For Complete Rules and Instructions Read the VJAS Handbook
OPERATION OF THE VJAS
A. VJAS COMMITTEE
The operation of the VJAS is the responsibility of the VJAS Director, Associate Director, and a volunteer committee appointed by the VAS who works within the framework of its policies. The VJAS Committee includes the VJAS Director, VJAS Associate Director, VJAS Committee Chair, VJAS Committee Vice-Chair, teachers, sponsors, and the Junior Academy officers who represent students on the committee. Committee members are assigned to perform the numerous tasks of the VJAS. These assignments may occur in areas of fundraising, VJAS Handbook revisions, Reader Chairs, Section Chairs, VJAS Voice (VJAS Newsletter), Graduate Records, The Proceedings, Publicity, Local Arrangements, Special Meeting Functions, AJAS Arrangements, and subcommittee appointments. Committee members who fail to attend more than two consecutive committee meetings will be removed from the committee. Committee members may be reinstated at the discretion of the VJAS Committee Chair or the VJAS Director.
The Committee meets during the Research Symposium and on a Saturday in January and June (unless otherwise notified) to conduct the business of the VJAS.
B. RESEARCH SYMPOSIUM
The goal of the VJAS is to promote progress in the field of scientific research among secondary school students. The Research Symposium and Annual Meeting of the VJAS, held in conjunction with that of the VAS, emphasize this goal. It is here that several facets of the VJAS program culminate. Among them are the presentation of outstanding individual research projects, the announcement of state winners in VJAS competitions, guest speakers, and the annual business session at which VJAS student officers for the coming year are elected. At this time due to increased costs for in person meetings we are looking at in person, hybrid, and virtual formats. Each year notification of the meeting format will be announced by September preceding the May Symposium.
The focus of the Research Symposium is the presentation of accepted research papers submitted by VJAS members.
Anyone interested in the activities of the VJAS may attend the Research Symposium and the Annual Meeting. There is a non-reimbursable registration fee for the meeting that is announced on the VJAS website before the Research Symposium. Everyone attending is expected to register. .
The VJAS Committee will handle publicity of general interest, but each school is encouraged to arrange for its own local publicity concerning the Research Symposium. During the Research Symposium, sponsors are responsible for the conduct and behavior of the students under their supervision. The VJAS incurs NO liabilities for any person attending this Research Symposium.
C. JUNIOR ACADEMY OFFICERS
OVERVIEW
Students are elected or appointed or re-appointed each year at the discretion of the VJAS Director. This decision is informed by several factors, including representation of as many schools in Virginia as possible, prior participation in VJAS, and prior experience as a VJAS junior officer.
VJAS junior officer positions are filled by high school students and include President, Vice-President, Secretary, Editor-in-Chief and Communication Liaisons, and on occasion, Regional Directors. These officers, selected from and by the statewide student membership of the VJAS, work with the VJAS Committee and serve under the direction of the VJAS Director, VJAS Committee Chair, and VJAS Committee Vice-Chair. The school of a student officer must be a member of VJAS. If the school is not a member, then the student must become an individual member. Parents may act as sponsors but must fulfill the role as well by participating in all meetings, registering, and staying onsite (or online) at all times as the designated chaperone.
QUALIFICATIONS FOR OFFICE
a. Candidates for President, Vice-President, and Secretary must be rising 11th or 12th graders. Candidates for Editor-in-Chief and Communication Liaison must be rising 10th, 11th, or 12th graders. All candidates must be VJAS members in good standing.
b. Candidates for the office of President must be current officers in good standing.
c. Candidates must have submitted a research paper for competition at the Research Symposium for the current year and must plan to submit one for the year they hold officer positions.
d. Officers are expected to attend VJAS Committee meetings (summer and winter), the annual Research Symposium. An adult sponsor must accompany the officer to the summer and winter meetings - whether that be the teacher sponsor from school OR in lieu, a parent. Missing more than one Committee meeting will result in an officer being removed from office.
e. Officers and their sponsors are also expected to attend monthly calls to confer with the President on student engagement, VJAS Voice, and membership outreach issues.
If any of these requirements are not met, then the student officer may have to resign from their position.
