her know how many volunteers you would like.
Agenda item:11. Signage RequestsPresenter: John Cavitt
Discussion:
Tess Woodward (OUR graphic designer) will be working on directional signage
Agenda item:12. Upcoming Meeting DatesPresenter: John Cavitt
Discussion:
We will be scheduling out the next several meetings for every two weeks.
Action items:
Erin will be sending out a doodle poll soon.
Agenda item:13. Other ItemsPresenter: John Cavitt
Discussion:
Therese Grijalva suggests a push to wear purple!
Weber State student registration process – they will be invoicing their institution.
Kathy Payne would like to request any updates to the NCUR site be sent to her.
Action items:
Please send Kathy Payne any updates that need to be made to NCUR site.