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Update Travel_fellowships.md to add new rounds and rubrics #94
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Update Travel_fellowships.md
malvikasharan 0081df4
Update Travel_fellowships.md
malvikasharan 1533206
Update Travel_fellowships.md
malvikasharan c7fed49
issue template
malvikasharan 640817c
Update Travel_fellowships.md
malvikasharan 16b7003
Update Travel_fellowships.md
malvikasharan d939991
Update Travel_fellowships.md
malvikasharan 36913e4
Update Travel_fellowships.md
malvikasharan 2a80fcc
Merge branch 'master' into event-fellowship-22
malvikasharan 974fcba
proofread
malvikasharan 74c17c7
keep the budget spreadsheet up to date
peterjc 6f21953
Merge branch 'master' into event-fellowship-22
peterjc 0641d1e
Update Travel_fellowships.md
malvikasharan fa78b08
Update Travel_fellowships.md
malvikasharan e58eaf6
adjusted the fellowship rounds to 3
kipkurui 381cb6a
adjusted the fellowship rounds to three
kipkurui 04430fe
Updated with the new dates from the board meeting
kipkurui cd9868f
updated the fellowship document to reflect the board resolution
kipkurui b681713
Update Travel_fellowships.md
kipkurui 958bd7c
fix panellist typo
kipkurui f2cd8bd
minor edit on Travel_fellowships.md
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name: New Round for OBF Event Fellowship Application | ||
about: 'This template is for the OBF Event Fellowship chair to manage a new application round' | ||
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--- | ||
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**OBF Event Fellowship Round:** | ||
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- [ ] Round-1: 1 April | ||
- [ ] Round-2: 15 July | ||
- [ ] Round-3: 1 October | ||
- [ ] Round-4: 15 January | ||
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**Before opening the call for application (minimum 6 weeks in advance)** | ||
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*7-8 weeks before the deadline:* | ||
- [ ] Update the application form with the correct date and application round-specific information (such as BOSC participation) | ||
- [ ] Create a blog post for the announcement | ||
- [ ] Get the board to review the blog, and when the majority agrees, publish the blog | ||
- [ ] Cross-post announcements on Twitter, Slack and newsletter (OBF or other projects) | ||
- [ ] If possible, host a webinar to share tips and suggestions with the potential applicants | ||
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*1-2 weeks before the deadline:* | ||
- [ ] Amplify the announcement | ||
- [ ] Create a folder for the specific round (within the dedicated directory for event fund) in the OBF-board shared google drive (round-specific shared folder) | ||
- [ ] Within that folder, create a copy of the rubric template to share with the board when the review begins | ||
- [ ] Double check if any application has come through that may need to follow up for any missing detail | ||
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**After the deadline** | ||
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- [ ] Export the full application in a Google sheet and store it in the round-specific shared folder | ||
- [ ] Create a new sheet in the file to replace the 'time stamp' column with a pseudo key for each applicant | ||
- [ ] Copy the new sheet to another file for 'anonymised applications' -> remove columns with name, email, affiliation and any strongly identifiable information -> this will be shared with the board | ||
- [ ] Share the link of this anonymised applications sheet on the copy of the review form that will be shared with the board | ||
- [ ] Share a summary from this application round and ask for 3-4 volunteers from the board who are available to review applications | ||
- [ ] Create new columns in the anonymised applications file to allocate applications to reviewers - make sure to have at least two reviewers per application | ||
- [ ] Give 10-14 days for reviewers, after which create an overview of reviews (yes, no, maybe) to share with the board | ||
- [ ] In case of conflict of interest or opposing review outcome, allocate review to an extra reviewer with 2-4 days of application review time | ||
- [ ] For applications that need extra discussion, either set a meeting or bring it to the next board meeting | ||
- [ ] Mediate discussion via email to conclude all applications by the end of 3 weeks after the deadline | ||
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**After review** | ||
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- [ ] Communicate the final decision based on review comments and the board's suggestion | ||
- [ ] Email both the awarded and declined application - provide feedback where possible (email drafts in the shared folder) | ||
- [ ] Help awardees to answer any questions they may have regarding the fellowship - refer to the (Travel_fellowships.md)[./Travel_fellowships.md] document for consistency | ||
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**After an awardee finishes their event** | ||
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- [ ] Create a WordPress account for them in the OBF website account (add a new user -> use name and email to create a profile -> give 'contributor access' -> create a user id and password to share) | ||
- [ ] Email the awardee their WordPress user id and password with some information on how to log in and create a new post | ||
- [ ] Ask awardees to share a draft for a blog post in a Google Doc or any editable file that board members can edit before publishing | ||
- [ ] After review, ask the awardee to share the post in WordPress under draft mode | ||
- [ ] Use Event fund tag and meaningful post title | ||
- [ ] Shorten permalink (by default WordPress uses full title in link) | ||
- [ ] When agreed, publish the post and share the link by email informing the treasurer to go ahead with the reimbursement process | ||
- [ ] Share the link to the blog post on Twitter, Slack and the post for the next round of application | ||
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*See the full documentation for details: (Travel_fellowships.md)[./Travel_fellowships.md]* | ||
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I guess December 1 would be too close for this round. Changed to April 1 2023