OFFICER SPONSORS
Each candidate for office is required to have a sponsor. This position as a “state officer” is a great opportunity for the student officers, and it is the responsibility of the “officer sponsor” to advise and encourage them. Officer sponsors, therefore, are invited to serve a one-year membership on the VJAS Committee, which meets typically on the fourth Saturdays in June and January (unless otherwise notified). It is also the sponsor’s responsibility to participate in the work of the Committee by attending Committee meetings and supporting the activities of the officers.
OFFICER DUTIES
All officers should be dressed in business casual attire during VJAS General Sessions, Awards Ceremony, and during presentations.
The President is charged with presiding at the Annual Meeting and helping on various subcommittees. The President submits an article(s) for the VAS newsletter, The Virginia Scientists, assisted by the sponsor of the school in which the President has a membership. The President is the head representative of the student body and is the only voting member of the VJAS Committee. The Office of President candidate must be a current officer.
The Vice-President works with the President and on subcommittees. The Vice-President should be prepared to fulfill the duties of the President should the President be unable to perform the duties of the office.
The Secretary records the minutes of the VJAS Committee meetings and the Annual Meeting and submits them in writing to the VJAS Director and the VJAS Committee.
The Editor-in-Chief is responsible for the compilation of the VJAS Voice. This includes contacting the appropriate persons, assembling articles and pictures, and editing the VJAS voice. The Editor-in-Chief may choose to contact other committee members or sponsors for opinions, interviews, or help.
The Student Communication Liaisons shall act as representatives of the school divisions included in their region. Their primary role is to relay meeting proceedings and distribute the Voice to VJAS sponsors and attendees in their region. They are also expected to advertise the VJAS in their designated region. They may use a variety of platforms such as flyers, public appearances, website updates, and social media to inform schools of the VJAS policies, positions, and opportunities. They are also responsible for maintaining a social media presence for VJAS, closely supervised by members of the senior committee.
APPLICATIONS FOR OFFICE AND CAMPAIGNING
Each year, a school may nominate ONLY ONE student for any of these offices and at no time will there be more than one officer from the same school unless there are no other nominations. Nominations are made without regard to sex, race, color, or creed. All candidates for office in the VJAS must complete the “Application for Junior Officers.” in Reviewr. The application must have the signatures of the candidate, officer sponsor, and principal; unsigned applications are not acceptable. The student must have officer sponsor approval and support and principal support. The application must be completed in Reviewr by February 23.
ELECTIONS
Each dues-paying school in attendance will have one vote for each office. Ballots may be electronic. The election results will be announced at the close of the Research Symposium. Please note that if an in-person Symposium is not held, officer elections may not be held. Officer candidates will then be assigned duties at the discretion of the VJAS Director and VAS/VJAS Committee Chair.
D. VJAS PUBLICATIONS
The VJAS Proceedings is an annual publication of the VJAS edited by members of the VJAS Committee. The VJAS Proceedings are published to present a permanent record of the activities at the Research Symposium and Annual Meeting of the VJAS. The VJAS Proceedings will be distributed online. The Proceedings may consist of
The VJAS Handbook is a booklet with a dual purpose. Primarily, it is a promotional publication of the VJAS designed to present the aims and activities of this organization to secondary schools interested in affiliating with the VJAS. Secondarily, the Handbook serves to describe the operation of the VJAS, the procedure for electing VJAS officers, guidelines for conducting research investigations and writing the report thereof, and procedures to participate in the awards competition. The VJAS Handbook, with the Appendix posted separately, can be found on the Academy website at www.vjas.org.
The Voice is an online quarterly newsletter produced by the VJAS student officers and is led by a student officer who serves as Editor-in-Chief. It is an entirely student-driven publication designed to encourage student participation in VJAS and inform young scientists of upcoming events and deadlines related to the annual symposium. The Voice strives to highlight all the perspectives of VJAS – students, mentors, teachers, and administrators. It is published on the VJAS website and also shared with student sponsors. Please contact the Editor-in-Chief if you would like to contribute to The Voice or if you have any questions regarding this publication.
