February 2016 Sponsor's Update - Part II

Part I of this month’s update focused on VJAS paper preparation. Part II will cover the VJAS paper submission process in more detail.

Dear VJAS School Sponsors:

We would like to again thank those schools who have already submitted their VJAS School Membership Applications and Membership Fees. If your school plans to submit VJAS papers this month, we strongly recommend that your school joins VJAS now! Please remember that the VAS Office Staff will need to generate your school’s VJAS Membership Certification Letter which includes the VJAS School Number for your school. The VJAS School Membership Application can be found in Appendix B (http://www.vjas.org/rules--guidelines-forms.html).

Reminder: Paper Submission Deadline is Wednesday, February 24th!

VJAS Paper Preparation:
Part I of this month’s Sponsor’s Update covered Paper Preparation. Please review here: 
http://www.vjas.org/sponsor-blog.html

VJAS Paper Submission:
Please refer to the VJAS Handbook pages 29 and 30 for complete information (available here: http://www.vjas.org/rules--guidelines-forms.html). Below are some key points!

The designated VJAS Head Sponsor at each VJAS Membership School is responsible for each of the following: 

• For each student’s paper there must be the initial printout of the paper (marked as the original in red) plus four copies of the paper (i.e. a total of 5 copies of each student’s paper). 

           o Each copy of the paper must include all required VJAS Paper Submission Forms (Student Entry                     Form, Reader’s Evaluation Form, Judge’s Evaluation Form) plus the appropriate additional forms                 as needed (Certification Statement Form, Continuing Project Form, VJAS Mentor and/or                                     Research Facility Form).
           o Each copy of the paper (with forms on top of paper) must be securely stapled.
           o Remember to make sure ALL printing and copying is single-sided!
           o The 5 copies of each student’s paper (with the original on top) should be held together by a rubber                  band (preferrably a rubber band that is 7” in length). 

• The VJAS papers should be sorted by category (to facilitate the Paper Check-In Process). It will also be helpful if the papers in each category are sorted alphabetically by last name of students. 

• The VJAS papers should be appropriately packed in a box or envelope for sending or delivery to VJAS. 
  

• The 2016 School Entry Form must be completed. An electronic copy of the School Entry Form should be emailed to the VAS Office at vas@smv.org by Wednesday, February 24, 2016 (or earlier if possible). A print out of the completed School Entry Form should be placed in the box and/or envelope along with the papers. NOTE: The School Entry Form plus instructions for completing the School Entry Form were sent to the VJAS Head Sponsors of all current VJAS School Members earlier this month.

• A single check for Student Entry Fees ($15 per student) should also be placed in the box and/or envelope along with the papers. Please note that for multiple author papers, each student must pay the $15 Student Entry Fee. 
  

Mailing or Delivering VJAS Papers:

• The designated VJAS Head Sponsor at each VJAS Member School should send ALL student papers in bulk to the VAS Office in Richmond. The papers should be sent using First-Class Mail or express delivery (UPS or FedEx). The mailing address is VA Junior Academy of Science, c/o Virginia Academy of Science, 2500 West Broad St., Richmond, VA 23220. 

• If deemed appropriate, the designated VJAS Head Sponsor at each VJAS Membership School can deliver the student papers to the VAS-VJAS Office located in the Science Museum of Virginia in Richmond. The VJAS papers should be given to the Front Desk Staff of the Science Museum of Virginia. The SMV front desk staff will notify the VAS Office as the papers arrive so that the VAS Office Staff will know to come pick up the papers. 
  

Looking Ahead/Special Notes:

• Accepted VJAS Paper Lists will be posted on the VJAS website in early April. 

• Abstract Submission will be done online by those students whose papers are accepted for presentation at the 2016 VJAS Research Symposium. Stay tuned for detailed instructions early Spring.

• Special Interest Awards and Scholarship applications are due April 30th and Appendices for specific instructions and details on how to apply.

• Student Officer applications are also due April 30th (See Appendix D). 

• Please encourage your student to nominate you (for awards) for your efforts (See Handbook Section VII. Awards). 

Please don’t hesitate to contact us if you have any questions or suggestions. 
We greatly appreciate all that you do and look forward to reviewing your students’ paper entries!

Susan Booth, Director, VJAS, 757-897-3104, susan.science@gmail.com
Se Jeong, VJAS Committee Chair, swj3af@virginia.edu
Carolyn Conway, VAS Associate Executive Officer, 804-864-1450, vas@smv.org