Application to Host a Conference for Undergraduate Women in Physics
Deadline: February 15, 2014
Applications for future host institutions open in January each year for conferences to be hosted over the Martin Luther King Jr. holiday weekend in mid-January of following years. If you are interested in applying to host a conference, please read this information carefully; if you have questions, please direct them to firstname.lastname@example.org.
The primary goal of the Conferences for Undergraduate Women in Physics (CUWiP) is to increase recruitment and retention of undergraduate women in physics by
- communicating the breadth of education and career paths open to physics majors;
- disseminating information and advice on applying for summer research, graduate school and professional employment;
- providing opportunities to share experiences, advice and ideas with women at different stages of their education or career paths.
Although the CUWiP are primarily aimed at declared physics majors, recruitment of physics majors is fostered by energizing and equipping CUWiP participants to be ambassadors for the major when they return to their home institution, and by recruiting participants who may otherwise not be aware of the opportunities that a physics major provides (e.g., community college students in STEM fields who are interested in transferring to a four-year college, or first-generation college-going students).
Please see the APS CUWiP website for sample programs, FAQ pages, etc., from previous conferences in the series.
Proposals consist of three parts.
Budget: A tentative budget, including expenses and expected resources. Refer to the sample budget as a guide. Estimated target number of local participants and out-of-area participants you plan to host. Estimates of all local anticipated expenses: food, accommodation, room charges, local transportation, expenses for speakers, panelists and workshop presenters, tours, etc. (See sample budget.) Expected travel expenses for students to come to the conference from their home institutions. Estimate of the financial support you expect to be able to raise locally (e.g., anticipated commitments from your institution, donations from local sponsors). Note that, in the past, the cost/student has ranged from $300 to $500 per student depending on local accommodation costs, length of conference, and how accessible by car the site is to the target pool of participants.
Proposal: Your plan to recruit applicants. Tentative conference program. Available facilities for your conference, including capacity of facilities -- i.e., the maximum number of student participants you can accommodate, as well as your target number of participants. Participation in previous conferences (if any) by members of the organizing committee. Statement of interest from student members of the local organizing committee.
Letter of Support: A letter from your department chair that outlines the departmental support (financial and staff) as well as the names of any other faculty members engaged in the organization of the conference.
Preference will be given to a location that demonstrates clear commitment to the goals of the CUWiP program on the part of the institution and the student members of the local organizing committee.
Preference will be given to sites that have a broad recruitment plan that supports the APS vision of increasing the participation of underrepresented groups in physics.
Preference will be given to a location that has not recently hosted a CUWiP.
The selection committee will consider geographic coverage when selecting conference sites. Please note that four 2015 sites were selected in a previous selection round. They include Duke University, Rutgers-the State University of New Jersey, University of California-Santa Cruz, and Yale University. Applications for 2015 conferences are encouraged from institutions in geographic regions not represented in the above list, including southern California or the southwest, the south and southeast, and the midwest.
Online applications open in January. The deadline for applications is February 15.
The site selection committee will notify applicants by March 15. Selected sites will have until April 1 to confirm that they will host the conference.