The VJAS Style Manual complements the VJAS Handbook in guiding students and teachers on how to write an effective scientific research paper in preparation for submission to the VJAS Program. It describes general stylistic expectations as well as descriptions of all the required text components. The manual also outlines strategies to create a succinct but informative oral presentation using a PowerPoint format. Referencing the style manual before starting your research write-up is highly recommended.
E. GENERAL RULES AND CODE OF CONDUCT
The VJAS is successful because of the spirit of enthusiasm and commitment that prevails. You are here because you want to be here, and the sponsors are here because they like being involved in a dynamic and exciting program of scientific study. Courtesy and punctuality are essential, as is ready and cheerful compliance with regulations, which are necessary to guarantee an optimum learning environment for each student in the Research Symposium.
No discipline problems are expected, but it is important that our rules be clearly understood. The VJAS has no desire to make moral judgments or to dictate proper conduct for an individual’s normal daily life. However, during the symposium, the VJAS expects acceptance from the students, their parents, their sponsors, and chaperones, and their schools of the rules and policies of the VJAS. The following rules apply to all students and sponsors attending the VJAS Symposium whether the Symposium is virtual or in-person.
General Rules
No part of any fee will be reimbursed due to an individual being excluded from participation in VJAS activities for disciplinary reasons.
NOTE: VJAS assumes no liability for students and sponsors and is held harmless.
The operation of the VJAS is the responsibility of the VJAS Director, Associate Director, and a volunteer committee appointed by the VAS who works within the framework of its policies. The VJAS Committee includes the VJAS Director, VJAS Associate Director, VJAS Committee Chair, VJAS Committee Vice-Chair, teachers, sponsors, and the Junior Academy officers who represent students on the committee. Committee members are assigned to perform the numerous tasks of the VJAS. These assignments may occur in areas of fundraising, VJAS Handbook revisions, Reader Chairs, Section Chairs, VJAS Voice (VJAS Newsletter), Graduate Records, The Proceedings, Publicity, Local Arrangements, Special Meeting Functions, AJAS Arrangements, and subcommittee appointments. Committee members who fail to attend more than two consecutive committee meetings will be removed from the committee. Committee members may be reinstated at the discretion of the VJAS Committee Chair or the VJAS Director.
The Committee meets during the Research Symposium and on a Saturday in January and June (unless otherwise notified) to conduct the business of the VJAS.
B. RESEARCH SYMPOSIUM
The goal of the VJAS is to promote progress in the field of scientific research among secondary school students. The Research Symposium and Annual Meeting of the VJAS, held in conjunction with that of the VAS, emphasize this goal. It is here that several facets of the VJAS program culminate. Among them are the presentation of outstanding individual research projects, the announcement of state winners in VJAS competitions, guest speakers, and the annual business session at which VJAS student officers for the coming year are elected. At this time due to increased costs for in person meetings we are looking at in person, hybrid, and virtual formats. Each year notification of the meeting format will be announced by September preceding the May Symposium.
The focus of the Research Symposium is the presentation of accepted research papers submitted by VJAS members.
Anyone interested in the activities of the VJAS may attend the Research Symposium and the Annual Meeting. There is a non-reimbursable registration fee for the meeting that is announced on the VJAS website before the Research Symposium. Everyone attending is expected to register. .
The VJAS Committee will handle publicity of general interest, but each school is encouraged to arrange for its own local publicity concerning the Research Symposium. During the Research Symposium, sponsors are responsible for the conduct and behavior of the students under their supervision. The VJAS incurs NO liabilities for any person attending this Research Symposium.
C. JUNIOR ACADEMY OFFICERS
OVERVIEW
Students are elected or appointed or re-appointed each year at the discretion of the VJAS Director. This decision is informed by several factors, including representation of as many schools in Virginia as possible, prior participation in VJAS, and prior experience as a VJAS junior officer.
VJAS junior officer positions are filled by high school students and include President, Vice-President, Secretary, Editor-in-Chief and Communication Liaisons, and on occasion, Regional Directors. These officers, selected from and by the statewide student membership of the VJAS, work with the VJAS Committee and serve under the direction of the VJAS Director, VJAS Committee Chair, and VJAS Committee Vice-Chair. The school of a student officer must be a member of VJAS. If the school is not a member, then the student must become an individual member. Parents may act as sponsors but must fulfill the role as well by participating in all meetings, registering, and staying onsite (or online) at all times as the designated chaperone.
