Application to Host a Conference for Undergraduate Women in Physics

Deadline: November 1

The 2018 Conferences for Undergraduate Women in Physics will be held January 12-14, 2018 at multiple sites throughout the nation. We are now accepting applications to host a 2018 conference. If you are interested in applying to host a conference, please read this information carefully; if you have questions, please direct them to women@aps.org.

Canadian host applications should be submitted through the same process as U.S. applications.

Accepting Applications

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Conference Overview

The primary goal of the Conferences for Undergraduate Women in Physics (CUWiP) is to increase recruitment and retention of undergraduate women in physics by

  1. communicating the breadth of education and career paths open to physics majors;
  2. disseminating information and advice on applying for summer research, graduate school and professional employment;
  3. providing opportunities to share experiences, advice and ideas with women at different stages of their education or career paths.

The conferences are typically a mix of presentations, workshops, panels, poster session, tours and social events designed to maximize participation and interaction among women in physics. In the past, some programs have included targeted outreach and other special elements (e.g., recruitment of or programs for high school, community college or underrepresented minority (URM) students; tours of national labs or industry facilities); if you plan to host such a program, please include information on this in your proposal. All conferences include in their schedule a keynote address that is webcast from one of the host institutions. The conferences provide an opportunity for undergraduates, graduate students and postdocs at the host institution to participate in the organization of a conference.

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 web pages for previous conferences in the series for links to sample programs, FAQ pages, etc.   You may also request access to the APS CUWiP wiki.  It contains information from a one day workshop for 2016 sites to talk about the conferences, the format and the goals.  Email women@aps.org for access to the wiki.

Expression of Interest

To help the National Organizing Committee achieve geographical coverage for the 2018 conferences, we strongly recommend that sites complete a brief Expression of Interest (EOI) form by September 1. The EOI will not be used during the application review process, and institutions must still submit a formal application by November 1 to be considered as a 2018 host site.
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Application Content

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. In the past several years, APS has been able to support each host site with $100 per student to partially cover local expenses, through our NSF and DOE grants.
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Proposal: Your plan to recruit applicants, including members of underrepresented minorities. 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. Partnerships among several nearby institutions are encouraged.

Letters: A letter of support 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. A letter from the organizing committee chair (or co-chairs) indicating commitment to send a representative to meetings of the National Organizing Committee (these include monthly phone calls and and a yearly Convocation at the American Center for Physics.) Additional letters describing any funding or support already committed may also be included.

Selection Criteria

Potential CUWiP host site applications are expected to demonstrate a clear commitment to the goals of the CUWiP program, both on the part of the institution and members of the local organizing committee. We expect involvement from both faculty and students. Potential host sites are also expected to have a plan for broad recruitment that supports the APS vision of increasing the participation of underrepresented groups in physics.

The selection committee will also consider geographic coverage, with the intent to provide broad access for attendees. Preference will be given to sites that have not recently hosted a CUWiP. Selection criteria include (not ordered): faculty and student involvement, institutional commitment, the recruitment plan, budget, facilities, partnerships, and proposed program.

Timeline

We are now accepting online applications to be a host site for January 2018. The deadline for applications is November 1.

The site selection committee aims to notify applicants by mid-December. Coordinators from the selected sites will be encouraged to attend a 2017 Conference to learn more about the conference.