QUALIFICATIONS FOR OFFICE
a. Candidates for President, Vice-President, and Secretary must be rising 11th or 12th graders. Candidates for Editor-in-Chief and Communication Liaison must be rising 10th, 11th, or 12th graders. All candidates must be VJAS members in good standing.
b. Candidates for the office of President must be current officers in good standing.
c. Candidates must have submitted a research paper for competition at the Research Symposium for the current year and must plan to submit one for the year they hold officer positions.
d. Officers are expected to attend VJAS Committee meetings (summer and winter), the annual Research Symposium. An adult sponsor must accompany the officer to the summer and winter meetings - whether that be the teacher sponsor from school OR in lieu, a parent. Missing more than one Committee meeting will result in an officer being removed from office.
e. Officers and their sponsors are also expected to attend monthly calls to confer with the President on student engagement, VJAS Voice, and membership outreach issues.
If any of these requirements are not met, then the student officer may have to resign from their position.
OFFICER SPONSORS
Each candidate for office is required to have a sponsor. This position as a “state officer” is a great opportunity for the student officers, and it is the responsibility of the “officer sponsor” to advise and encourage them. Officer sponsors, therefore, are invited to serve a one-year membership on the VJAS Committee, which meets typically on the fourth Saturdays in June and January (unless otherwise notified). It is also the sponsor’s responsibility to participate in the work of the Committee by attending Committee meetings and supporting the activities of the officers.
OFFICER DUTIES
All officers should be dressed in business casual attire during VJAS General Sessions, Awards Ceremony, and during presentations.
The President is charged with presiding at the Annual Meeting and helping on various subcommittees. The President submits an article(s) for the VAS newsletter, The Virginia Scientists, assisted by the sponsor of the school in which the President has a membership. The President is the head representative of the student body and is the only voting member of the VJAS Committee. The Office of President candidate must be a current officer.
The Vice-President works with the President and on subcommittees. The Vice-President should be prepared to fulfill the duties of the President should the President be unable to perform the duties of the office.
The Secretary records the minutes of the VJAS Committee meetings and the Annual Meeting and submits them in writing to the VJAS Director and the VJAS Committee.
The Editor-in-Chief is responsible for the compilation of the VJAS Voice. This includes contacting the appropriate persons, assembling articles and pictures, and editing the VJAS voice. The Editor-in-Chief may choose to contact other committee members or sponsors for opinions, interviews, or help.
The Student Communication Liaisons shall act as representatives of the school divisions included in their region. Their primary role is to relay meeting proceedings and distribute the Voice to VJAS sponsors and attendees in their region. They are also expected to advertise the VJAS in their designated region. They may use a variety of platforms such as flyers, public appearances, website updates, and social media to inform schools of the VJAS policies, positions, and opportunities. They are also responsible for maintaining a social media presence for VJAS, closely supervised by members of the senior committee.
APPLICATIONS FOR OFFICE AND CAMPAIGNING
Each year, a school may nominate ONLY ONE student for any of these offices and at no time will there be more than one officer from the same school unless there are no other nominations. Nominations are made without regard to sex, race, color, or creed. All candidates for office in the VJAS must complete the “Application for Junior Officers.” in Reviewr. The application must have the signatures of the candidate, officer sponsor, and principal; unsigned applications are not acceptable. The student must have officer sponsor approval and support and principal support. The application must be completed in Reviewr by February 23.
ELECTIONS
Each dues-paying school in attendance will have one vote for each office. Ballots may be electronic. The election results will be announced at the close of the Research Symposium. Please note that if an in-person Symposium is not held, officer elections may not be held. Officer candidates will then be assigned duties at the discretion of the VJAS Director and VAS/VJAS Committee Chair.
D. VJAS PUBLICATIONS
The VJAS Proceedings is an annual publication of the VJAS edited by members of the VJAS Committee. The VJAS Proceedings are published to present a permanent record of the activities at the Research Symposium and Annual Meeting of the VJAS. The VJAS Proceedings will be distributed online. The Proceedings may consist of
- Meeting Information
- VJAS Committee Members and Officers
- The list of all award winners
- The abstracts of all presenters
- The complete papers of the projects chosen to attend AJAS.
The VJAS Handbook is a booklet with a dual purpose. Primarily, it is a promotional publication of the VJAS designed to present the aims and activities of this organization to secondary schools interested in affiliating with the VJAS. Secondarily, the Handbook serves to describe the operation of the VJAS, the procedure for electing VJAS officers, guidelines for conducting research investigations and writing the report thereof, and procedures to participate in the awards competition. The VJAS Handbook, with the Appendix posted separately, can be found on the Academy website at www.vjas.org.
The Voice is an online quarterly newsletter produced by the VJAS student officers and is led by a student officer who serves as Editor-in-Chief. It is an entirely student-driven publication designed to encourage student participation in VJAS and inform young scientists of upcoming events and deadlines related to the annual symposium. The Voice strives to highlight all the perspectives of VJAS – students, mentors, teachers, and administrators. It is published on the VJAS website and also shared with student sponsors. Please contact the Editor-in-Chief if you would like to contribute to The Voice or if you have any questions regarding this publication.
The VJAS Style Manual complements the VJAS Handbook in guiding students and teachers on how to write an effective scientific research paper in preparation for submission to the VJAS Program. It describes general stylistic expectations as well as descriptions of all the required text components. The manual also outlines strategies to create a succinct but informative oral presentation using a PowerPoint format. Referencing the style manual before starting your research write-up is highly recommended.
E. GENERAL RULES AND CODE OF CONDUCT
The VJAS is successful because of the spirit of enthusiasm and commitment that prevails. You are here because you want to be here, and the sponsors are here because they like being involved in a dynamic and exciting program of scientific study. Courtesy and punctuality are essential, as is ready and cheerful compliance with regulations, which are necessary to guarantee an optimum learning environment for each student in the Research Symposium.
No discipline problems are expected, but it is important that our rules be clearly understood. The VJAS has no desire to make moral judgments or to dictate proper conduct for an individual’s normal daily life. However, during the symposium, the VJAS expects acceptance from the students, their parents, their sponsors, and chaperones, and their schools of the rules and policies of the VJAS. The following rules apply to all students and sponsors attending the VJAS Symposium whether the Symposium is virtual or in-person.
General Rules
- All students must be chaperoned by their registered sponsors at all times.
- All sponsors are responsible for their participants.
- During in-person events, each participant should carry their own personal medical information on them at all times.
- In the case of an emergency, it is the responsibility of sponsors to ensure their students are notified.
- During in-person and overnight events, curfews are expected to be followed.
- Attendance: You have a full-time commitment to the VJAS programs and are required to attend all scheduled activities. No loitering or distractions are allowed. Permission from your sponsors is required for your absence from a scheduled activity.
- Drugs and Alcohol: The use or possession of intoxicants of any kind is strictly forbidden at all times, regardless of the student’s age.
- Conform to the principles, practices, and procedures outlined in host school rules and regulations. This includes any rules the host institution has with regard to proper use of electronic media.
- Students and sponsors must demonstrate self-respect and respect for others. Stealing or possession of stolen property, physical attack, trespassing, and insulting, abusive, or racist language is not tolerated by the VJAS and will result in the expulsion of the individual(s) from the Research Symposium.
- During in-person events, refrain from intentional damage or defacing of host institution property. Schools are responsible for any damaged university property or items misplaced, such as keys and linens. Any damages charged by the host institution to a member school or individual for damages will be billed back to the member school or individual. The member school or individual will not be permitted to participate in future VJAS events until the situation is rectified.
- At all times, cultivate a harmonious relationship between the VJAS and the host institution. During in-person events, use your influence to prevent acts of vandalism that lead to the destruction of host institution property. Any damages charged by the host institution to a member school or individual for damages will be billed back to the member school or individual. The member school or individual will not be permitted to participate in future VJAS events until the situation is rectified.
- Display good sportsmanship when participating in or attending any VJAS activities.
- Follow any rules and guidelines imposed by the student’s sponsors and/or school.
No part of any fee will be reimbursed due to an individual being excluded from participation in VJAS activities for disciplinary reasons.
NOTE: VJAS assumes no liability for students and sponsors and is held harmless.
